I knew that if I wanted to grow my business, simplify my operations, and provide an unforgettable experience for my clients, I needed a better system to make my business run more like a tech-savvy, client-centred startup.
In this article, we'll dive into the best client portal software options available, what features to look for, and how these tools can transform how you manage client relationships.
What is client portal software?
What exactly is a client portal or extranet portal app it ?In today's fast-paced digital world, client portals are more than a nice—to—have—they're a necessity. They foster better collaboration, improve communication, and build trust by ensuring clients feel supported and empowered with easy access to the necessary tools and information.
Now that you know what exactly is a client portal software, let get into why we think you need one.
Why Do You Need a Client Portal Solutions?
Client portal solutions make life easier for businesses and their clients by streamlining communication, boosting collaboration, and offering a centralized platform to access important financial information whenever it's needed. Imagine a single, secure space where clients can find all their essential documents, communicate with their service provider, and stay updated—no more scattered emails or endless searching through files.
One of the most significant benefits of a client portal is its focus on security. With encrypted file sharing and secure messaging, sensitive data remains protected from unauthorized access, giving you and your clients peace of mind. In industries like finance, where confidentiality is critical, this added layer of security isn't just a perk—it's a necessity. Clients feel more confident knowing their information is safe, which helps build trust and long-term relationships.
Beyond security, client portals enhance the overall experience by making everything more accessible and convenient.
Whether downloading financial statements, submitting forms, or tracking progress on a project, clients can handle tasks at their own pace, day or night. This self-service approach empowers clients, reduces back-and-forth communication, and allows businesses to focus on delivering value instead of managing manual processes.
If you manage multiple clients and constantly share documents and communications, a portal lets you keep everything in one secure place instead of juggling emails or other scattered tools. It's not just about convenience—it's about protecting sensitive information and building stronger, more personal relationships with each of your clients.
- File Sharing
- Document Management
- Remote Client Communication
- Customer Service
Providing them with a dedicated space and experience to access what they need makes their experience smoother and shows them you value their trust and time.
Why Are Businesses Adopting Client Portals?
In 2025, client portals will become more indispensable tools for businesses across industries.One of the primary reasons businesses are adopting client portals is the ability to provide an exceptional client experience.
Today's clients demand seamless, 24/7 access to information.
With a client portal, they can easily access important documents, communicate, and complete tasks whenever it's convenient for them.
This level of accessibility empowers clients, reduces interaction friction, and saves time for both the business and its clients.
What are the Benefits of Client Portal Software?
- Better Communication - Provides a single platform for all client interactions, reducing miscommunication and improving efficiency. It helps streamline the exchange of messages, files, and updates in a secure environment.
- Strong Security—Ensures sensitive client information is securely stored and shared using encryption protocols. This reduces reliance on emails, which are more prone to security breaches.
- Improved Collaboration—This feature enables clients and teams to collaborate on shared projects or documents in real-time, boosting client satisfaction with transparent workflows and updates.
- Increased Productivity - Automates repetitive tasks like scheduling, billing, and reminders. Saves time by providing quick access to all client-related information in one place.
- Professional Branding - Offers white-labelling options to customize the portal with your brand's colours, logos, and designs. Reinforces brand credibility and professionalism with clients.
- 24/7 Access - Allows clients to access their information, documents, or updates anytime, anywhere. Improves client experience by offering greater flexibility and control.
- Document Access - Simplifies storing, sharing, and organizing documents with easy-to-use interfaces and search functionality. Reduces time spent on finding or requesting files.
- Better Client Relationships - Improves transparency with clients through real-time project tracking and updates. Builds trust and fosters long-term partnerships.
Why Client Portal Solution is Essential in 2025
Streamlining Communication
Planning to communicate with all your clients? Simplify the process. Instead of emailing, you can use your administrative team to send company-wide announcements and reminders directly through your client portal.By leveraging your portal's features, you can foster a culture of connectivity and engagement across your workforce.
