Choosing the right client portal can transform how you manage projects and communicate with clients. With so many features available, it can be hard to know what’s truly necessary.
Do you need a service catalog? Built-in billing and invoicing? Or perhaps seamless file sharing and real-time communication?
In this guide, we’ll walk you through 11 must-have features of a client portal, including tools offered by Agency Handy. Whether you’re looking to streamline workflows, enhance communication, or improve client satisfaction, these features will help you get the most out of your client portal.
Let’s dive in!
What is a Client Portal?
A client portal is a secure online platform where you can easily interact with your clients. It gives you a space to share important documents, messages, and updates, all in one place. With a client portal, you no longer rely on email threads or scattered files.
This tool helps you keep everything organized, so you and your clients can focus on what matters most—getting work done. It also offers transparency by letting your clients see the progress of their projects in real time. When everyone is on the same page, the work becomes smoother.
You don’t have to worry about security either. Client portals are designed to protect your information, ensuring privacy and trust between you and your clients. Using a client portal simplifies communication, making your interactions more efficient and professional.
11 Must-Have Client Portal Features You Have to Know
A client portal is only as good as the features it offers. To truly improve communication and efficiency, the right tools need to be in place.
Here are 11 must-have features that will help you get the most out of your client portal and deliver a seamless experience for both you and your clients.
Shareable Service Catalog
A service catalog allows you to display all the services you offer in one place, making it easy for clients to explore and understand what you provide.
By including service names, detailed descriptions, pricing, and quantity options, you give potential clients a clear overview of your capabilities. A service catalog can even be shared on your social media platform using the link.
Agency Handy takes this a step further with added features like embedding the catalog on your website, hiding service prices if needed, and allowing clients to leave reviews, making it even more versatile and client-friendly.
Intake Forms
With intake forms, you can create a customized way to gather important information immediately.
These forms help you get exactly what you need from clients by allowing you to control the data you collect, ensuring you receive the most relevant details for each project.
You can include fields such as the company name, phone number, and address to quickly capture basic client information accurately.
Order Forms
Order forms are designed with a straightforward layout, ensuring that clients can place orders quickly and easily. You can include essential fields to capture the necessary details, so you can get started on tasks immediately without any confusion.
With Agency Handy’s order forms, you can select add-ons directly within the order form. This feature allows you to offer additional services or upgrades.
These order forms also incorporate terms and conditions within the form. You can also add e-signature functionality, making it easy for clients to agree to the terms and finalize the order, all in one step.
Task Management Tools
Task management tools keep your projects organized and ensure deadlines are met.
With this feature, you can assign tasks, set priorities, and monitor progress, all from one place. It gives you a clear overview of what needs to be done, making it easier to manage workloads and keep projects on time.
In Agency Handy, you can set up automatic actions, so when you place an order, tasks are created instantly. This reduces manual work and helps you focus on more important tasks.
You also can maintain a clear vision of each project’s details, including time, status, and overall progress. Then, delegate specific tasks to your team members, give them clear deadlines, and check in daily. Using the Kanban Boards, see the status of each task, showing you exactly where things stand.
Read More: 10 Best Project Management Software with Client Portal
File Sharing and Library
A built-in file-sharing and library feature is essential for keeping your projects organized and efficient. It allows both you and your clients to securely upload, access, and store important documents like contracts, designs, or feedback, all in one place.
This eliminates the need to dig through endless email threads or external folders, saving you time and ensuring that every important file is always within reach.
In Agency Handy, file organization and sharing are made even easier. You can seamlessly organize files related to each order without the mess that typically comes with managing hundreds of documents.
With each project, dozens of files may be exchanged, and having everything neatly stored in the dedicated “Files” tab ensures you maintain a clean and efficient workspace. This organized system ensures that nothing is lost or misplaced, keeping your workflow smooth.
Built-in Client Feedback
Whether they need to request revisions, leave comments, or give final approval, a built-in client feedback tool keeps all communication organized in one place.
By keeping feedback centralized, you can quickly address client needs, make adjustments, and stay on track with deadlines. It also helps you meet client expectations more effectively by providing a clear line of communication for their input, reducing confusion and miscommunication.
In Agency Handy, once an order enters “Review Mode,” clients can actively participate by reviewing specific tasks, leaving detailed comments, and approving completed work—all within the platform.
Internal Communication
Built-in communication tools, like messaging and email, provide a direct line of contact, ensuring that clients can easily ask questions, provide feedback, or request updates in real time. This not only enhances collaboration but also ensures transparency and quick response times.
Agency Handy takes client communication a step further by offering a versatile, multi-channel approach. You can communicate with clients directly through the platform via built-in messaging or email, keeping conversations flowing smoothly.
Additionally, Agency Handy enables clients or team members to log issues by creating support tickets during the project or after delivery. These tickets can be assigned to team members, with priorities set to address any concerns efficiently.
Billing and Invoicing
A client portal with built-in billing and invoicing keeps financial processes simple. Clients can view their invoices, make payments, and track their transaction history in one place. This feature ensures transparency and helps you get paid faster without the hassle of follow-up emails.
