Client onboarding is one of the most important phases of any project because it sets the tone for the relationship. It is also one of the hardest to manage. Teams often juggle contracts, approvals, resource planning, and client communication at the same time. When the process is not structured, delays and confusion follow.
The same challenges tend to appear again and again. Below are the most common issues and how PSA software helps solve them.
📚 Read more: Client onboarding best practices, checklist, & strategies
Challenge 1: Scattered communication
Conversations often spread across too many channels. Emails, calls, chat threads, and spreadsheets make it easy to lose key details, which frustrates clients and forces them to repeat information.
How PSA helps. PSA software centralizes communication and files in one place. In Birdview PSA, clients can use a client portal where updates, approvals, and documents are organized and easy to find. This keeps the conversation structured and prevents misunderstandings.
Challenge 2: Missed steps and inconsistent processes
If each project manager runs onboarding differently, clients get inconsistent experiences. Some receive clear instructions; others face delays or missing documents. Inconsistency erodes trust.
How PSA helps. Standardized onboarding templates make the process repeatable. PSA platforms ensure every client follows the same professional steps from contract approval to kickoff. Birdview PSA also supports automated approval workflows, which reduce errors and handoff gaps.
📚 Read more: Seamless handoff from sales to implementation
Challenge 3: Delays in approvals and data collection
Waiting for sign-offs or missing information can stall onboarding for weeks. Without a clear system, it is difficult to track what is approved and what is still pending.
How PSA helps. Automated workflows send notifications when action is required and log every request, file, and form. Teams see what is outstanding at a glance, which speeds up approvals and keeps work moving.
📚 Read more: Automating Workflow Processes with PSA – Best practices
Challenge 4: Lack of visibility for clients
Clients want to feel included from the start. When they cannot see progress, doubts grow, and small issues can damage trust before delivery even begins.
How PSA helps. Real-time dashboards give clients visibility into timelines, resources, and budgets. Instead of waiting for email updates, they can log in anytime to see where things stand, which builds confidence that the project is under control.
Challenge 5: Manual and time-consuming tasks
Collecting documents, tracking approvals, and building reports by hand takes valuable time and increases the risk of mistakes.
How PSA helps. Automation reduces repetitive admin work. In Birdview PSA, onboarding tasks such as generating reports, sending reminders, or creating projects from templates happen automatically. Teams spend less time on paperwork and more time on client outcomes.
Client onboarding does not have to be messy. With the right platform, you can fix scattered communication, missed steps, delayed approvals, limited visibility, and manual work. By centralizing data, automating workflows, and giving clients real-time visibility, PSA software helps teams start strong and build trust from day one.
