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OnboardingCustomers

Get every customer live faster

Customer Onboarding Software That Runs Itself

Customer onboarding software turns a signed deal into a live customer. Ours reads the SOW, builds the plan and the customer portal, and chases every task until go-live.

Business type

Your plan opens in seconds. No card and no sales call to see it. Plans from $49/mo billed yearly.

Account executive handing the new customer file to a customer success manager
Clean handoff to Customer Success

Why onboarding stalls

The weeks after closed-won decide whether a customer stays

Sales celebrates the signature. Then the real work starts, and in most B2B companies it runs on a spreadsheet, a PDF of the SOW and a long email thread. Nobody does anything wrong. The process simply has no owner that never sleeps.

  • Revenue waits for go-live

    Many contracts bill or recognize revenue only once the customer is live. Every week of setup is a week of revenue pushed to the right.

  • Coordination eats the implementation team

    Scheduling the kickoff, asking for the logo, the data file, the admin list and the signed form again. That chasing is the part of the job nobody hired a specialist to do.

  • A slow start is an early churn signal

    A customer who waits months to see value starts questioning the purchase before the first renewal conversation. Time to value is retention you can schedule.

Implementation manager ticking off a printed customer onboarding checklist at her desk

The printed checklist works for three customers. At thirty it becomes a second job.

Switch to After and watch the spreadsheet turn into a running plan

Same customer, same SOW. Before is the way most teams run onboarding today. After is what OnboardingCustomers builds from it.

Northwind Logistics, Growth rollout

Built from SOW, HubSpot deal synced, go-live Nov 28

On track
  1. Closed-won Oct 14
  2. Kickoff Oct 17
  3. Discovery Oct 24
  4. Configuration Nov 6
  5. Training Nov 20
  6. Go-live Nov 28

Your team

  • Configure billing moduleOct 29
  • Salesforce field mappingOct 31
  • Admin training sessionNov 18

Customer, in the portal

  • Upload customer data file Done
  • Sign data processing formOct 25
  • Book admin training slotNov 4

Reminder to the customer champion scheduled for tomorrow at 9:00 their time.

onboarding_tracker_FINAL_v7.xlsx

TaskOwnerDueStatus
Kickoff call Dana? TBD waiting on cust
Get data export customer 10/20 asked twice
SSO setup ??
Signed DPA legal ASAP sent, no reply
Training Sam 11/??
Go-live 11/28 at risk?
Re: Re: Fwd: kickoff times? 14 messages
Can you resend the intake doc 6 messages
Who owns SSO on your side 3 messages

Compared with what you use now

Spreadsheets track onboarding, project tools organize it, this one runs it

There are three common ways to run customer onboarding solutions today. Each one is reasonable at small volume. Here is where each stops working once you onboard more than a handful of customers a month.

Plan built from the SOW or the deal

OnboardingCustomers

Generated in seconds, editable

Spreadsheet and email
By hand
Generic project tool
By hand from a template
CS platform add-on
Template, filled by hand

Customer side without a login

OnboardingCustomers

Magic link portal, free

Spreadsheet and email
Email attachments
Generic project tool
Guest seats or invites
CS platform add-on
Often a separate portal license

Tasks split between vendor and customer

OnboardingCustomers

Built in, two-sided by default

Spreadsheet and email
One column called owner
Generic project tool
Possible with workarounds
CS platform add-on
Partly

Forms, documents, signatures, kickoff

OnboardingCustomers

All in the same plan

Spreadsheet and email
Four other tools
Generic project tool
Attachments and links
CS platform add-on
Some, often extra

Reminders on customer tasks

OnboardingCustomers

Escalation in their business hours

Spreadsheet and email
You remember
Generic project tool
Due date notifications
CS platform add-on
Playbook rules

CRM closed-won trigger and write-back

OnboardingCustomers

HubSpot, Salesforce, Pipedrive

Spreadsheet and email
No
Generic project tool
Via glue automations
CS platform add-on
Usually after go-live

Health from onboarding signals

OnboardingCustomers

Overdue tasks, silence, blockers

Spreadsheet and email
Gut feeling
Generic project tool
Status field
CS platform add-on
Usage based, after launch

Handoff to Customer Success

OnboardingCustomers

AI brief plus acceptance checklist

Spreadsheet and email
A meeting
Generic project tool
A comment
CS platform add-on
Starts after handoff

Price and setup

OnboardingCustomers

Public price, self-serve, same day

Spreadsheet and email
Free, costs hours
Generic project tool
Per seat, customers too
CS platform add-on
Quoted by sales

Running a full PSA already? We sit next to it. Read customer onboarding software vs professional services automation software, the onboarding spreadsheet alternative guide, or our criteria for the best client onboarding software.

