Client portal development, for practices that run on documents.
A client portal gives your clients one secure place to upload documents, answer questions and see what's due, instead of email threads and shared folders. whatcould.ai builds custom portals for Australian accounting, bookkeeping and professional services practices, with a staff view that shows what's outstanding for every client. Every build is scoped and priced in writing before any work starts.
- How we charge
- Fixed price, agreed in writing after scoping
- Good fit for
- Accounting, bookkeeping, legal and other practices that swap documents and questions with clients
- Connects to
- Accounting and practice software such as Xero, email, and file storage
- Your data
- Hosting and third-party processing agreed before the build
- Where
- Based in Melbourne, working with businesses across Australia
Custom, or off the shelf?
A build isn't always the answer. Here is how we decide.
Build it when
- Documents arrive by email, shared folders and upload links, and someone has to chase and file them.
- Clients ask "what do you still need from me?" and nobody can answer without digging.
- The portal in your practice software doesn't match how you actually work with clients.
Use the portal in your practice software when
- It covers your document and request workflow after some setup.
- Your clients already use it without help.
- The gaps are small enough to work around.
If the portal you already pay for will do the job, we'll tell you in the first meeting.
One place for every client request.
Every portal is scoped to the practice. These are the parts most of them include.
Secure document upload
Clients upload straight to their own file. Nothing sits in an inbox.
Requests and questions
Ask for what you need in one place and see when it's answered.
Deadlines and reminders
Clients see what's due. Reminders go out without anyone chasing.
A staff view
Every client's outstanding items on one screen for your team.
Sign-in and permissions
Each client sees only their own information.
Integrations
Connected to your accounting and practice tools, so nothing is entered twice.
A client portal for an accounting practice
Secure document sharing, client communication, deadlines and reminders, with client and staff views.
From first chat to a portal your team uses.
The same six steps as every project. More on how we work
- 01
Discover
A free 30-minute chat about your business, your team and what isn't working today.
- 02
Audit
We sit with the people doing the work and map where the hours go.
- 03
Define
A written scope: what we build, what it connects to, a fixed price and a date. Nothing is built until you agree it.
- 04
Build
We build in stages and show you working screens along the way, not only at the end.
- 05
Launch
We move your data across, connect your tools and get the team using it.
- 06
Grow
We monitor it after launch, fix what breaks and keep improving it as you change.
Client portal development questions.
- How much does a client portal cost?
- It depends on the scope. After scoping you get a fixed price in writing, before any work starts, paid in milestones. Hosting and AI usage are passed through at cost with no markup, and ongoing support is a monthly fee agreed with the build. We are not registered for GST, so no GST is added. How we price.
- How long does it take to build?
- It depends on the scope, and the date is written into the scope before we start. You see working screens during the build, so there are no surprises at the end.
- Can it connect to Xero?
- Yes. Accounting and practice software is usually the first thing a portal connects to. We confirm exactly what each tool allows during scoping.
- Is it secure?
- Each client signs in and sees only their own documents and requests. Hosting location, access controls and any AI or third-party processing are agreed in your proposal before you sign. If Australian data residency is required, we check the whole workflow against that requirement, including connected services. We do not use client data to train models.
- Who owns the portal?
- You own your data, your configuration and everything the system produces. We keep ownership of the underlying software and give you a perpetual licence to use it in your business. If we ever stop trading, you get the source code so someone else can maintain it. If you want to own the software outright, we can quote that before the build starts.
- What happens after launch?
- We fix defects in what we built for 30 days after handover at no charge. After that, monitoring, support and improvements continue under the monthly support arrangement in your proposal.
Talk to us about a client portal.
Tell us how documents and questions move between you and your clients today. The chat is free.