When people search for the best client intake software, what they really want is a simpler way to onboard clients without creating a bunch of admin work. In other words, they want client intake to be a set-it-and-forget-it kind of thing.
According to a report, 85% of accounting practices say that automated onboarding leads to a better client experience, with similar trends showing up across legal, finance, real estate, and other client-focused industries. In this guide, we’ll explain how to find the right client intake software and show you some of the finest options worth testing.
Key criteria for choosing the right client intake software
Choosing the most suitable client intake software for your business comes down to understanding which features can make your onboarding process faster. In a nutshell, this tool should feel intuitive and fit neatly into the way your firm already operates. That’s why we suggest searching for software that offers:
- Third-party integrations that suit your toolkit
- Strong security and compliance is a must
- Affordable and flexible pricing plans
- Automated reminders that nudge clients so you don’t have to
- Customizable forms and a ready-made template library
- Simple client experience with no confusing steps
- Branding options to create a client portal that feels familiar
When you line up platforms against these criteria, one option stands out for its ease of use and real-world results. We’ll recommend this software as the top choice, but we’ll also explore a few other tools that may work for smaller or more niche needs.
Content Snare: Best client intake software overall
Content Snare is the most reliable option for teams that want a simple way to collect documents and information from clients. According to a recent survey, businesses using Content Snare spend 71% less time gathering information, while over 80% of them say their clients get more things right the first time. This client intake software has been around for years and has plenty of 5-star reviews across platforms like G2, Xero App Store, and Capterra.
Here are the client intake features that make Content Snare work so well in practice:
- A library of editable onboarding templates that cover common processes across many industries
- Automated reminders that follow up with clients on your schedule
- Item-by-item instructions that can be written, visual, or even recorded, so your clients can provide accurate information the first time
- ISO-certified platform with strong encryption and proper access controls
- Comments on each question or field allow clients to ask for clarification right where the confusion happens
- Progress tracking so both you and your clients can see how much work is left to do
- A branded client portal that feels much more professional than shared folders or scattered forms
Put together, these features make client intake feel much more organized for both your team and your clients. This is how Liston Newton Advisory describes the benefits of using Content Snare:
“Content Snare has increased our efficiency by 50%, but we’re still continuously improving it. Data accuracy and completeness improved massively, I would say 70%.”
If you want to see how this works in your own workflow, try Content Snare free for 14 days and get a feel for it firsthand.
Other client intake tools worth exploring
Content Snare isn’t the only client intake software out there. Depending on your setup, other tools might get the job done better, so we’d like to discuss a few alternatives below.
SuiteDash: Best for building a white-labeled multi-tool platform
SuiteDash is designed as an all-in-one platform where you can manage clients, projects, communication, and basic intake needs under one roof. That flexibility is a big plus if you want a single system that covers a wide range of tasks. It offers the following client intake features:
- Step-by-step setup tools
- No-code automations
- Decision-based filtering
- Branding customization
- Custom dashboards
At the same time, its biggest strength can also be a drawback. Because SuiteDash packs in so many different functions, its client intake capabilities may feel more general-purpose compared to tools built specifically for structured document collection and onboarding. It works best for teams that want a customizable portal and don’t mind exploring a broader feature set to find the pieces they need.
SmartVault: Best for document storage with intake basics
SmartVault is mainly known as a secure document storage and sharing platform, and its simple upload portals give it a role in client intake as well. It’s widely used in accounting and financial services, where firms need a dependable place to store client files and maintain clear audit trails. The platform offers:
- Strong security with SOC 2 standards
- Integrated e-signature options
- Organized folder structures
- Workflow automation
That said, SmartVault’s focus on storage means its intake features aren’t as customizable or guided as tools built specifically for onboarding. Some users report limited flexibility when tailoring requests, along with a higher price point compared to other options in this category. That’s why we recommend SmartVault as the best option for teams prioritizing secure file storage and only need light intake functionality on top.
Assembly: Best for making a no-code client portal
Assembly is a good fit for teams that want to spin up a simple client portal without touching any code. The platform helps you build pages and collect information in a branded space that clients can access anytime. Its drag-and-drop tools make it easy to design forms, which means you get to create a straightforward intake flow without needing a developer. Other features worth mentioning include:
- File-sharing and intake forms
- Client portal and CRM
- Full white-labeling
- Proposals and contracts
The trade-off is that Assembly focuses on general portal building rather than structured client intake, so you won’t find deeper features like advanced reminders, detailed request tracking, or industry-specific templates. It still works well for most businesses, it’s just that teams with more complex onboarding needs may find they outgrow it fairly quickly.
Wrapping up your search for the right client intake software
The bottom line is that you should look for client intake software that cuts down on admin work and helps your clients send what you need without extra effort. We showed you a few options, but now it’s your turn to spend some time testing different platforms and learning what fits your workflow. After that, you should be able to quickly pick the client intake tool that feels easiest to work with day to day.
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FAQ
What does client intake software actually do?
Client intake software enables you to gather documents, files, data, and answers from clients in an organized way. It’s a tool that collects everything through a structured system, keeping the process clear for both sides.
How is Content Snare different from regular form builders?
Content Snare is more advanced than regular form builders because it guides clients through requests step by step, with instructions and progress tracking built in. It’s designed for full onboarding workflows, which makes it easier for clients to submit everything correctly.
Is client intake software only useful for large firms?
Not at all. Small teams often see the biggest improvements because they get back hours previously spent following up with clients.
Can content snare work with the tools my team already uses?
Yes. Content Snare connects with many popular platforms like Xero or FYI, but it also features integrations with Zapier and Make. That way, you can move collected information into your existing systems without redundant manual steps.
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