Client portal

Your clients see only what you want them to see.

Give clients access to projects, documents, tickets, invoices and communication — without a separate client portal tool. Control what each client can see and edit with field-level permissions.

0: extra tools needed
∞: customisable views
1: portal for all clients

Book a demo Contact us

What clients can access in the portal

Project statusLive view of project progress, milestones, tasks and deadlines without internal details.

Documents and filesContracts, invoices, reports and deliverables shared directly on relevant records.

Support ticketsClients submit and track their own requests without seeing other clients' tickets.

CommunicationThreaded communication directly on project or ticket records.

Invoices and billingInvoice status, payment details and billing history visible to the right contacts.

Forms and data inputClients submit data, approve deliverables or fill in intake forms from their portal view.

Access control

Fine-grained control over what each client sees

Permissions work at database, row and column level. Each client sees only their data — and only the fields you choose to expose.

Database-level accessControl which databases a client can even see — not just which records.

Column-level visibilityHide internal fields like costs, notes, team chat or system IDs from client views.

Row-level filteringEach client only sees records that belong to them — automatically, without manual filtering.

Edit permissionsSome fields can be editable by the client (e.g., approval, contact info) while others are read-only.

Approval flowsClients can approve deliverables, sign off milestones or confirm orders from their portal.

Audit trailAll client actions are logged so you know who changed what and when.

Common use cases

What teams use the client portal for

Any business that shares ongoing work, documents or communication with external clients benefits from a controlled access layer.

Project delivery

Share project progress, milestones and deliverables with clients without exposing internal planning.

Document sharing

Contracts, reports, proposals and invoices are visible directly on the relevant record.

Support and tickets

Clients submit and track requests. They only see their own tickets, not other clients'.

Approvals

Clients approve designs, deliverables, contracts or proposals directly in the portal.

Data collection

Onboarding forms, intake questionnaires and update requests submitted through the portal.

Reporting

Clients see live dashboards with their own KPIs, spending or service metrics.

Permissions

Different clients get different views

Each client organisation can have its own set of visible databases, columns and record filters.

Client

End client access

Project statusRead only

Internal notesHidden

Team costsHidden

Deliverable approvalEdit

Client contact

Primary stakeholder

InvoicesRead only

All project tasksRead only

Billing detailsEdit

Internal chatHidden

ADM

Internal team

Full access

Internal notesEdit

Team costsEdit

All recordsEdit

Permissions managementEdit

What you can expose in a client portal

Oblast	Co řeší	Příklad
Projects	Project records with status, milestones, tasks and responsible people — with internal fields hidden.	Status, deadline, milestone, deliverable
Documents	Contracts, invoices, reports and files attached to the right records.	Signed contract, delivery report, invoice PDF
Tickets	Support requests submitted by the client — filtered to only show their own tickets.	Ticket #42, status: in progress, owner: support team
Invoices	Invoice status, amounts, due dates and payment records visible to billing contacts.	Invoice F2026-001, due: 30 days, paid
Approvals	Fields or records the client can mark as approved, rejected or needing revision.	Design approved, contract signed, scope confirmed
Forms	Intake forms, update requests and questionnaires submitted through the portal.	Onboarding form, scope change request, satisfaction survey

Comparison

Built-in client portal vs. a separate portal tool

Funkce	Apexloop	Separate portal tool
Data and context
Live data from your operational databases		requires sync
Relations between records visible to clients		limited
No data duplication
Access control
Column-level visibility		limited
Row-level client isolation		via filtering
Approval flows in the portal		custom build
Maintenance
No separate tool to maintain
No sync integration to maintain
Permissions managed in one place		separate admin

Communication

Client communication stays on the record

Instead of email threads that lose context, communication in the portal is tied directly to the relevant project, ticket or document.

Client-facing communication

Comments and messages on records
File sharing in context
Notification when updates are made

Internal team context

Internal notes hidden from clients
Full audit trail of all changes
Status changes trigger automations

Setting up a client portal

1Design your databasesSet up the databases for projects, documents, tickets and invoices that clients should access.
2Configure permissionsSet which databases and columns clients can see, and which they can edit.
3Create client viewsBuild filtered views that automatically show each client only their own records.
4Invite clientsSend portal invitations — clients get access with the exact permissions you configured.
5Run automationsSet up notifications when records are updated, files are added or approvals are needed.

Getting started

What to decide before building a client portal

1
Which data do clients need to see?
Project status, documents, tickets, invoices — identify the databases and fields that add value for clients.
2
What should clients never see?
Internal costs, team notes, HR data, strategic planning — list what must be hidden.
3
What can clients do?
Read-only access vs. approval rights vs. form submission — define the interaction model.
4
How many client types do you have?
Different client segments may need different portal views and permissions.

Why a built-in portal

The cost of a separate client portal

A separate portal tool means double the data, double the permissions and an integration to maintain forever.

Separate portal toolExtra tool, extra cost, extra maintenance

Data must be syncedEvery change in your operational system must be pushed or pulled to the portal — latency, errors and ongoing maintenance.

Permissions in two placesYou manage who can see what in both your internal tool and the portal tool separately.

Another subscription and loginClients need another login. Your team manages another tool. IT maintains another integration.

Apexloop client portalSame data, controlled access

Live data, no sync neededClients see the same records your team works on — with the columns you choose to show.

One permission systemManage client access in the same place you manage internal permissions.

No extra toolThe portal is part of the platform. No separate subscription, no separate login for your team.

See the portal in action

Total cost of ownership

Built-in portal vs. portal tool + integration

Illustrative comparison for a team sharing project and document data with 20+ clients.

Separate portal

Portal tool + sync integration

Portal tool subscriptionextra cost

Integration maintenanceongoing

Data sync delayspermanent

Duplicate permission managementongoing

Hidden overheadhigh

Integration breaks when either system updates.

Apexloop

Client portal included

No extra portal subscriptionv ceně

No integration to maintainv ceně

Live data alwaysv ceně

One permission systemv ceně

Additional overheadzero

Client access is a permission setting, not a project.

In practice

Give clients visibility without giving up control

"The best client portal is one where clients have exactly the right information and can't accidentally see or change anything they shouldn't."

Implementation team

Client portal deployment · Apexloop

Industries

Who benefits most from a client portal

Any service business that shares ongoing work, documents or status with external clients.

Consulting and professional servicesShare project progress, deliverables and invoices with consulting clients.

IT services and MSPsGive clients visibility into tickets, SLA status, change requests and service reports.

Construction and real estateShare project milestones, documents, inspections and approvals with property clients.

Legal and financial servicesShare case status, documents and communication with controlled access.

Agencies and creative studiosShare designs, project stages, approvals and invoices with agency clients.

Manufacturing and supply chainShare order status, quality documents and delivery tracking with customers.

Give clients the visibility they need — without the overhead

Build a client portal on your existing operational databases, with granular permissions that control exactly what each client can see and do.