Enterprise controls without an enterprise sales cycle

Security reviewers get what they need, and you still buy it from the pricing page. Enterprise is $2,999 per month, or $1,499 per month billed yearly, with a checkout like every other plan.

See Enterprise pricing Customer onboarding software security

  • SSO with SAML

    Your identity provider, enforced for the whole team.

  • Roles and seats

    Owner, admin, implementation manager, viewer.

  • Audit log

    Who changed what, and when, on every project.

  • DPA and security pack

    Signed data processing terms and review answers.

  • Priority support

    A named contact on our team for Enterprise.

  • Invoice billing

    Yearly invoice for procurement and finance.

How it works

From closed-won to go-live in five steps you never have to start by hand

A customer onboarding platform should not be one more tool your team has to feed. It should start when the deal closes, read what was sold and keep the project moving on its own. That is the whole idea.

Implementation team mapping onboarding phases and dates on a glass wall
  1. 01

    Deal closes

    Closed-won in HubSpot, Salesforce or Pipedrive starts the onboarding. Or paste the SOW yourself.

  2. 02

    AI reads the SOW

    Products, modules, seats, integrations, deadlines and stakeholders are pulled out of the order form.

  3. 03

    Plan and portal open

    A phased plan from your templates, two-sided tasks and a branded portal for the customer.

  4. 04

    Chasing runs itself

    Reminders on overdue customer tasks, blockers flagged from comments and form answers.

  5. 05

    Handoff to CS

    An AI handoff brief with what was sold, what was promised and the risks, plus an acceptance checklist.

Want the long version? Read how the SOW to project plan step works, or start from our onboarding plan template.

Everything in one place

Every piece of customer onboarding lives in one plan, so nothing falls between tools

Most teams glue onboarding together from a form tool, a file share, a signature app, a scheduling link and a project board. Each one works. Together they leave the customer with five logins and your team with five places to check. These customer onboarding tools are built into every plan, starting at $49 per month billed yearly.

Onboarding specialist collecting signed forms and files from a new customer in one plan

A branded portal your customer actually opens

Each customer gets one page with your logo and color: progress, next steps, their tasks, document requests, forms, signatures, kickoff booking and training. They open it from a magic link. No password, no new account, no seat cost.

See the customer onboarding portal

Health that explains itself

Red, amber or green, always with the reason: overdue customer tasks, a silent stakeholder, a slipping milestone, a blocker the AI found in a comment.

Champion silent 6 days At risk
Data file missing Blocked
Customer onboarding health score

Documents with a status, not an attachment

Request a file once. It shows as requested, uploaded, approved or rejected with a reason, checked for type and malware, stored securely.

w9_harborfinch.pdfApproved
user_list.csvUploaded
insurance_certRequested
Document collection software

Signatures inside the onboarding

Upload the PDF, place the fields, the customer signs in the portal. Every signature keeps an audit trail with signer, IP, time and document hash.

Signed by M. Lindqvist, 2026-10-28 14:02 UTC
IP 81.2.69.x, SHA-256 7f3a 91c0 e2d4 18b6
E-signature for client onboarding

A handoff Customer Success can trust

At go-live the AI writes a handoff brief: what was sold, what was promised, open risks, who matters on the customer side. CS accepts it with a checklist and the owner changes in one click.

Handoff to your customer success platform

Checklists and milestones

Templates per product or package, dependencies, due dates relative to kickoff, tasks split between your team and the customer.

Onboarding checklist template

Intake forms

Text, choice, file, date and table fields, requested in the portal, answers mapped straight into plan fields.

Client intake software

Kickoff scheduling

Your team shares slots, the customer picks one in the portal, both get a calendar file and the meeting link.

