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6 Reasons to Start Using Client Portal Software

Aug 03, 2021
  • 3 min read
  • Yolande Yip

    Client portals are powerful tools that foster collaboration, organize client file sharing, and improve the customer experience. Investing in a portal solution allows for better accessibility and improved communication for both your team and your clients, leading to higher customer satisfaction and better client project outcomes. Client portal features will help you manage your clients, streamline communications, and simplify all aspects of maintaining the client relationship. Read on to see six reasons how using a client portal could empower your client-facing business.

    1. Access All Your Clients in One Place

    Client portals allow you to store all of your client data in one, easy-to-access resource. Using a unified platform leads to the optimization of workflows across all clients and projects. By streamlining your client workflow, your team can better serve their customers without having to worry about details falling through the cracks. Accessing all clients through one portal interface leads to a much more cohesive experience for your team. Implementing an all-in-one portal experience helps you support internal organization by making client information as easily accessible as clicking the correct module.

    2. Organize File Sharing

    Creating a secure client portal where customers can easily download and upload files saves both your clients and your team the headache of finding them later. So often, teams are barraged with messages from clients asking for the same files over and over again.

    Also, using a portal makes it easy to grant client access to important files through a simple approval request process. For attachments containing delicate or private information, make sure you understand the portal’s security controls. Creating easily accessible client folders with a complete collection of their digital files creates transparency for your clients and saves time for your team.

    3. Facilitate Secure Communication

    A significant risk factor for many clients and companies is the potential for malware or infections through phishing or scam attempts. Communicating through basic mobile apps or unprotected emails can lead to disasters for both the client and your business. Client portals are an easy way to secure client interactions, so your team can focus on making a personal connection with each client.

    Since most client portals are accessible through standard web browsers, team members can access them on mobile devices or anywhere there’s wi-fi. As the effects of the pandemic on remote work continue to play out, this flexibility is especially necessary.

    And indeed, in a world that is increasingly transitioning to remote work, finding ways to develop a personal connection with your clients is essential. By implementing a client portal, you also can create custom email notifications. For example, team members can be notified directly in the program in real-time if they miss a message, and after five minutes, a branded email notification is sent if a team member hasn't viewed the message.

    4. Encourage On Time Payments

    Chasing after late invoices can be a huge time sink. A client portal encourages on-time payments through invoice tracking and real-time notifications. Through an automated reminder process, both your team and clients will get notifications to send and pay invoices on time.

    Integrating billing with products like Stripe and connecting your bank accounts leads to a seamless payout experience. Your accounting team can also easily incorporate QuickBooks to track all transactions. By making the payment process as simple as possible, invoices are more likely to get paid, and hopefully, get paid quicker!

    5. Simplify Client Intake

    Client intake forms can be clumsy and tricky for clients, especially without clear instructions. Client portals streamline the intake process, allowing you to customize and share forms to prospects or clients. Customers are then quickly able to fill out these forms through a guided, user-friendly interface with easy drag-and-drop form fields, and the results are conveniently aggregated all in one place.

    6. Look More Professional

    White-label portals can help make your website look more professional and improve the client experience. For example, customized login pages make the customer less concerned about fraud or having their password stolen. Using branded logos, brand colors, and other company branding helps build brand loyalty while also making your portal look polished.


    White-label portals extend your website's functionality in a way that provides a seamless brand experience to increase client engagement, communicate a sense of professionalism, and boost client trust. Customized login pages make the customer less concerned about fraud or having their password or other user data stolen. File-sharing and messaging facilitate communication.

    A Modern Client Portal for Modern Businesses

    Copilot is a modern all-in-one commerce solution designed for the modern business. By combining CRM, billing and accounting, eSignature and data collection, file-sharing and knowledge base creation, Copilot bridges the communication gap between you and your clients, so you can focus on what matters - building meaningful and authentic connections. Try Copilot for free today!

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