Customer Onboarding Software for Consulting Firms in 2025

Why Consultants Need the Right Client Onboarding Tool?

Picture this: Sarah, an HR manager at a mid-sized consulting firm, is onboarding a high-profile client and five consultants under tight deadlines. Her inbox is overflowing, spreadsheets are piling up, and no one has a clear view of progress.

 The client is frustrated, new hires are lost, and within two weeks, one consultant quits. The client is now rethinking the entire project.

Sound familiar? You are not alone.

Manual onboarding —juggling emails, spreadsheets, and scattered tools—creates delays, confusion, and costly churn.

The Real Cost of Inefficient Onboarding

• HR teams spend 60% of their time on repetitive tasks

• 30% of new hires leave within 90 days due to poor onboarding

• Up to 90% of clients churn if onboarding disappoints in the first month

For firms, where client value and team performance are everything, broken onboarding hurts both reputation and revenue.

In this guide, you’ll learn:

• Why firms need customized onboarding

• The best tools for consulting workflows

• What to look for in the right solution

Why Onboarding Software Is Critical for Consulting Firms

In the world of consulting, first impressions matter, whether you are onboarding a new hire or bringing a client into your ecosystem. Client onboarding has become essential for service firms that want to simplify operations, accelerate client engagement, and scale efficiently. It’s no longer just a tool and software; it’s a strategic advantage.

Here’s why software is essential for firms:

• Automation that Saves Time: Say goodbye to repetitive manual tasks. Onboarding platforms can automate document collection, task reminders, training assignments, and scheduling—freeing up HR teams to focus on people, not paperwork. Firms can reduce HR workload by as much as 60%.

• Collaboration Made Simple: Software brings everyone- HR, project leads, new hires, and even clients—into one centralized portal. This improves client communication, boosts client satisfaction, eliminates confusion, and ensures everyone stays on the same page from day one.

• Transparency: No more wondering who’s completed what. With real-time progress tracking, you get full visibility into the onboarding journey, helping build trust and accountability at every stage.

• Built to Scale: Whether you are a 10-person boutique or a multinational firm, today’s onboarding solutions are designed to scale with your business process. They offer flexible onboarding workflows that adapt to your size, structure, and specific use cases.

• Compliance and Security You Can Trust: From digital signatures to secure document storage, onboarding software helps firms stay compliant with data regulations and audit requirements—without sacrificing speed or client experience.

And the impact? It’s measurable.

Firms using the seamless onboarding software have seen onboarding times drop by up to 50%, while employee retention improves by as much as 82%.

Beyond the numbers, it creates a professional, consistent, and personalized onboarding plan and experience that sets the tone for long-term success.

5 Best Client Onboarding Tools for Firms

1. Projectly: The Best Onboarding Platform for B2B Consulting

What It Is: Projetly is a comprehensive onboarding platform that streamlines onboarding and client onboarding software needs with unified workspaces and customizable workflows.

Key Features:

• Unified Workspaces: Combines project management, file sharing, and communication in one tool.

• Customizable Checklist: Reusable onboarding templates ensure consistency in the onboarding flow.

• Progress Tracking Dashboards:  Live updates on tasks and milestones.

• Automated Feedback Surveys: Collects input to refine the client experience.

• Integrations: Integrate seamlessly with Salesforce, Slack, and HubSpot for workflow integration.

Why It Stands Out: Projectly excels for firms managing complex B2B  onboarding projects. Its onboarding portal reduces tool switching, and compliance features like e-signatures are ideal for regulated industries like finance or healthcare. It’s a top choice for firms seeking the best employee onboarding software.

Pricing: Custom plans with a free trial—perfect for tailoring to your customer onboarding needs.

2. CogniSaaS: Enterprise-Grade HR Software

What It Is: CogniSaaS is designed for enterprise firms, offering automation and actual insights to streamline complex client onboarding processes.

