CRM & Portals
One branded workspace per client: files, projects, messages, approvals and invoices, instead of email threads.
Superstack builds client portals for agencies, architects, accountants and consultants that run projects by email and pay for it in lost attachments. Our client portal development gives each client one branded workspace: files with versions, comments, sign-off, milestones and invoices, so who approved what is never in doubt.
approvals lost in email threads
client portal development around sign-off
We map how a job moves through your firm and where the client has to say yes, then build the portal around those moments, so every file, comment and approval sits on its project, named and timed.
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A project client portal gives each client a workspace and each job a project: brief, files, conversations, milestones and invoices. An agency account manager opens the rebrand project and sees what the client said on Friday and what is waiting.
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In a client file sharing portal, a file keeps its name. Upload it again and the portal stacks the new version above the old, with who uploaded it and when. Nobody works from a stale attachment, because there are no attachments.
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Send anything for approval and the client gets one button. When they press it, the portal records their name, the time and the version approved. A designer whose client says they never signed off on the logo opens the approval record.
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Comments sit on the file or milestone they are about. A client marks up a page of the proposal, the consultant replies, and the exchange is there when the invoice is queried. Emails notify, but the conversation lives in the portal.
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Each project has milestones, and each milestone shows what it is waiting on: a file from you, an approval from the client, a payment. An engineering firm's client sees the design stage is held up by their outstanding approval, and stops asking.
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Invoices raised in your accounting software appear on the project, beside the work they cover, with a pay button. An accountant's client approves the year-end accounts and pays the fee in the same sitting. Payment shows in your accounting software and the milestone closes itself.
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The portal carries your logo, colours and domain, and its emails come from you. Clients see your firm, not a third-party tool with your logo pasted in. An agency client portal looks like part of the agency, which is the point.
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Each client user gets a role: a director who approves, a coordinator who comments, a printer who downloads files only. The portal logs every view, download, comment and approval by name and time, so who saw the draft budget is a click away.
Your project manager creates the project and invites the client. Your team uploads the draft, the client comments, your designer revises. The client presses approve, and the portal records who, when and which version. The milestone closes, the accounting invoice attaches itself, and the client pays online. Every step carries a name and a time. No email needed.
Your accounting software supplies the invoices and receives the payments. Stripe takes the card. Google Drive and Microsoft 365 sync, so your team keeps its tools. An e-signature provider handles contracts that need a formal signature. Your CRM supplies the client and contact records.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI is optional, and a portal earns its keep without it. It helps where reading and writing pile up. See how we use AI and where it sits inside business process automation.
A new team member reads a short summary instead of the whole thread.
A Friday update drafted from the week's activity, ready to edit.
A nudge when a sign-off has sat untouched past its date.
Your team runs projects from the web app: creating workspaces, uploading files, sending approvals, watching which clients have not responded. The audit log and invoice attachments live here too.
Clients approve from the phone, where directors are when sign-off is needed. The portal works in any mobile browser: read the summary, tap approve, back to the meeting.
The client's view: their projects, files, conversations, approvals and invoices, and nothing else. One database feeds all three, so a file your designer uploads is in front of the client at once.
Proofs, approvals and invoices per client, every sign-off on record.
Architects and designersDrawings under version control, with client approval at each stage.
AccountantsYear-end packs, queries, approvals and fee payment in one place.
LawyersMatter workspaces with documents, instructions and signed approvals.
ConsultantsDeliverables, milestones and comments per engagement, not email threads.
Engineering firmsDrawing sets, revisions and sign-off before anything goes to site.
Quickest start
We customise our existing client approval portal module with your branding, project stages and your accounting software: the quickest way off email attachments.
Most common
We combine the portal with quoting, workflow approvals or document management, so the client sees one workspace and your team one platform.
Fully bespoke
A bespoke portal for unusual approval chains, regulated documents or clients who expect a product, not a folder.
Drive links share files. This is a B2B client portal NZ firms use to run the whole job: versions, comments, approvals with a name and time, milestones and invoices. A link can be forwarded to anyone and nobody knows. A portal login is one person, with a log of what they opened.
Yes. For most approvals, the portal's own approve button is enough: it records the person, the time and the version, and that record is usually all you need. For contracts that need a formal signature, we connect an e-signature provider, so the client signs inside the portal and the copy files itself.
Yes. A client is a company with people in different jobs. The managing director approves and pays, the marketing manager comments and uploads, the bookkeeper sees invoices only, and the printer sees final files only. You set the roles, the client adds users within them, and the log shows who did what.
No hard cap. The portal stores files in cloud storage that grows as you add projects, and hosting is sized to your volume of drawings and print files, not a per-user quota. Large drawing sets upload directly to storage, not through your office connection. Old projects archive rather than delete, so the record stays.
Yes. Your logo, colours and fonts, on your own domain, with invitation and notification emails sent from your address. Nothing on screen says Superstack. Most firms put the portal at a subdomain of their main site, so the client goes from your website to your portal without noticing a change of hands.
Every file, comment and invoice is tagged to one client workspace, enforced in the database, so a user from one client cannot reach another's project. Logins use strong passwords, files are encrypted in storage and in transit, and the audit log records every access. Your own staff see only the clients they work on.
Built around the way you work.
Your business shouldn't have to fit someone else's software. Tell us how your business works. We'll show you what Superstack can build around it.
Send us the last approval you had to dig out of an email thread. We'll show you the portal version.
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