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Why Use Client Portal Software for Your Small Business? 

The client portal is now a requirement for businesses. 


It takes the headache out of onboarding and managing clients, and effectively allows clients to flick the DIY switch when it suits them.  

If you're looking for the best client portal software to use for your small business, we've got you covered.


We look at:


  • What Is A Client Portal Software?

  • Key Features

  • How to Create a Custom Client Portal for Your Business

  • Best Practices for Client Management within the Portal

  • White Label Client Portal

Let’s get into it. 

Best Client Portal Software For Small Businesses

Simple client portal to run your business and interact with clients.


What is Client Portal Software for Small Businesses?

Whether you're a small team or an independent service professional, a client portal can transform the way you do business and collaborate with your clients.  

Secure client portal software allows clients to:

  • Send requests and information directly on the platform instead of relying on email or different channels

  • Access, fill and sign online forms and documents in a secure environment

  • Securely share sensitive files, documents or information

  • Give quick feedback and collaborate directly on projects

  • Stay updated on project progress without having to ask

  • Access invoices and make payments effortlessly

  • Easily access team and contact info 

  • Check availability and schedule meetings or appointments

  • Get access to quick answers, help and support, 24/7.  


For your business the benefits include:

  • Creating a better customer experience 

  • Centralized client communications (no more hunting through emails)

  • More seamless client onboarding & collaboration

  • Peace of mind with better data security

  • Increased efficiency (less time spent on non-billable tasks)

  • Lower support costs

  • Massive time savings with automated tasks 

  • Clearer processes make it much easier to scale your business


Key Features to Look for in Client Portal Software

Here are some essential features to look for in a client portal solution:  

Clean & User-Friendly Client Dashboard

The best client portal software is intuitive and user-friendly for both you and your clients.


Software can easily go overboard and get cluttered if it’s trying to be too many things to too many people. Look for a portal solution that’s purpose-built for small businesses without all the extra frills, and that's simple to understand and use right off the bat.

Direct Messages

The portal should bring the bulk of your client communication into one place with direct messaging functionality. Forget hunting down elusive emails and ensure you've always got a clear record of conversations you can see at a glance.

File Sharing 

Another core function of online portals is to allow you and your clients to securely share documents, images, and other files with clients, eliminating the hassle of email attachments or trying to keep track of assets on multiple channels.

Online Scheduling

Portal software should make scheduling a breeze by allowing both of you to schedule meetings directly in the portal (and get auto meeting reminders) without the endless emails back and forth.

Task and Deadline Tracking

The client experience is significantly better when they can easily see what's happening on their projects, and what still needs to happen at any given time, without having to email or call.


Your portal should give your clients and your team a clear breakdown of tasks adn deadlines on every  project and integrate this with a calendar view so everyone can see at a glance where the project is at. Real-time automated updates on tasks and deadlines is an added bonus.

Invoicing and Payments

Your client portal should allow you to automate invoicing for your clients, and ideally integrate collecting payments directly. This feature alone makes it worth the investment in the hours saved on admin and improving your cashflow.

Security & Privacy Features

Security and privacy are a must-have with client portals for both you and your clients' peace of mind. And of course robust security features are a non-negotiable when it comes to collecting online payments. 

Customization & White Label

Different portal software offers different levels of customization. In terms of functionality, portal software that allows you to tailor the dashboard view for different clients or workflows can be a major plus.


When it comes to visual customization, some client portals allow you to customize with your own branding and other visual elements. While full customization may not be essential, white label software that allows you to customize templates, forms and other client-facing elements can be a big advantage in enhancing your professional image.


If you use various apps or other software in your process with clients, you might want to look for software that offers those integrations to help you ensure a streamlined workflow. 

If you're looking for a simple and streamlined client portal solution for small business that checks all these boxes, try ClientManager for free.


How to Create a Custom Client Portal for Your Business

Setting up a client portal isn’t complicated, and the benefits will far outweigh the initial effort.  

With a tailored solution like ClientManager, it's easy to create a custom client portal for your business in less than 5 minutes.


Here's how it works: 


Best Practices for Client Management within the Portal

Tools are only effective when you know how to use them well.

Here are some tips to effectively manage your clients using a client portal:

Set Clear Expectations

Introduce clients to the portal early in the onboarding journey and offer a simple walk-through of how you'll both be using the portal. Answer questions, set clear expectations and eliminate any confusion right from the outset so you can get projects off on the best footing. 

Add A Personal Touch

Even though you're using standardized processes and templates, be sure to add a personal touch with welcome messages, client documents, and other parts of your client onboarding to make sure clients don't just feel like a number. 

Make It Easy

Offer training and support to help clients use the portal effectively. Highlight the benefits and make it easy for them to engage regularly.

Prioritize Privacy and Security

Treat all client information shared within the portal as strictly confidential. Ensure robust security measures are in place to safeguard sensitive data.

Nurture the Relationship

Don't think that the portal replaces great client service. Don't forget the human touch, and keep your reponses prompt, polite and helpful. Put the portal to good use by sharing valuable resources, gathering feedback, and fostering a sense of connection beyond just project management.

Continuously Improve

Periodically review how you're using the portal and actively seek feedback from your clients. Look for opportunities to better utilize features and address any pain points that your clients or team are experiencing.


 White Label Branded Client Portal

Ready to get in on the benefits of using portal software solution for your business? 

ClientManager’s white label client portal software makes it super easy to set up a custom portal, manage projects, collaborate, and streamline your client interactions all from one dashboard, so you can keep everything running smoothly:

Client requests

Schedule meetings

Client onboarding

Customizable templates & easy form builders

Manage documents & share files securely

White label branding & URL for your website

Our software covers all the bases small businesses need and removes all the frills so you don't have to waste time figuring things out. 

We’d love it if you tried ClientManager's free for 7 days

​Most users tell us they love the interface, user experience, and simplicity. 

Here's to your business growth and more happy clients this year 😊

Thanks again,

​Kyle & CM Team

Client Portal Software FAQ

  • A client portal is a secure online platform that allows businesses to interact and share information with clients. It usually includes document sharing, messaging, scheduling and other collaboration features.

  • Client portals help businesses create a smoother, more professional experience for clients by streamlining communications, collaboration and information exchange through a centralized, user-friendly platform. Client portals can play a major role in improving client relationships and business reputation.

  • The best client portal software should offer a user-friendly interface, solid security features for protecting customer data, integration with existing software, and customization options to create a secure client portal that's tailored to your needs and your brand.

  • Consider factors such as the size of your business, the most important features for your needs, scalability for future growth, value for money, and the level of customer support provided.

  • A customizable portal lets you create a space that truly reflects your brand and caters to your clients' specific needs. You can tweak the look and feel, add your logo, and choose the features that make sense for your business. It's all about creating a more personalized and enjoyable experience for your clients.

Onboard & manage your clients with ease.

Take control of your business. Save time and money - and actually enjoy the process, with ClientManager.


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