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How to use client portal as a designer?

Client Portal - it's not just a fancy term. It's your virtual command center where you and your clients come together to make creative magic happen. If you're a designer on a mission, consider this your trusty sidekick.

Now, you might wonder, what's all the fuss about? Well, stick around, because in this no-nonsense guide, I'll walk you through why it's the missing piece in your design puzzle. Because, let's face it: designing isn't just about creating pretty things; it's about creating strong, lasting connections with your clients. And that's where the client portal steps in.

Why should you care? Because using client portals can make your life as a designer so much smoother and your clients so much happier!

How to add a Late Fee to a partially paid Dubsado invoice

In this blog post:


Benefits of using a client portal as a designer

  1. Streamlining Communication: No more endless email threads and missed messages. Client portals put all your project-related conversations in one spot, so you and your clients are always on the same page. It's like having your own digital design war room.

  2. Project Organization and Management: A client portal helps you keep everything neatly organized. You've got task lists to check off, project timelines to meet, and easy access to all your project files. No more searching for that missing uploaded file - it's right there when you need it.

  3. Professionalism and Client Experience: A well-branded and organized client portal shows you mean business. It's your virtual front door, and it tells your clients you're a pro. When they see that, they're more likely to keep coming back for more of your design magic.

  4. Time-Saving: Time is your most precious resource. Client portals save you the headache of endless back-and-forth emails. You'll spend less time searching for messages and more time doing what you love—designing. That's more time to create jaw-dropping websites, eye-catching logos, and stunning graphics.


Using client portals for design projects

As a designer, here's how you can work some serious magic with client portals:

An infographic sharing ways on using client portal during different phases of a design project
Using client portal during different phases of a design project

#1 Client onboarding

When your clients hop on board, make them feel special and send a welcome email. In that email, hand over their client welcome packet and the keys to their shiny new client portal. Give them clear instructions on how to get started. It's like saying, "Welcome to the VIP club!"

Inside the client portal, your clients should find all the goodies they need, neatly organized:

  • Their paperwork (proposal, contract, invoice), so they can give it a look-see anytime.

  • A link to schedule their project kick-off call.

  • Their Client Onboarding Questionnaire. They can answer questions, save their progress, and upload files right there.

  • Don't forget their project management board! This is where they can see the project's roadmap, like a treasure map. Make sure to add a short note explaining why each step is important.

  • Oh, and send them friendly reminders for their homework submissions, with a quick link to their portal. It's like a nudge from a helpful friend.

#2 Project progress update

Share the excitement! Send weekly updates about how the project is going. Attach a link to their client portal, so they can easily hop in and check things out. It's like giving them a backstage pass to watch their design project unfold.

#3 Phase reviews and approvals

For those important phase reviews and approvals, keep it all organized inside the client portal. Your clients can sign off on sub-contracts right there. It keeps everyone on the same page, avoiding revisions/changes later.

#4 Client offboarding

When it's time to say goodbye, upload all the important files they'll need in the client portal. Include a link to their resource library and a handy offboarding guide.

#5 Support period

During the support period, set up a spot in the project management board inside the client portal where they can ask questions or share their thoughts. It's like having a hotline for any design SOS.

#6 Post-handover services

After the support period, give your clients an exclusive link to book your services in the future. Pop this link right into their client portal, so they can easily find it. No more searching through hundreds of emails.

Don't forget to keep the client portal open for at least a year. That way, your clients can revisit it whenever they need a design fix. It's like leaving a trail of breadcrumbs for them to follow.


Features to look out for in a client portal

Let’s get down to business and talk about the must-have features you should be keeping your eagle eye on when choosing a client portal. Think of these features as the secret ingredients that turn your client portal into a well-oiled, designer's dream machine. Let's break it down:

  • Emails: A good client portal should be your go-to place for all communication with your clients. No more digging through your inbox to find that one crucial message.

  • Proposals: Crafting beautiful proposals is essential for nailing those first impressions. Look for a portal that lets you create and send stunning proposals effortlessly.

  • Contracts: Seal the deal with legally binding contracts. You want your clients to feel secure and confident when they sign on the dotted line.

  • Invoicing: Who doesn't love getting paid on time? Look for a portal that has integrated invoicing to keep the cash flowing smoothly.

  • Scheduling: No more back-and-forth when scheduling meetings or consultations. Your client portal should make appointment setting a breeze.

  • Homework: Send homework, track progress, and make sure everyone is on the same page. Your portal should help you keep your projects moving forward.

  • Project Management: Keep all your projects neatly organized and on track. No more sticky notes and scribbled to-do lists cluttering your desk.

  • Automation: Find a portal that streamlines your workflow with automation. Let the portal handle the repetitive tasks so you can focus on what you do best - design!

  • Branding: Your client portal should be an extension of your brand. Make sure you can customize it to reflect your unique style and professionalism.

  • Integration: We all have our favorite tools and software. Your client portal should play nicely with them, creating a seamless experience.

  • Customer Support: Your client portal should have solid customer support. If you run into any hiccups, the help should be just a message away. It’s frustrating to Google for answers and waste hours in trial and error, or finding workarounds in the middle of a project.