Boosting Client Engagement
Another good reason is that a client portal is a powerful tool for boosting client engagement by enhancing communication, transparency, and personalizing experiences.PerPersonalization also a game-changer when it comes to client engagement. Modern client portals can be tailored to display relevant data, project timelines, or invoices based on individual client needs. This perpersonalizedproach makes clients feel valued and cared for, significantly boosting their overall experience. Businesses that deliver cuspersonalizedices often enjoy higher engagement rates and stronger client loyalty.
Enhancing Data Security
Implementing advanced encryption protocols is a critical step in enhancing data security. Encryption ensures that data remains inaccessible to unauthorized users, whether in transit or at rest. Multi-factor authentication (MFA) adds another layer of protection by requiring users to verify their identity through multiple steps, significantly reducing the risk of breaches. MFA can prevent 99.9% of account compromise attacks.
Regular security audits and employee training are equally vital. Cybersecurity awareness among staff can prevent common vulnerabilities like phishing attacks or weak passwords. According to recent studies, human error accounts for 82% of data breaches, highlighting the importance of a well-informed workforce.
Finally, businesses should invest in secure client portals and cloud solutions. These platforms offer built-in security features, including role-based access and activity monitoring, ensuring that sensitive data is only accessible to authorized personnel. By adopting these practices, organizations can protect their assets, comply with regulations, and build lasting trust with clients.
Improve Client Retention
Retaining clients is essential for long-term business success, as keeping an existing customer costs significantly less than acquiring a new one. Increasing client retention rates by just 5% can boost profits by 25% to 95%. Building strong relationships, delivering consistent value, and ensuring satisfaction are key to keeping clients loyal.
Clear and consistent communication is the foundation of client retention. Keeping clients informed about updates, milestones, and outcomes helps them feel involved and valued. Tools like client portals and automated updates can streamline this process, creating a transparent and engaging client experience.Personalization is another critical strategy. Tailoring your services to meet individual client needs shows that you care about their success. According to research, 80% of clients are more likely to stay with a business that offers personalized experiences, as it strengthens trust and relevance.
Proactive problem-solving also plays a significant role in retention. Addressing potential issues before they arise demonstrates a commitment to the client's success and fosters a sense of reliability. Regular feedback loops like surveys or one-on-one reviews allow you to identify and resolve concerns early.
Lastly, reward loyalty with incentives or exclusive perks. Programs that recognize long-term clients, such as discounts, early access to new services, or VIP support, reinforce the value of their relationship with your business. Companies that implement loyalty programs see an average 5%–10% increase in customer retention rates.
By focusing on these strategies, businesses can build stronger relationships, improve satisfaction, and foster loyalty, ultimately driving sustained growth. A client portal is the best way to impress any client.
Key Features to Look for in Client Portal Software
Not all client portal software is the same, and the ideal cloud-based tool will vary depending on your business's unique needs.
Are you a freelancer, agency, startup, or something in between? Understanding your business type and model—whether it's hourly billing, project-based invoicing, or monthly subscriptions—plays a key role in finding the right platform.
Before selecting a customer portal solution, let's take a closer look at some key factors to consider.
User-Friendly Interface
A user-friendly interface is essential when choosing client portal software; it has to be intuitive with a clean user interface. With many apps on the market these days, with many different user flows and designs, clients do not want something with a learning curve but rather something that is self-explanatory. As soon as the user logs in, they are familiar with the UI and can get around with no confusion.The best client portal tools will combine this ease of use with robust functionality, ensuring a smooth experience for everyone involved.
Integration Capabilities
Integration capabilities are a must-have feature in client portal software. Your portal should seamlessly connect with the tools and systems you rely on, such as CRM software, project management platforms, and payment gateways.These integrations eliminate the need for constant switching between applications, streamline workflows, and ensure that all your data stays synchronized. This is especially important for businesses managing multiple clients or projects simultaneously.
The best client portal software will offer a variety of integrations to fit your needs, making it easier to keep everything connected and running smoothly.
