Custom Client Portal Software That Replaces Excel
We build custom client portals with workflow automation. Replace Excel + 7 tools with one platform built for your business.
What You Get
Stop Asking "Where Are We With This Customer?"
Excel for tracking. Email folders for documents. Nobody knows the real status. We build dashboards that track multi-stage workflows automatically. Everyone sees the same real-time status. One ops manager: "We spent 6 hours weekly answering status emails. Now clients check their dashboard. Zero emails."
Replace 8 Systems With One Login
Excel. Dropbox. Stripe. Email. Slack. Google Calendar. Six logins before 9 AM. We connect everything into one platform. Your team sees their tasks. Clients see their status. Admins control everything.
Automate Workflows You're Doing Manually
Document uploaded? Auto-notification sent. Payment received? Status advances. Deadline approaching? Slack reminder. We built a platform handling 50+ enrollments through 10-stage workflows with zero manual updates. Define your process once. System runs it forever.
Role-Based Views (Everyone Sees What They Need)
Clients see their status and upload documents. Staff manage workflows and verify info. Admins see everything. Same dashboard, different permissions. No more giving clients access to your internal Airtable where they see everyone's data.
How It Works
Map Your Workflow
Week 1: 60-minute call. We map your current process—what stages, what triggers, who does what. Identify pain points where things get stuck. Sketch the dashboard views each role needs.
Build the System
Week 2-4: We build your workflow engine, connect data sources, set up notifications. You see staging updates every few days with real data. We iterate based on your feedback.
Design Role-Based Views
Week 4-5: Design what each role sees—client view, staff view, admin view. Make critical actions one click. Everything else two clicks. Mobile-responsive by default.
Test & Launch
Week 5-6: Test edge cases. Train your team (15-20 minutes). Set up automated alerts. Launch. Everyone gets their login. Throw away those Excel sheets.
Key Features
Multi-Stage Workflow Management
Define your process stages (lead → qualified → onboarding → active). System tracks where everyone is. Auto-advance when conditions are met. Visual pipeline shows bottlenecks.
Document Upload & Verification
Clients upload documents directly to their dashboard. Track status (pending, approved, rejected). Set expiry dates. Auto-reminders for missing docs. File size validation and format restrictions built-in.
Payment Tracking & Processing
Stripe integration for one-time and recurring payments. Track payment schedules, installment plans, refunds. Auto-update status when payment clears. Payment history visible to clients.
Automated Notifications
Email, Slack, or SMS alerts. Trigger on status changes, document uploads, payment received, deadlines approaching. Customizable per role. Set it once, runs forever.
Role-Based Access Control
Clients see their info only. Staff manage workflows. Admins see everything. Granular permissions. Different dashboards for different roles. Proper data isolation.
Real-Time Progress Tracking
Visual progress bars for multi-step processes. Clients see "Step 3 of 7 complete." Status updates every 2 seconds. Everyone knows exactly where things stand.
Mobile-Responsive Design
Works on phones, tablets, desktops. Clients check status on mobile. Staff manage workflows from anywhere. Critical actions visible without scrolling.
Support Ticket System (Optional)
Built-in ticketing for client questions. Priority levels, categories, assignment. Link tickets to specific workflows. Track resolution time.
Custom Reports & Exports
Export to PDF or Excel. Automated weekly reports via email. Share read-only links. Custom date ranges. Filter by status, date, or user.
- Custom operations dashboard (not a template)
- Workflow automation built-in
- Multi-role access (team, admin, clients)
- Real-time updates + notifications
- Works on phone, tablet, desktop
Pricing & Packages
Choose the package that fits your needs. All packages include our quality guarantee.
Starter Operations
Small teams with simple workflows
- Up to 5-stage workflow
- Document upload & tracking
- Basic payment integration (Stripe)
- 2 user roles (staff + client)
- Email notifications
- Mobile responsive
- Standard support
- 4-6 week delivery
Business Operations
Most popular—for complex multi-stage processes
- Everything in Starter, plus:
- Unlimited workflow stages
- Document verification system
- Automated status transitions
- 3+ user roles with permissions
- Slack/Email/SMS notifications
- Support ticket system
- Custom reports & exports
- Priority support (4hr response)
- 6 months post-launch support
Enterprise Platform
High-volume operations with compliance needs
- Everything in Business, plus:
- White-label branding
- Advanced security (SOC 2, HIPAA)
- Dedicated infrastructure
- 99.9% uptime SLA
- Audit logs & compliance reports
- SSO integration
- Dedicated account manager
- 24/7 on-call support
- Custom integrations included
Frequently Asked Questions
Got questions? We've got answers. If you don't see your question here, feel free to contact us.
Depends on workflow complexity and features:
- Starter ($12K): Simple 5-stage workflow, basic document upload, 2 user roles
- Business ($25K): Complex multi-stage workflows, document verification, multiple roles, notifications
- Enterprise (Custom): White-label, compliance (HIPAA/SOC 2), dedicated infrastructure
30-minute discovery call to understand your needs and provide exact quote.
Any multi-stage process:
- Onboarding: Lead → qualified → docs pending → payment → active
- Hiring: Applied → screened → interview → offer → onboarded
- Project delivery: Quote → contract → in progress → review → complete
- Training/certification: Enrolled → documents → payment → classes → certified
You define the stages. We build the automation.
Yes. That's the point.
Clients log in to see their status, upload documents, make payments, and submit support tickets. They see only their data. No more "where's my application?" emails.
Your team manages everything from admin view. Different roles, different permissions.
Built-in document management:
- Clients upload directly (with file type and size validation)
- Track status: pending, approved, rejected, expired
- Set expiry dates for certifications/licenses
- Auto-reminders for missing or expiring documents
- Audit trails for compliance (who approved what and when)
Automated alerts via Email, Slack, or SMS:
- Status changes (client + staff notified)
- Document uploaded (staff gets alert to review)
- Payment received (auto-advance workflow)
- Deadlines approaching (customizable timing)
- Support ticket submitted
Set rules once. System monitors 24/7.
Yes. Fully responsive.
Clients check status on mobile. Staff verify documents from anywhere. Admins manage operations from phones or tablets. Critical actions visible without scrolling.
Yes. Workflows evolve.
Business and Enterprise packages include ongoing support for modifications. Add new stages, change automation rules, adjust notifications. Most changes take 1-3 days.
Enterprise-grade security:
- TLS/SSL encryption for all data
- Role-based access control
- Audit logs (who accessed what and when)
- Authentication required (no public access)
Enterprise: HIPAA/SOC 2 compliance, SSO, IP whitelisting available.
Yes. Common integrations:
- Payments: Stripe, PayPal, Square
- Communication: Email (SendGrid, Mailgun), Slack, SMS (Twilio)
- Calendars: Google Calendar, Outlook
- Storage: AWS S3, Dropbox, Google Drive
- Custom APIs: If you have an API, we can connect it
Still have questions? Get in touch
What Our Clients Say
"We were managing 50+ students across Excel, Dropbox, and email. Now everything is in one dashboard. Students check their own status instead of emailing us. We saved 15 hours weekly."
"Our clients had access to our Airtable where they could see everyone's data. Not ideal. Now each client sees only their info through a custom dashboard with proper permissions."
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Stop Managing Operations Across 8 Different Systems
Excel for tracking. Email for documents. Stripe for payments. Your team wastes hours copying data and answering status questions. We build operations dashboards that automate workflows, notify the right people, and give everyone exactly what they need to see. One platform. Multiple views. Zero manual coordination.