Motion.io Reviews: The Good and The Bad [+ Alternative] in 2025

Motion.io is a client portal made for agencies and service teams. It helps you manage everything in one place — from onboarding clients and assigning tasks to sharing files and getting approvals. This keeps your work organized and your projects moving faster.

In this review, we’ll go over Motion.io’s features, pricing, and how to get started. We’ll also look at real user feedback to help you decide if it’s the right fit for your workflow.

Motion.io Review: The Key Features

Motion.io is full of bells and whistles, but are they worth your time? Let’s check them out. 

Client Portals

Motion.io provides a client portal that is simple, branded, and easy for clients to use. It acts as a hub where they can view tasks, upload files, fill out forms, and stay updated.

This feature consistently stands out in user feedback. One Capterra reviewer even called it a “game changing portal,” adding, “It’s been pretty smooth from day one… it works exactly as intended.”

• Clients can access their portals via secure links, eliminating the need for login credentials.
• Portals can be branded with your company’s logo and colors to maintain consistency.
• Clients can view tasks, upload files, and communicate directly through the portal.
• The portal layout is clear and easy to navigate.
• Visibility settings let you choose which pages (Files, Messages, Helpdesk) clients can access.

Client Tasks

Many Motion.io testimonials mention how this feature helps reduce delays in project timelines. 

One user on Capterra shared, “I love that I am able to set to-do tasks for clients and they automatically get a message that they have a task to complete.”

Assigning tasks to clients becomes faster and more organized with Motion.io. It can:

• Create tasks for file uploads, approvals, or form completions.
• Add due dates and let the system send reminders automatically.
• Clients can complete tasks without logging in.
• Tasks may include documents, forms, or media files.
• You can view task status in real time.

Internal Tasks

Internal task management is designed to keep your team’s work separate from what the client sees. Your team can manage tasks, notes, and files privately, without sharing everything with the client. 

• Assign internal tasks with clear priorities and due dates.
• Only team members can view and complete these tasks.
• Collaborate using private notes or attachments.
• Monitor all active tasks in one place.

Helpdesk

The Helpdesk makes it easy for clients to reach out when they need help.

• Clients can send support requests through the portal.
• Your team manages and responds to tickets on one dashboard.
• Customize help request forms to collect the right details.
• Each request can be tracked by status.
• Keep a record of past tickets for future reference.

Documents & Contracts

Send, sign, and manage important documents without delays or extra steps. This feature helps speed up the approval process and keeps everything organized in one place.

• Upload documents for electronic signing.
• Add fields like name, date, and signature easily.
• Assign documents to specific clients.
• Monitor who has viewed or signed each document.
• Link follow-up tasks once the documents are complete.

Project Tracker

If you’re wondering, Is Motion.io good?—Its tracker feature is one of the reasons many say yes. Track project progress and share updates with your clients.

• Assign tasks to team members or clients directly from the portal so everyone knows their next step.
• Set clear due dates and track progress without switching between tools.
• Tie tasks to specific deliverables or approval steps to avoid miscommunication.
• Keep internal and client-side updates visible in one place so nothing gets lost.

Feedback & Approvals

This feature saves time during the revision process. Make it easy for clients to review and approve designs, files, or documents.

• Share items for review and allow direct comments.
• Clients can mark up PDFs or images with notes.
• Track approvals without needing extra emails.
• Use reminders to keep the process moving.
• Keep a record of feedback tied to each file.

Forms

A few Motion.io complaints reported a slight learning curve when figuring out where forms live and how to set them up. 

As one reviewer stated, “Take a minute to set up forms and learn where to upload them.” 

While it’s not a dealbreaker, there are several good points to look for: 

• Drag and drop to build forms for any client need.
• Add fields like dropdowns, text boxes, and dates.
• Attach forms to client tasks.
• Include digital signature fields if needed.
• View submissions directly in your dashboard.

File Sharing

Share and receive files without messy email threads.

• Upload files for easy sharing with clients.
• Clients can send files directly through their portal.
• Set file permissions for added control.
• Track when files are viewed or downloaded.
• Keep all project files organized in one location.