Secure access
This is a big one on the list and just as important when working with clients, it's almost inevitable that sensitive information will be exchanged. That's why choosing client portal software with robust security features, such as secure authentication and protected logins for user accounts, is crucial.Your business's security is just as important, a secure client portal software will ensure secure access. Look for a solution that offers strong safeguards for user accounts and permissions, protecting client and company information.
Collaboration features
Yes we all agree that effective communication is the backbone of any service-based business. It's not just about sending messages or emails to clients—it's also about sharing updates, tracking task progress, and providing insights through reporting tools.
When choosing client portal software, here are some essential features to prioritize:
- Built-in Messaging Tools - For seamless communication with clients.
- Customizable Forms - These are used to collect information or feedback easily.
- Reporting Dashboards - To embed and share real-time data and analytics.
- File Sharing and Storage - This is for secure access to essential documents.
The ideal client portal software will combine all these features to help you deliver a smooth and professional client experience.
Types of Сustomer Self-Service Portals
Customer self-service hubs come in various types, each offering distinct features and advantages.
Below are some of the most common categories:
| Portal Type | Definition |
| Community Forums |
Allow customers to post questions and receive answers from both other users and company representatives. These forums build a sense of community and brand loyalty. |
| FAQ Portals | These hubs offer a searchable database of frequently asked questions and answers, enabling customers to quickly find the information they need. |
| Knowledge Base Portals | Designed for technical products, these portals provide detailed guides and documentation to assist even experienced users. |
| Chatbot Portals | Offer 24/7 support through virtual assistants, handling simple inquiries quickly while reducing costs and wait times. |
| Chat-Based Portals | Enable real-time interaction with customer service representatives. Ideal as a last resort when other self-service options don't resolve the issue. |
| Video-Based Portals | Provide a library of step-by-step video tutorials, ideal for visual learners and troubleshooting common issues. |
| Billing Portals | Allow customers to manage their accounts, view statements, and make payments, reducing billing inquiries and enhancing convenience. |
| Hybrid Portals | Combine multiple self-service options, such as knowledge bases, community forums, and live chat, for a comprehensive customer experience. |
| Customer Portal | A secure, personalized platform where customers can track their interactions, access documents, view project updates, and communicate with your team. |
| Helpdesk Portal | Centralize customer support by integrating ticket management, chat options, and FAQs in one place, ensuring efficient query resolution. |
| Employee Portal | These portals provide employees with access to essential tools, resources, and information, such as HR documents, schedules, and internal communication hubs. Tips For Creating The Best Employee Portal That Your Employees Will Use |
Best Client Portals: 10 Best Top Client Portal Software for 2025
Our top picks for the best client portal software 2025, carefully curated to help businesses enhance collaboration, streamline communication, and deliver exceptional client experiences. Client portal examples that offers unique features tailored to different industries, ensuring you'll find the perfect solution to meet your needs.
Whether you're a freelancer, agency, or enterprise, these tools are designed to simplify workflows and improve client satisfaction, here we have put together the best client portals.
Client Portal Examples: Client Portal Software Comparison Chart
| Client Portal Software | Free/Paid |
| AgilityPortal | Paid with 14 day Trial |
| MyDocSafe | |
| Huddle | Paid |
| Client Portal | Paid |
| Zendesk | Paid |
| Bitrix24 | Paid with a Free option |
| ShareFile by Citrix | Paid |
| Glasscubes | Paid |
| HoneyBook | Paid |
| SuiteDash | Paid |
Alright, let's take a closer look at each one some of the portal are paid, and some of the others client portal software free for a trial.
#1. AgilityPortal:Client Portal Software for Small Business and Employees
Best for: Modern service-based businesses
AgilityPortal is an all-in-one client portal software for small business, its referred to as a extranet portal app and the employee portal app also known as a intranet portal app is an all-in-one designed to streamline collaboration and improve communication for service-based businesses, agencies, and startups. Its intuitive interface and extensive customization options make it easy to create secure, branded client portals that deliver exceptional user experiences.
