Every time a client emails to ask 'where does my project stand?' or 'can you resend that document?', you're paying to answer a question your system should answer automatically. We build branded, secure client portals where your customers can see real-time project status, submit requests, review and approve deliverables, access their documents, and communicate asynchronously — without putting that burden on your team's inbox. We've shipped this kind of portal as part of the Heleos VDC platform, where clients review proposals and approve Extra Work Orders through a public, signed approval link.
When client communication happens in email, nothing is organized, nothing is visible to the rest of your team, and every answer requires a human intervention. Clients feel in the dark between check-ins. Your team spends time sending status updates that a system should handle. Documents get re-sent because the client lost the attachment. Approvals get missed because the email thread got buried. The result is a client experience that feels disorganized even when the work is great.
We build a client portal — on your domain, with your branding — where clients log in to see their project's current state, access documents, submit requests, and provide approvals. Real-time status is pulled from your internal systems. Document links are versioned and tracked. Approval flows send notifications and record responses with a timestamp and IP address for your audit trail. The portal reduces the surface area of client email to the things that actually need a conversation.
It depends on your workflow. For single-document approvals, we use signed magic links — clients click a link in an email and see only their document, no account required. For ongoing client relationships with multiple projects, full account creation makes more sense. We design the auth model around your client experience.
Yes, if your PM tool has an API. We've integrated portals with Procore, Asana, and custom internal systems. We'll review the API during scoping to define what data can be surfaced in the portal.
The approval event is logged with timestamp, IP address, and the document version the client saw. Your internal team gets a notification. The downstream workflow — moving a project to the next stage, generating an invoice, updating the CRM — can be automated to trigger on approval.
Your domain or a subdomain — your choice. We typically use client.yourdomain.com or portal.yourdomain.com. The portal is branded to match your site. Clients should feel like they're still on your platform, not a third-party tool.
Yes. Access control is scoped per client account — each client only sees their own projects, documents, and approval requests. Internal admin users see everything across all clients.