Kickoff meeting scheduling

Automated reminders

Rules per overdue task, escalation when the customer goes quiet, digests to the champion within their business hours.

Client onboarding automation

Training and knowledge base

Articles and short courses per product, assigned per phase, completion tracked in the portal.

Implementation software

CRM sync

HubSpot, Salesforce and Pipedrive. Closed-won starts onboarding, the stage, go-live date and health write back to the deal.

CRM integrations

Time to value

Days to kickoff, days to go-live, planned against actual, cycle time per phase and every stalled project in one view.

Measure time to value

Team and roles

Owner, admin, implementation manager and viewer roles, seats per plan, an audit log of every change.

Security and access

Integrations

Your CRM starts the onboarding, and hears back when the customer is live

Connect HubSpot, Salesforce or Pipedrive in a couple of minutes. When a deal moves to closed-won, the products, amount, contacts and notes come across and the plan builds itself. The deal then shows the onboarding stage, the go-live date and the health, so sales and leadership stop asking for status updates.

Agency team reviewing brand material with a new client at their first meeting

Built for teams that onboard customers for a living

The plan adapts to what you sell. Pick your world.

Every closed-won deal starts its own implementation

Modules, seats, SSO, data migration and integrations come out of the order form. Configuration, migration and training tasks land on the right side, and the customer admin sees exactly what they owe you this week. See SaaS onboarding software for the full playbook.

Intake, assets, access and the contract in one client portal

Brand files, ad account access, the signed agreement and the kickoff slot are collected before the first strategy call, not during it. Read about agency client onboarding and the client onboarding software overview.

SOW to a milestone plan the client signs off

Deliverables and dates from the statement of work become phases with acceptance tasks on the client side. The statement of work template pairs well with it, and professional services client onboarding shows the details.

Device lists, credentials and access requests without the email chain

Collect the network diagram, admin contacts and signed policies per site, with reminders that stop the moment the file arrives. Start from our MSP onboarding checklist.

Document collection with an audit trail your compliance team accepts

Each requested document has a status history, each signature a hash and a timestamp, each change an audit log entry. More on B2B fintech customer onboarding.

For the VP of Customer Success and the CFO

Revenue starts at go-live, so every week you cut brings cash forward

You do not need our numbers. Put in yours. The calculator only multiplies what you type, nothing is borrowed from a benchmark.

Customer and onboarding lead checking first live results together

Your onboarding today

Revenue brought forward = customers per month x monthly revenue x days saved / 30. Active onboardings at once = customers per month x target days / 30.

Each month's new customers start paying earlier by

$24,000

That is $288,000 of revenue a year arriving 30 days sooner.

Chasing hours back per month

72

Active onboardings at once

18

The plan that fits that volume is Growth.

Generate my onboarding plan

A worked example, step by step

Take a SaaS company that closes 12 new customers a month at an average of $2,000 in monthly revenue each. Go-live takes 75 days today and the team wants 45.

  1. 1Thirty days saved is one month of billing that arrives earlier for each new customer.
  2. 212 customers x $2,000 x 1 month = $24,000 brought forward every month, or $288,000 over a year of new deals.
  3. 3At 45 days, about 18 onboardings run at the same time, which fits the Growth plan at $2,388 per year.
  4. 4The plan pays for itself if it moves a single customer's start date by about five weeks, once a year.

What actually moves the date

  • The kickoff happens in days, because the customer books it in the portal.
  • Customer tasks stop waiting silently, because reminders go out on their own.
  • Blockers surface the day they appear, not at the weekly status call.
How to reduce time to value

Pricing

Public prices, every plan self-serve, yearly saves half

Pay for your team, never for your customers. Every plan includes the portal, forms, documents, signatures, kickoff scheduling, reminders, health and handoff. Limits grow with the plan.

Startup

For a small SaaS team or agency running its first onboarding playbook.

$49/mo

billed $588 yearly

$99/mo

billed monthly

  • 10 active onboardings
  • 20 AI onboarding plans per month
  • 200 AI actions per month
  • 3 team seats
  • 1 CRM integration (HubSpot or Pipedrive)
  • 20 e-signatures per month
  • 10 GB storage, logo and brand color

Growth

Most chosen

For a growing implementation team with a steady flow of new customers.

