Client database
- What onboarding one client costs
- $120.75
- Onboarding hours per new client
- $3.45
- What a month of onboarding costs
- $724.50
Every figure here comes from the inputs you enter and the method stated beside it: your client count, your tasks, your rates. The site publishes no KYC rule and no legal rule; the only external figures on it are competitor prices, named and dated where they appear.
A client database is where a practice keeps everyone it serves: who they are, how to reach them, what work is open, what documents are held and what has happened so far. This page is the practice side of it. The free onboarding checklist below works its figures on the page and prints as it stands. Retainvo Pro turns the same idea into the book itself: every client one record with documents, status and history, the onboarding checklist run against the record, and a branded portal the client sees their own things through.
Open the New client onboarding checklist Free to use. No account, no card, no trial clock.
Put every client on one record
Each client gets a record the day they sign: the legal name, the contacts, the engagement, the documents held. Everything the practice later needs to know lives against that record, so the answer to any client question starts with one search instead of three systems.
Run the onboarding against the record
The new client checklist opens on the record and gets ticked off task by task: the engagement filed, the accesses granted, the welcome sent, whatever your practice's list says. Half-done onboardings are visible instead of remembered, and the free worksheet on this site prices what the ad-hoc version costs.
Serve them through the portal
The client sees their own record's public face: documents shared with them, the status of their work, a place to upload what you asked for. It carries your name and logo, so the practice looks the size it wants to look, and the email thread stops being the filing system.
Client database: common questions
Is this client database free to use?
The onboarding templates and worksheets are free forever, no account. The book itself, records, documents, portal, export, is Retainvo Pro at one monthly price for the whole practice.
What should a client database hold per client?
Identity and contacts, the engagement and its status, the documents held and shared, the history of what has been done, and whatever your trade must retain. What a regulated practice must verify or keep is your regulator's and adviser's question, and the record is where the answer gets filed.
How is this different from a CRM?
A CRM optimises pursuit: leads, deals, pipeline. A client database optimises keeping: the people who already pay you, their records, their onboarding and their portal. Practices that buy a CRM to keep clients end up using a tenth of it; this is the tenth, done properly.
Retainvo Pro
Keeping what you make
The checklist is free. Pro is what happens after the client signs: they land in the book as a record, the onboarding runs against it task by task, and they get a portal door with your name on it instead of an email thread.
- The onboarding summary as a clean PDF
- No Retainvo mark on your paperwork
- Save a half-done checklist and finish it later
- Your practice name and logo on the portal and the paperwork
- Every client and record, exported in one go
- Send the portal invite from the record
- Take the setup fee or retainer by card
- Client fees flow to your bookkeeping
$29per month, whole team
Start Retainvo Pro PricingRetainvo Pro is $29 per month, billed monthly, and renews each month at that price until you cancel. The price and renewal terms are shown again before checkout.
Will it do what you need for Client database?
Tell us how you keep your clients today and what you want off the spreadsheet.
Cite or embed this figure
HoneyBook, the client-suite incumbent this category is priced against, lists its Starter plan at $29 per month billed monthly (honeybook.com/pricing, read 4 September 2026).
New client onboarding checklist (What onboarding one client costs): $120.75, Retainvo, worked example.
Cite as: "Client database, Retainvo", updated 2026-09-04, https://retainvo.com/client-database/.