Client portals

Let clients help themselves.

A secure login where your customers see their invoices, documents, bookings and progress, pay online and message your team. Fewer “just checking in” emails, and a business that looks the part.

Get a quote for this See it runningA first version: 4–9 weeks
Sound familiar?

Half your inbox is clients asking for status.

Where’s my invoice? Can you resend the contract? What time is my slot? Every one of those is a small interruption, and together they fill the office’s day.

  • Clients email for documents you have already sent them.
  • Payments wait because the invoice is buried in an inbox.
  • Job progress lives in the office and the client has to ask for it.
  • Generic portals don’t match your brand or your process.
What gets built

The parts, shaped to you.

Pick the ones you need. Each is built around how your team already works, then joined up on one set of data.

Secure sign-in

Email codes or Google sign-in, with each client seeing only their own records.

Invoices and payments

Statements, invoices and receipts, with card payments, deposits and payment links.

Documents

Contracts, quotes, certificates and photos to download, and uploads from the client’s phone.

Bookings

Book, reschedule or cancel within the rules you set, with reminders.

Job and order tracking

Clear stages so clients can see where their job or order is without calling.

Messages

Threads that land in your team’s inbox against the right record, not in someone’s personal WhatsApp.

Several portals, one system

Different logins for different people: customers, students, tutors, partners or suppliers, each with their own view.

Your brand

Your logo, colours and domain, so it feels like part of your business, not a third-party tool.

Connects to
  • Your CRM or ERP
  • Stripe
  • Google sign-in
  • Google Drive
  • Gmail
  • WhatsApp
  • Google Calendar
How integrations work
A good fit if
  • Clients regularly ask for documents, invoices or status updates.
  • You run repeat or ongoing work: storage, tuition, retainers, projects.
  • You want payments to happen faster without chasing.
Not the right call if
  • Your clients buy once and never come back. A good confirmation email is enough.
How it runs

From first call to daily use.

The same five steps on every project, sized to yours.

  1. 01A short call or the quote builder

    Tell me how the business runs today: the tools, the workarounds, the bit that drives you mad. The quote builder takes about five minutes and gives me a scoped brief.

  2. 02A fixed quote, in phases

    I reply with a fixed price and a phase plan. The must-haves go first, so you are using the system while the rest is still being built.

  3. 03Previews as it’s built

    You see the real system on a private link while it is being built, with your own data in it as early as possible. Changes are cheap at this stage, so this is where we make them.

  4. 04Your data moved across

    Spreadsheets, an old system, email threads: the data comes with you, checked against the source so nothing is lost on the way.

  5. 05Launch, then care

    Your team gets a walkthrough, and I stay on for fixes and new features, either on a monthly support plan or pay as you go.

FAQ

Questions, answered.

Can a portal be added to the system we already have?

Often, yes. If your current system has an API or a database I can reach, the portal can sit on top of it. If not, the portal comes with a light back office of its own.

How secure is it?

Each client only sees their own records, enforced on the server, not just hidden in the page. Sign-in uses one-time codes or Google, and access is logged. Security rules are tested before launch: MusicPlayground’s access lockdown shipped with 35 rule tests.

Can clients pay through the portal?

Yes. Card payments, deposits, instalments and subscriptions through Stripe, with receipts and automatic reminders.

Can there be different portals for different people?

Yes. MCMA has separate student and tutor portals on one system; Storex has a customer portal next to the staff admin and the crew app.

Will it work on phones?

Yes. Portals are built mobile first, and can be installed to the home screen like an app.

Often built together

Related systems.

Custom CRM

Enquiries, clients, pipeline and follow-ups in one place, shaped to how you sell.

Booking systems

Online booking with your rules: deposits, reminders, waitlists and calendar sync.

Quoting & invoicing

Quotes from your rate card, invoices with VAT, deposits and automatic chasing.

Custom ERP

Quotes, stock, staff, jobs and invoicing on one shared set of data.

How pricing works · Digitalise Your SME grants · All case studies

Start here

Get a fixed quote.

The quote builder opens with the parts on this page already switched on. Add or remove what you like, and I reply with a fixed quote.

Start the quote builder Or talk to me first
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