$199/mo

billed $2,388 yearly

$399/mo

billed monthly

  • 50 active onboardings
  • 100 AI onboarding plans per month
  • 1,000 AI actions per month
  • 10 team seats
  • HubSpot, Salesforce and Pipedrive
  • 150 e-signatures per month
  • 100 GB storage, custom email sender name

Scale

For multi-product companies onboarding customers at high volume.

$499/mo

billed $5,988 yearly

$999/mo

billed monthly

  • 200 active onboardings
  • 400 AI onboarding plans per month
  • 4,000 AI actions per month
  • 30 team seats
  • All CRMs with field mapping
  • 600 e-signatures per month
  • 500 GB storage, custom portal domain

Enterprise

For large organizations that need SSO, priority support and invoice billing.

$1,499/mo

billed $17,988 yearly

$2,999/mo

billed monthly

  • 1,000 active onboardings
  • 1,500 AI onboarding plans per month
  • 15,000 AI actions per month
  • 100 team seats
  • All CRMs with custom objects
  • 2,500 e-signatures per month
  • 2 TB storage, white label
  • SAML SSO, priority support, security review pack

Customer users in the portal are always free. Cancel anytime. Upgrades charge only the prorated difference, right away.

Compare limits side by side on the customer onboarding software pricing page.

Questions

Straight answers before you paste your first SOW

Something missing? Write to [email protected] and a person answers.

Templates and guides

What is customer onboarding software?
Customer onboarding software runs the work between a signed contract and a customer who is live and getting value. It holds the onboarding plan, splits tasks between your team and the customer, collects forms, documents and signatures, schedules the kickoff, sends reminders and shows who is on track. OnboardingCustomers adds AI that builds the plan from the SOW or the closed-won deal, so the project starts without anyone setting it up.
We already run onboarding in spreadsheets and our CRM. Why switch?
You keep the CRM. OnboardingCustomers reads the closed-won deal from HubSpot, Salesforce or Pipedrive and replaces the spreadsheet, the email chasing and the side tools. There is nothing to migrate: new deals start in the new plan, and you can paste the SOW of any customer already in flight to move them over in a minute.
Does the AI plan make things up?
It works only from the text you give it and your own templates. If the SOW mentions Salesforce, SSO and a data migration, those phases and tasks appear; if it does not, they do not. Every phase, task and date is editable, and nothing reaches the customer portal until you open it.
Do our customers have to create accounts?
No. Each customer contact gets a secure magic link to their portal. No password, no app to install. Each link belongs to one contact, so you always know who did what.
Do we pay for customer users?
No. Portal users are free and unlimited on every plan. You pay for your own team seats only: 3 on Startup, 10 on Growth, 30 on Scale and 100 on Enterprise.
How long does setup take?
Most teams are running the same day. Connect your CRM, generate a template from a past SOW or import your current checklist, set your brand color and logo, and the next closed-won deal starts on its own.
Is our data and our customers' documents safe?
Documents are stored encrypted and checked for type and malware on upload. Every e-signature keeps an audit trail with signer, IP address, time and document hash. CRM tokens are encrypted, roles limit who sees what, and every change goes to an audit log. Enterprise adds SSO with SAML, a DPA, a security review pack and priority support with a named contact.
Can we cancel or switch plans?
Yes, from the billing page, anytime. Upgrades take effect immediately and charge only the prorated difference right away. Yearly billing is 50 percent cheaper than monthly.
Does this replace our PSA?
No. A PSA handles resourcing, time and budgets across all projects. OnboardingCustomers runs the onboarding itself, from closed-won to go-live and the handoff to Customer Success, including the customer side. Many teams use both.
What happens when we reach the limit of active onboardings?
You always see the counter in the app. At 80 percent of any limit you get a notice, and you can upgrade in a click. Active onboardings count projects between creation and go-live, so finished customers free up room automatically. AI plan generations count per billing period.

Paste your next SOW and see the onboarding plan before your coffee cools

Phases, two-sided tasks, dates and a customer portal, built from your own document. No call, no card to see it. When it fits, pick a plan and connect your CRM the same day.

Generate my onboarding plan

Questions? Write to [email protected].

Client operations lead and onboarding manager reviewing a new statement of work at a crowded table
Generate my onboarding plan