Solutions
Custom Client Portal for Small Business
Clients shouldn’t have to dig through old emails to find “the latest.” A simple portal can give them one place to check status, files, and next steps — built around how you already work with them.
Your inbox became the client experience.
Bookkeepers send statements as attachments. Agencies share drafts in three tools. Contractors answer “when are you coming?” by text. Photographers re-send gallery links. Cleaning companies field “did you get in?” every week. None of that means you’re disorganized — it means the client’s view of the work is scattered across whatever channel they last used.
Signs you need a client-facing home base
- You’re re-sending the same files or links every month
- Clients ask for status you already know but can’t show easily
- Approvals happen in email and get lost in the thread
- New clients get a different onboarding experience every time
- Staff aren’t sure what the client was already told
What a portal might include
We could build a login clients actually use — not a bloated “customer hub” with forty menus. Depending on your business, that might mean job status, documents, invoices, appointments, messages, or approvals in one calm place.
A clear “where things stand”
Clients see progress or next steps without guessing which email was the latest version.
Files in context
Contracts, photos, reports, or checklists live with the job or account — not floating in someone’s downloads folder.
Requests without the chaos
Clients can ask for changes or book follow-ups in a way that lands on your board, not in a random DM.
Your branding, your rules
It feels like your business. Access and permissions match how you work with clients — not a generic SaaS portal skin.
Example: a client checks in without calling you
One example of how this could feel day to day — not a promise we already shipped this exact setup.
Step 1
They sign in
One bookmark. Their jobs, files, or appointments are waiting — not a scavenger hunt.
Step 2
They see what’s current
Status, due dates, or deliverables match what your team sees internally.
Step 3
They take the next step
Approve a draft, upload a form, pay an invoice, or book the follow-up — depending on what you need the portal to do.
Step 4
You get fewer “just checking” pings
The portal answers the repeat questions so your people can do the work.
When a custom portal fits
Custom portals make sense when clients need a consistent window into ongoing work — projects, retainers, recurring service, or multi-step jobs. If every client relationship has the same “where’s my stuff?” loop, a portal is often quieter than another shared drive.
When you don’t need a portal yet
One-off transactions with little follow-up? A good confirmation email may be enough. Portals shine when the relationship continues and the paper trail matters.
What something like this might cost
Client portal builds can start around $1,000 depending on what clients need to see and do. Monthly fees often fall around $100–$150 for hosting, access, and maintenance.
How a build usually goes
Same process as the rest of Hey App Works — we learn your work, then build around it.
- Step 1
Tell us what’s going on
A short form about your business, what you’re using now, and what you wish worked better.
- Step 2
We learn how you work
A call to understand the real day — who does what, what happens when, and where it gets messy.
- Step 3
Clear proposal
What’s in scope, what’s not, timeline, build price, monthly price. Lock it before we build.
- Step 4
We build and host it
We design, develop, and maintain the app. You pay monthly to keep using it.
Keep exploring
Questions we hear about this
- Will my clients actually use it?
- They use what saves them time. If the portal answers “status, files, next step” faster than emailing you, adoption usually follows. We keep it simple on purpose.
- Is this the same as a website?
- No. Your website markets you. A portal is the logged-in place for people who already hired you. Different job.
- Can staff and clients see different things?
- That’s the point. Clients get their view. Your team gets the working view. Depending on your business, we might include roles for office, field, or freelancers too.
- What’s the usual cost range?
- Builds can start around $1,000. Monthly is often $100–$150. We’ll map the smallest useful portal first so you’re not paying for empty menus.
Sound familiar?
Tell us how your client portal actually works today — and what’s driving you crazy. We’ll tell you honestly if a custom app seems like a fit.