  • User-Friendliness: Last but not least, your portal should be easy to navigate, not just for you but, more importantly, for your clients. An intuitive interface ensures a smoother client experience.


Tools I recommend for client portal

When it comes to client portals, there's a clear winner in my book: Dubsado. It's the Swiss Army knife of client management tools, and here's why it's a cut above the rest:

  1. No account creation needed: Dubsado won't have your clients jumping through hoops. No unnecessary account creations, clients get straight to business.

  2. Intuitive to use: It's like Dubsado reads your mind. This platform is so simple and intuitive, you'll feel like you've been using it your whole life.

  3. Branded: Want your portal to scream "YOU"? Dubsado lets you brand your portal elements to match your unique style.

  4. Automatically created with all resources: Forget the hassle of manual setup. Dubsado automatically creates resources inside your client portal with every new project. Be it questionnaires or appointment schedulers, they get added to the client portal phase-wise, show the completion status, show progress status, and everything is automated.

  5. Has all of the above features: Remember those features we talked about earlier? Dubsado checks every box, making it the ultimate all-in-one solution.

  6. The investment: I know what you're thinking, "Great, but how much does it cost?" Well, the Premier plan comes in at $400 USD, while the Starter plan is a budget-friendly $200 USD.

Plus, I've got an Affiliate Code to sweeten the deal! Use my code SAINI or click on this link here to get 20% discount on your first monthly/yearly subscription.

Ready to set up your Dubsado client portal and elevate your design game? Check out this blog post: Dubsado Client Portal 101. It's your step-by-step guide to get you started on the right foot.


Tools that can't cut it as a client portal

Okay, this needs to be covered: When it comes to client portals, not all tools are created equal. Some just don't make the cut, and it's essential to know what to steer clear of. So here's the lowdown on tools that simply can't work as a client portal.

  1. Generic email platforms: You're juggling design projects, and your client's latest feedback is buried in a sea of emails. Generic email platforms like Gmail or Yahoo can't handle the job. They lack the organization, structure, and client-focused features that a true client portal provides.

  2. Social media and messaging apps: Designing the next big thing via Facebook Messenger or WhatsApp? Not ideal. These platforms are great for casual chats, but they're far from the organized, professional, and branded experience that a client portal delivers.

  3. Project management tools without client-facing features: Project management tools like ClickUp, Notion, Airtable, Asana, and Trello are fantastic for keeping your work on track. However, they lack the client-facing features needed to offer a comprehensive client portal experience. Clients need easy access to important documents, communication threads, and a polished interface that these tools can't provide.

  4. Google Drive: Don't get me wrong; Google Drive is great for many things. Storing files, collaborating on documents - it's a champ. But as a client portal? Not so much. It's like trying to fit a square peg into a round hole. Sure, you can share files, but you're missing out on the whole package. There's no task management, no streamlined communication, and no professional touch.

  5. DIY Website Builders: Thinking of setting up a DIY website builder as your client portal? Think again. While these platforms are user-friendly for website creation, they lack the robust features needed for comprehensive client interaction, project management, and communication.


Tips for effective client portal usage

Now that you've got your client portal up and running, it's time to ensure you're using it like a pro. Here are some killer tips to make the most out of your client portal:

  1. Clear guidelines: Think of your client portal as your design studio's front door. When your clients step in, they should know what to expect. Start by laying down the ground rules. Clearly define how communication will happen, when they can expect updates, and how to use the portal effectively. With a strong foundation of guidelines, everyone stays on the same page, and there's no room for confusion.

  2. Organized communication: Keep messages and files in one place. Your client portal becomes the central hub for all interactions. Every message, file, and feedback is neatly organized in one place, making it a breeze to find what you need. Say goodbye to endless scrolling through email threads!

  3. Project updates: Clients love to see progress, and who can blame them? Regular project updates show that you're on top of your game. Use your client portal to provide status reports, share milestones, and give your clients a peek behind the curtain. When they can witness the magic happening, they'll feel more connected to the project and reassured about its progress.

  4. User-friendly experience: Remember, not everyone is tech-savvy, and that's perfectly fine. Don't assume that your clients will instantly know how to use the portal. Create training resources to assist them. Think step-by-step guides or video tutorials inside the Client Welcome Packet or even a quick one-on-one training session during the project kick-off call. The more you empower your clients to use the portal effectively, the smoother your collaboration will be.

  5. Keep it updated and branded: Your client portal should always be on-brand and up-to-date with the links, forms, resources, etc. When clients see your portal, they should be reminded of why they chose to work with you.

By following these tips, you'll not only impress your clients but also make your own life easier as a designer. The client portal will become your secret weapon for smoother projects and happier clients.



Phew! You've made it through the client portal adventure.

To sum it up, client portals are the secret sauce to happier clients and more efficient design projects. It's time to level up your game, my friend!

Was this helpful? Have another client portal or Dubsado question? Hit me up on Instagram @thedeeptisaini or email me at

Ready to automate your design business, create balance, and offer a stellar client experience? Download my service packages and book a FREE discovery call.


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