Client Onboarding

Motion.io lets you set up a step-by-step onboarding flow that covers everything from basic info to files and approvals. Among many positive experiences with Motion.io, this feature is often called out. 

In the words of one reviewer, “Been a game changer for us in terms of client onboarding and new and ongoing projects.” 

Here what it does- 

• Send a single link with all required steps laid out in order.
• Collect project details, brand assets, or any custom input with forms.
• Prevent missed steps with clear task sequencing.
• Reuse onboarding templates for similar projects.

White-Labeled Client Portal

Motion.io gives you a fully branded portal that matches your business identity from top to bottom.

• Customize portals with your logo, colors, and branding for a cohesive client experience.
• Remove “powered by” branding to maintain a professional appearance throughout client interactions.
• Utilize custom domains and email sending addresses to reinforce brand identity.
• Provide clients with seamless, login-free access via secure magic links.

Login-Free Access for Clients

In multiple Motion.io software reviews, this feature is praised for reducing friction in client workflows. 

As one user put it, “We especially like how the portal doesn’t require a login, it shows tasks due, and auto-follows up on tasks due with the customer.”

This approach can save time and help teams working with non-technical clients or fast-paced deliverables stay on track.

• Clients can view tasks, upload files, and sign documents instantly.
• Saves time for both sides, especially with non-technical clients.
• No login friction means better engagement.
• Reduces support questions about access or lost passwords.

Electronic Document Signing

Motion.io includes built-in e-signatures so clients can sign documents directly in the portal.

• Send contracts, approvals, or forms directly from the portal.
• Clients can sign in with just a few clicks.
• Receive instant updates once documents are signed.
• All signed files are stored in one place.
• No third-party e-signature apps are required.

Custom Templates and Branding Controls

Motion.io lets you save templates and apply your branding across all client projects.

• Save tasks, forms, and flows as templates for future use.
• Apply custom branding for a consistent client experience.
• Adjust templates based on client type or service.

Unlimited File Sharing and Storage

Upload and store as many files as needed—Motion.io keeps everything tied to the right task or form.

• Clients can upload all types of files inside the portal.
• Files are attached to specific tasks or forms automatically.
• There’s no storage limit or file size cap.

Zapier Integration

Motion.io works with the tools you already rely on. You can connect everything, whether you’re placing apps in your client portal or using Zapier to set up automations.

As one reviewer praised the platform’s flexibility, noting how Zapier can trigger automations based on in-platform actions (Capterra). You can-

• Link Motion.io with thousands of apps through Zapier in just a few clicks.
• Set up automations to trigger tasks, updates, or notifications across platforms.
• Eliminate repetitive manual steps by syncing data between services.

AI Features

With AI-generated forms and task lists, you can set up new client portals faster and with fewer manual steps.

• Auto-generate forms, tasks, and content based on service type.
• Useful for standard workflows and repeat client projects.
• Customize the generated flow to match your process.
• Cuts down setup time for new projects.

How to Sign Up and Use Motion.io

Here’s a complete, step-by-step walkthrough of Motion.io to help you go from signing up to running full client projects and integrations.

Step 1: Register and Personalize Your Account

Go to Motion.io and click on “Try for free.”

• Fill in your name, password, and additional information.
• No credit card is needed to start the 14-day free trial.
• Once you complete the sign-up, it will take you straight to the dashboard.
• Add your company name, upload your logo, and set your brand colors.

Step 2: Create Your First Project

You can set up your first project within minutes, even if it’s just a test.

• Click “Create New Project” from the dashboard.
• Name your project and choose a layout (start blank or use a template).
• Add stages, tasks, or forms that your client will complete.
• Group tasks into clear sections like onboarding, content delivery, or approval.
• You can always edit or reorder it later.

Step 3: Invite Your Client

Clients don’t need to log in—Motion.io makes it simple for them to access everything instantly.

• Go to the “Clients” section inside your project.
• Enter your client’s name and email address.
• Motion.io will send them a secure, personalized link to access their portal.
• No sign-up or password is required on their end.

Step 4: Assign Tasks and Share Files

Once the project is live, it’s time to get the work flowing.

• Assign specific tasks to your client or internal team.
• Add due dates to keep things moving on schedule.
• Upload documents, images, contracts, or reference files to each task.
• Clients can view, complete, or leave notes—all inside their portal.