Key Features:

• Templates: Pre-built workflows for quick setup of the customer onboarding process.

• Flexible Project Views: List, Kanban, Excel, or Gantt views to manage tasks.

• Intelligent Forecasting: Uses RAG status and analytics to predict delays.

• Client Portal: Enables clients to track progress and submit onboarding documents.

• Integrations: Syncs with Jira, Slack, and CRMs for smooth data flow.

Why It Stands Out: CogniSaaS is ideal for enterprise firms needing to onboard new clients or consultants. Its forecasting tools prevent delays, and the portal enhances transparency, making it a top hr software choice.

Pricing: Custom pricing with a 14-day free trial, ideal for teams of 10+.

3. Motion.io: Affordable Software for Small Businesses

What It Is: Motion.io provides white-labeled portals to automate document collection and project management, offering a professional onboarding experience on a budget.

Key Features:

• White-Labeled Portals: Branded spaces for sharing files and collecting e-signatures.

• Automation: Streamlines form submissions and assigns an onboarding task.

• Project Management: Tracks deadlines and onboarding progress.

• Integrations: Works with Slack, HubSpot, and Zapier.

• Secure Data Handling: Military-grade encryption for sensitive employee data.

Why It Stands Out: Motion.io is perfect for small businesses or solopreneurs seeking software for small teams. Its affordability and secure document management make it ideal for legal or financial consultancies.

Pricing: Starts at $29/month for individuals, $59/month for teams—highly cost-effective.

4. ProProfs: Training-Focused Tool

What It Is: ProProfs is a learning management system (LMS) tailored for firms, offering courses and quizzes to train clients and new employees.

Key Features:

• Ready-Made Courses: Pre-built content for instant employee training.

• Quizzes and Assessments: Ensures comprehension during onboarding.

• Multi-Language Support: Supports global teams in languages like English and Spanish.

• AI Tutor: Provides customized onboarding support.

• Analytics: Tracks engagement and onboarding progress.

Why It Stands Out: ProProfs is ideal for firms focused on employee training or process consulting. Its multi-language support and tutor make it a great tool for global clients.

Pricing: Starts at $39/month, with custom options for advanced features.

5. Glide: AI-Powered Software for New Customers

What It Is: Glide leverages artificial intelligence to automate onboarding tasks like scheduling and document management, simplifying complex onboarding processes.

Key Features:

• AI Onboarding Agents: Automates data analysis and task prioritization.

• Scheduling Automation: Streamlines meeting and deadline setup.

• Document Management: Organizes client and employee onboarding documents.

• Customized Workflows: Tailors onboarding flow for each user.

• Integrations: Syncs with Google Workspace and Microsoft Teams.

Why It Stands Out: Glide’s AI automation is perfect for high data projects, allowing consultants to focus on building company culture and client relationships. It’s a top pick for firms needing onboarding software for new hires.

Pricing: Custom pricing via demo request—ideal for complex projects.

Quick Comparison of the Best Client Onboarding Software Tools

How to Choose the Right Employee Onboarding Tool for Your Firm

The best onboarding platform isn’t one-size-fits-all. The right solution depends on your firm’s size, client base, project complexity, and compliance requirements.

Here's a quick guide to help you make the right choice based on what matters most to your business:

• Client and Consultant Focus: If your onboarding involves high-touch client projects or coordinating with independent consultants, tools like Projetly are ideal. They’re built with B2B and enterprise workflows in mind, making them perfect for managing multiple stakeholders and deliverables.

  
  

On the other hand, if you’re scaling quickly or managing complex multi-team onboarding, Projetly is a better fit. It’s designed to grow with you, offering advanced features without overwhelming your team.

• Project Complexity: If your projects involve complex workflows or heavy data collection, Glide provides customizable templates and a flexible backend to handle detailed onboarding.

  In regulated industries or firms handling sensitive client data, Projetly and CogniSaaS both offer built-in compliance tools, including e-signatures, audit logs, and secure document storage.