In Agency Handy, after completing your work, generate automated invoices or customize them to fit your client’s needs. You can create professional invoices that reflect your work and terms.
Once all deliverables are completed and client approvals are in, send invoices directly through the client portal. Make payments using PayPal, Stripe, Wise, or manual banking, giving clients multiple convenient options to settle their bills.
Choose how you get paid—either upfront, in splits, or after project completion. Link your service catalog to your website for upfront payments, or attach multiple invoices to one order, allowing clients to pay in installments.
Quotation and Proposal
The quotation and proposal feature in a client portal allows you to create custom proposals tailored to your client’s specific needs. This tool helps you present detailed pricing and service options, giving clients a clear understanding of the value you offer.
By creating personalized quotations, you ensure that each proposal aligns with your client’s requirements, making it easier to secure deals and move forward with projects.
In Agency Handy, this feature takes client interaction to the next level. You can create custom quotations directly within the platform, tailoring proposals for specific client needs.
Once your quotation is ready, you can send it to the client through the platform, allowing them to review and approve it in real-time. This not only helps secure deals faster but also simplifies the entire management process.
From sending out proposals to locking in agreements, Agency Handy makes it easy to handle quotations and client negotiations smoothly and efficiently.
White-Label Features
A white-label client portal allows you to customize the platform with your branding. You can use your logo, colors, and style to create a professional experience that aligns with your business identity. This feature not only strengthens your brand but also makes the portal feel like a natural extension of your services.
Agency Handy takes white labeling a step further by giving you complete control over how your agency is presented. From custom logos and color schemes to a personalized sign-in portal and custom domains, every aspect of the portal is designed to reflect your unique brand identity.
Additionally, you can customize client emails, ensuring that all communications—from client sign-ups to invoices—are branded and aligned with your agency’s style.
Agency Handy also allows you to tailor client interaction templates, including proposals, task reviews, tickets, orders, and comments.
Each template can be customized to maintain consistency across all client touchpoints, enhancing your agency’s professional image. Plus, you have the option to remove the ‘Powered by’ logo on all plans so your clients see only your brand, making the portal truly yours.
Dashboard
A dashboard gives both you and your clients a clear, visual overview of everything happening in the portal. From project updates to task statuses and billing, everything is visible at a glance. This feature ensures that you stay on top of your work while your clients feel informed and in control.
Agency Handy offers a central hub to track crucial metrics. With a bird’s eye view of your entire operation, you can stay in touch with the latest client feedback, tickets created, and revenue generated, all from one convenient screen.
The dashboard also provides a summary of recent orders, client feedback, and tickets, allowing you to identify potential bottlenecks and address issues instantly.
This central view ensures you’re always aware of what’s happening in your projects, making it easier to stay organized and solve problems quickly, keeping your operations running smoothly.
Why Do You Need A Client Portal?
You need a client portal because it makes your work easier and more organized. Here are the reasons why you need a client portal:
Keeps Everything Organized
Manage files, messages, and updates in one secure location, avoiding the hassle of emails and scattered documents. This makes it easy to find exactly what you need when you need it.
Improves Communication
Clients can access project updates and important information anytime, fostering transparency and reducing the need for constant follow-ups. This helps ensure everyone stays on the same page, all the time.
Builds Trust
With real-time access to their projects, clients feel informed and involved, strengthening trust in your services. It creates a sense of collaboration and shared ownership.
Enhances Security
A client portal ensures that sensitive data is protected, giving you and your clients peace of mind. You can confidently share confidential information knowing it’s secure.
Saves Time and Reduces Stress
Streamline your workflow, stay on top of tasks, and focus on delivering results—making work easier and more efficient for you and your clients. Less time wasted means more time to focus on what matters most.
Wrapping up
What’s essential for your business in a client portal may differ from what another agency finds necessary. Some may prioritize an advanced ticketing system, while others might emphasize the need for features like e-signatures or seamless client communication.
The features we’ve outlined above are not a one-size-fits-all solution but rather a guide based on our experience testing various client portal platforms and working with different workflows. The key is to find the right set of tools that align with your agency’s specific needs.
FAQs
What type of businesses benefit most from using a client portal?
Businesses that manage ongoing client relationships or projects, such as agencies, consulting firms, legal services, and freelancers, benefit the most from using a client portal. It helps streamline communication, project management, and document sharing, improving overall efficiency and client satisfaction.
What should I look for when comparing different client portal options?
When comparing client portal options, look for essential features like secure file sharing, task management, communication tools, billing and invoicing, and customization options. Additionally, ensure the portal integrates with your existing tools and aligns with your specific business workflow.
What is the best client portal for full agency management?
For full agency management, Agency Handy stands out as an excellent client portal. It offers features like task management, file sharing, billing and invoicing, and customizable service catalogs, all in one platform. Its seamless integration and white-label options make it ideal for managing all aspects of an agency’s operations.