Step 5: Set Up Automated Reminders

Tired of sending follow-up emails? Let Motion.io handle that for you.

• Tasks assigned to clients will trigger automatic reminders.
• Reminders continue until the task is marked complete.
• You don’t need to chase down updates—Motion.io does it for you.

Step 6: Add e-Signatures and Forms

Need something signed or filled out? Keep it all inside the platform.

• Use built-in e-signature blocks to send contracts or approval forms.
• Create interactive forms to collect project info, preferences, or content.
• Signed files and form submissions are stored in the same project space.

Step 7: Add Payment Links

You can add a simple payment step to any task in Motion.io using a direct link.

• Use a payment link you’ve already set up in the platform.
• Open the task where the payment needs to be included.
• Select the “Add Website” option and paste the link.
• Save the task—clients will see and access the link as part of their task.

Step 8: Connect with Other Tools via Zapier

Keep your systems connected without doing double work.

• Create Zaps that trigger new projects, tasks, or portal invites from tools like Google Sheets, Slack, or your CRM.
• Reduce manual data entry and repetitive tasks.
• Keep everything flowing without switching between tools.

Step 9: Monitor Progress and Communicate

Motion.io gives you one place to manage everything from setup to completion.

• Track which tasks are done, pending, or overdue.
• See what your client sees so you’re always in sync.
• Use built-in comments or status notes for clear communication.
• Everything is time-stamped, stored, and easy to reference later.

Motion.io Pricing

Choosing the right plan depends on how you manage clients and projects. Here’s a quick look at what each plan includes—and which one might fit your business best.

Motion.io Start Plan

A solid entry point for small teams or solo professionals getting started with client projects.

• Monthly Cost: $19/user/month
• Annual Cost: $17/user/month
• Suitable for: Freelancers, solopreneurs, and small client service teams

This plan includes unlimited clients and projects, along with a branded Motion.io client portal. You get access to essential tools like task tracking, client intake forms, deliverable proofing, and digital contracts (up to 10 per month). 

Motion.io Grow Plan (Most Popular)

Best for growing teams looking to automate workflows and expand client operations.

• Monthly Cost: $29/user/month
• Annual Cost: $26/user/month
• Suitable for: Agencies and service-based businesses managing multiple clients

Grow includes everything in the Start Plan, plus automation tools like Zapier integration and recurring tasks. You also get access to Motion.io’s AI form and project builder, a support ticketing system, and 1TB of storage. 

Motion.io Scale Plan

Built for established businesses that need full branding control and advanced features.

• Monthly Cost: $49/user/month
• Annual Cost: $44/user/month
• Suitable for: Larger teams and white-label service providers

Scale includes all features from the Grow Plan and adds full white-label options—custom portal domain, custom email sending domain, and removal of Motion.io branding. 

You also get password-protected portals, auto BCC to your CRM, 50 digital contracts per month, and 10TB of file storage. Premium support via phone, chat, and email is included.

Motion.io Support System

Motion.io has a helpful support setup to guide users through setup and everyday tasks. Based on Motion.io customer experiences, it’s easy to use—even for first-time users. Here’s what you can expect:

• Live Chat Support: Accessible via the chat icon on the Help Center or within your Motion.io account, allowing real-time assistance from support agents.
• Email Support: For detailed inquiries or issues, users can reach out via email, with the support team aiming to respond within 24-48 hours. 
• Self-Service Help Center: An extensive knowledge base featuring articles, tutorials, and FAQs to help users find answers independently.
• Built-in Helpdesk: Clients can submit support requests directly through their portals, enabling your team to manage tickets in a centralized dashboard. ​
• Priority Support for Premium Plans: Users on higher-tier plans receive expedited support, including live chat and email assistance, ensuring prompt resolution of issues.

Motion.io Reviews on Reddit: What Do Redditors Say About It?

Reddit users have been discussing Motion.io in threads about client portals, task tools, and simple project management methods. Some try it out for the first time, while others share how it’s worked for their teams. A few key points keep coming up in those conversations:

Not Everyone Finds It Intuitive at First

Some Reddit users find Motion.io difficult to navigate at first, especially during the trial phase. One user shared that the layout didn’t feel intuitive, and the structure of workspaces, tasks, and schedules was confusing. 