• Budget Considerations: On a tighter budget? Motion.io and ProProfs offer strong functionality without a high price tag.

  For firms ready to invest in enterprise-grade tools, Projetly and CogniSaaS provide a robust feature set that justifies the spending.

By aligning software capabilities with your firm’s specific onboarding needs, you’ll ensure a smoother, faster, and more professional experience for both new hires and clients.

6 Smart Strategies to Get the Most Out of Your Customer Onboarding Tool

Investing in onboarding is a strong first step, but unlocking its full value requires a thoughtful approach. Here are six proven strategies to help your consulting firm get the most from your onboarding platform:

1. Personalize the Experience:

One-size-fits-all doesn’t work in onboarding. Customize workflows, checklists, and welcome messages based on the role, department, or client type. A personalized onboarding journey shows your new hires or clients that you value their specific needs from day one.

2. Automate the Repetitive work:

Let your tool handle the busywork. Set up automated task reminders, document requests, and e-signature approvals to keep the process moving without manual follow-up. This saves time and reduces errors, especially across large teams.

3. Create Visibility with Real-Time Updates:

Use a dashboard to share progress updates. When new employees or clients can see what’s been completed and what’s next—it builds trust and eliminates confusion. Transparency keeps everyone aligned and accountable.

4. Gather Feedback Early and Often:

Don’t wait for exit interviews to find out what’s broken. Send short surveys during and after onboarding to understand what’s working and where you can improve. Continuous feedback helps you optimize the process for future hires and clients.

5. Connect the Dots with Integrations:

Make your software even more powerful by connecting it with your existing HR tools, payroll systems, project management platforms, or CRMs. Integration reduces data entry, speeds up provisioning, and ensures a smooth handoff between teams.

6. Showcase Your Culture:

Use onboarding as a moment to introduce your firm’s values, tone, and team spirit. Include welcome kits, videos from leadership, or interactive training that brings your culture to life. This helps new hires feel connected and clients feel confident in your brand.

With the right strategies, great onboarding becomes more than just a task tracker. It becomes a foundational tool for creating great first impressions, boosting retention, and setting your team up for long-term success.

Frequently Asked Questions (FAQ)

1. What’s the best onboarding tool for firms?

Projetly leads for B2B consulting with its unified workspaces and compliance tools. CogniSaaS is great for enterprises, and Motion.io suits small businesses.

2. What does the branded onboarding process look like for consulting?

The onboarding process involves understanding needs, setting up systems, providing employee training, tracking progress, and gathering feedback. Tools like Projectly streamline these steps with automation and templates.

3. What are the 5 C’s of onboarding?

• Clarity: Define goals and expectations.

• Connection: Foster relationships via an onboarding platform.

• Compliance: Ensure regulatory adherence with secure tools.

• Culture: Align new hires with company culture.

• Confidence: Equip everyone with tools to succeed.

4. What’s an onboarding consultant?

A consultant guides clients or new hires through the onboarding process, setting up systems, delivering training, and ensuring a smooth transition using tools like CogniSaaS.

5. What’s the best onboarding software for small teams?

Motion.io is ideal for small teams, offering affordable, branded portals. Projectly is great for consultants needing robust client onboarding software.

Conclusion: Streamline Onboarding with the Right Software

In 2025, firms can no longer afford to rely on spreadsheets and scattered emails to onboard clients or right team members. The right onboarding software doesn’t just eliminate manual chaos, it ensures compliance, enhances the experience, and sets everyone up for success from day one.

Whether you’re a growing boutique firm or a large enterprise, there’s a solution that fits:

No matter the size of your team or the complexity of your projects, choosing the right client onboarding software will help you reduce friction, speed up hiring and onboarding, and leave a lasting positive impression on clients and new hires alike.

Ready to transform your onboarding process? Explore free demos from Projetly and find the perfect fit for your firm.