How to Build a Client Portal

What a client portal is for

A client portal is a secure area where each client signs in to see their own information: documents, the status of their work, invoices and messages. It cuts down on "can you resend that?" emails and gives clients answers without waiting for someone to look them up.

Features to start with

• Secure sign-in. Each client sees only their own records.
• Documents. Upload and download in one place, instead of email attachments.
• Status. Where their order, application or job stands.
• Invoices and payments. View invoices and pay online by card or instant EFT through a provider such as Paystack.

Messaging, e-signatures and reporting can come later, once clients are using the basics.

Security essentials

• Access rules enforced on the server, not just hidden in the screen
• SSL on every page
• Regular backups and monitoring
• Staff roles, so not everyone sees every client
• A clear POPIA position on what personal information is stored and why

Build or buy?

Some industries have good ready-made portals. A custom portal makes sense when it needs to match your process, connect to your existing systems or sit inside your own brand and website.

How a portal project runs

1. Map the questions. List what clients ask most often and what they need to see.
2. Agree the first version. The smallest set of features that removes the most admin.
3. Build and test. With a few real clients before everyone is invited.
4. Launch. Invite clients, show staff how to use it and measure the drop in admin.

See our business systems service.