They mentioned struggling to understand features like workspaces, tasks, and scheduling around personal routines. 

For users unfamiliar with terms like “Kanban” or newer to structured project systems, Motion.io may come with a bit of a learning curve.

AI-Powered Scheduling Gets High Marks

On the flip side, long-time users are enthusiastic about Motion.io’s automation capabilities. 

They mentioned switching from tools like Asana, TickTick, and Google Calendar after discovering that Motion.io could automatically organize their day based on urgency and deadlines. 

They appreciated how the tool automatically prioritizes tasks based on deadlines and urgency.

Recommended as a Lightweight Portal Solution

In a discussion around affordable client portals, a user suggested Motion.io as a good option, especially for teams using Elementor. The founder also joined the conversation, mentioning that they had launched a WordPress plugin designed to create simple, styled client portals. 

This makes Motion.io a practical choice for small businesses that want a branded client area without dealing with complicated setups or high enterprise-level costs.

Drawbacks of Motion.io

Motion.io is a strong platform for managing client interactions, but like any tool, it comes with a few limitations. These issues may not be dealbreakers, but they’re worth considering before you dive in.

Some Actions Feel a Bit Tucked Away

While the platform is designed to feel clean and simple, some users mention that certain tools or settings are buried deeper than expected. If you’re in a rush or handling multiple projects at once, this can feel a bit frustrating. 

As one Capterra reviewer, Jessica S., put it:

“Some things take a few too many clicks to find/to get to. I’d like to see some more simplification elements added. But overall, it’s been great.”

So, you might find yourself clicking around more than you’d like just to update a task or check a detail.

Mild Learning Curve at the Start

Getting familiar with Motion.io can take some time, especially for users who aren’t used to structured portals. The layout and task flow may not be immediately clear, and several teams have shared that the interface felt confusing at first. 

As Kylie M. put it, “Some colleagues initially found the interface confusing, so it takes some time to become familiar with.” 

On the plus side, their support team is responsive and can help guide you through the setup if needed.

Limited Customization for Branding

Motion.io offers basic white labeling, but users have noted that branding options are quite limited. As one user shared, “There is no way to adjust the UI to introduce brand colors… or place graphics in static sections.” 

While it works well as a client portal, trying to stretch it into a full project management tool may feel frustrating, especially for teams managing more complex workflows.

Cost Adds Up with More Users

Motion.io offers a 14-day trial with full access to its features, and after that, it’s free for up to 3 users on any plan. But once your team grows beyond that, you’ll need to pay per additional user. 

For small businesses, this can become a challenge. As Megan on Capterra shared, “The cost of Motion.io makes it hard to add all of our team… the price quickly adds up for a small business!”

For smaller teams or businesses on a tighter budget, this pricing structure may feel limiting.

User Experience of Motion.io

We’ve reviewed feedback from several users to understand how Motion.io performs in real scenarios. Most users praise the clean interface and simple setup process, especially for client onboarding. 

Here’s a quick look at what users say –

Makes Agencies Look More Professional

Many users say the client portal and project tools have made managing client work easier and keeping everything on track.

“The client portal and project management are my favorite parts… Using motion.io makes my agency seem so much more professional and put together.” – JD S.

For teams wanting to deliver a polished experience, Motion.io has made a strong impression.

Customer Support Can Miss the Mark

While many rave about the platform itself, not all users are impressed with the support experience. 

“Poor customer service. They don’t seem interested in trying to solve the problem.”–Marienne A.

This could be a potential concern for teams that rely heavily on responsive support, especially during onboarding or troubleshooting.

Clean Design and Reliable Performance

After testing several other platforms, John E. found Motion.io to be the most reliable and client-friendly option: “Motion does what it says it will do with a clean layout.” 

This highlights features like responsive support, easy portal access, digital signatures, and solid in-app chat. While the terminology may differ from other tools, the overall experience remains smooth and consistent for both teams and clients.

Excellent for Client Onboarding Workflows

Motion.io earns high marks from users who rely on it to onboard new clients. 

John R. shared, “Motion.io does everything we ever dreamed of when it comes to customer onboarding software,” highlighting features like login-free portals, task visibility, and automatic follow-ups. 

What stands out even more is how quickly the team responds to feedback—“We saw fixes come out within weeks.” For teams focused on fast, seamless onboarding, Motion.io is hitting the core.

Our Review: What Do We Think About Motion.io?

Motion.io is best suited for small teams that want a simple client portal. It cuts down on how you deal with client inputs, assign tasks, and manage things. However, it does have some shortcomings. 

When you start scaling, you can feel what’s missing.

There is no recurring billing system, branding is limited, and many users have mentioned that onboarding is not always smooth. Sometimes, the additional cost makes it difficult to justify what you are getting. For many reasons, it falls short of expectations. 

In such cases, Agency Handy can truly stand out.

The Best Alternative to Motion.io: Agency Handy

Now that we know Motion.io does not check all of the boxes that an agency can rely on, let’s introduce a better option. Agency Handy could be your choice to manage clients, handle onboarding and keep your projects on track. 

Here’s a quick overview hof ow it compares: 

Agency Handy vs Motion.io

When looking at Agency Handy and Motion.io, it’s clear that both focus on improving client experiences, but they take different routes. 

Motion.io is designed for ease of use. It provides service-based teams with a simple way to onboard clients, assign tasks, and share files.

However, for agencies that desire greater control over every aspect of their service process, from onboarding to billing, Agency Handy stands apart. 

Motion.io is a login-free portal; clients can easily and securely access their portals by clicking on a link sent to their email address. No account or login is required. It shows that the portal is designed for ease of use rather than complexity. 

But if your agency provides recurring services, offers multiple packages, or handles billing and internal collaboration on an extensive level, this platform may fall short. 

For example, multi-package service listings are not supported by Motion.io. Clients cannot browse structured offerings or compare service tiers on the platform, even though you can create tasks and forms.

In contrast to this, Agency Handy provides you with tools for managing internal tickets, invoices, subscriptions, and comprehensive service catalogs in multiple packages.

Agency Handy includes full white-labeling (including domain and email sender customization), whereas Motion.io offers only the basics. It allows you to use your own logo, colors, and domain, offering a clean, white-labeled experience on the surface.

Motion.io includes a client-facing help request form. There is no ticketing system to track status, assign owners, or manage client communication across issues. 

Agency Handy, on the other hand, has a built-in help desk that tracks requests from beginning to end.

If your workflow calls for automated invoices, subscriptions, or multiple payment gateways, Agency Handy is the better choice. Motion.io does not offer recurring billing or native invoicing.

Lastly, when it comes to expanding your team, Agency Handy’s flat pricing structure allows for more flexibility than Motion.io’s per-user model.

Conclusion

Motion.io brings structure to client-facing tasks, helping teams stay organized and responsive. This review was put together to help you understand its approach and decide if it fits the way you manage projects and communication.

Plus, if you feel it doesn’t quite cover everything you need on its own, exploring an alternative solution might be the right next step.

FAQs

Is Motion.io secure for handling client data?

Yes, Motion.io is built with client data security in mind. It uses encrypted links for login-free access, so clients can safely view and complete tasks without account creation. All data is stored securely, and teams can control access to specific content.

What kind of teams is Motion.io best suited for?

Motion.io is best suited for small to mid-sized service-based teams that work directly with clients on projects, onboarding, or approvals. It’s especially useful for agencies, freelancers, and consultants who want clients to complete steps without needing complicated logins or portals.

Does Motion.io have a mobile app?

No, Motion.io does not currently offer a dedicated mobile app. However, its client portals and dashboards are accessible through mobile browsers, and the layout is responsive for on-the-go use.

Can Motion.io integrate with other tools?

Yes, Motion.io integrates with other tools using Zapier. This allows you to connect with CRMs, form builders, task managers, and more, helping automate project setup, client intake, and notifications.

Is there a limit to how many clients can use the portal?

No, Motion.io doesn’t limit the number of clients you can work with. As long as you’re on an active plan, you can create unlimited client portals and share them with as many people as needed.