AgilityPortal's mission is to empower businesses to keep clients and employees engaged by offering tools that enhance productivity and connectivity. The platform is designed for companies looking to combine functionality with simplicity, it has a simple client portal builder from widgets, to custom tabs.
From personalized client dashboards to secure file sharing and seamless project management, AgilityPortal provides everything you need to impress clients while maintaining efficient internal workflows.
AgilityPortal also boasts integrations with popular tools you can create a client portal dashboard for all your cleint, and create custom tabs and emebed apis allowing you to effortlessly connect your existing tech stack.
For instance, you can integrate Google Drive for document management, Microsoft Teams for communication, and Stripe for invoicing and subscriptions.
Core Features
Pricing
Pricing: Starts at $99/month (billed annually) - Ulimited clients + 100 Employees
Rating
- G2: 4.8 out of 5 stars
- Capterra: 4.9 out of 5 stars
#2. MyDocSafe:Client Portal Software for Accountants
With features designed to save time and effort, integrations to boost efficiency, and tools to enhance engagement, MyDocSafe helps drive revenue growth. It's available as a standalone platform or through an API for seamless integration with your existing systems.
Core Features
- E-Signature Capabilities
- Secure Document Management
- Client Portals
- Workflow Automation
- Virtual Data Rooms
- Customizable Onboarding Processes
- Compliance Management
- API Integration
Pricing
- Starter: £21 per month (approximately $28), includes 2 company users and up to 75 client users.
- Small: £76 per month (approximately $99), includes 8 company users and up to 300 client users.
- Medium: £189 per month (approximately $240), includes 20 company users and up to 750 client users.
- Business: £553 per month (approximately $700), includes 60 company users and up to 2,500 client users.
- Large: Custom pricing for over 60 company users and more than 2,500 client users.
Rating
#3. Huddle:Document Collaboration for Regulated Industries
Best for: Document sharing
Huddle is a powerful client portal solution tailored for freelancers and small businesses. It offers unparalleled collaboration and document management features. Designed to enhance project transparency, streamline workflows, and foster stronger client relationships, Huddle is the ultimate tool for efficiently managing multiple projects.
Ideal for businesses that prioritize secure file sharing, real-time collaboration, and task management, Huddle stands out with its intuitive interface and advanced functionalities. Freelancers and agencies can use Huddle to centralize client communication, share project updates, and ensure seamless teamwork, all within a secure digital workspace.
Core Features
Pricing
- Visit the website for detailed pricing options.
Rating
#4. Client Portal:Agencies, Schools, Law firms, and Coaching Practices
Best for: One to one cleint management
True to its name, Client Portal is a dedicated client portal solution tailored for businesses such as agencies, schools, law firms, and coaching practices.
Much like Copilot, Client Portal stands out on this list for offering robust customization options.Client Portal is an excellent option to consider if you work with clients who frequently reach out with questions or need seamless access to review documents. It also includes valuable features like notifications and integrations, ensuring it works effortlessly alongside the tools you already use in your tech stack.
Core Features
Pricing
- Pricing: Client Portal offers a single-site license priced at $249
Rating
#5. Zendesk:Dedicated Hub for Customer Management
Best for: Managing customers
Zendesk Guide's customer request portal empowers users to stay updated on the activities that matter most.
From a single platform, customers can monitor the status of their support tickets, review updates in the knowledge base and community contributions, and follow the content that interests them. With a dedicated customer web portal, finding the information they need becomes seamless and efficient.
Core Features
Pricing
Rating
#6. Bitrix24:CRM, Project Management and Customer Portal
Best for: CRM and Customer Portal all in one solution
This portal allows you to bring your customers directly into your Bitrix24 CRM by creating dedicated workgroups or projects for each client. With no limit on external users, you can effortlessly collaborate. Each workgroup or project includes its own workspace, document storage (ideal for contracts and invoices), calendars, and additional tools to keep your processes seamless.
The CRM client portal is equipped with robust customer support capabilities. Bitrix24 integrates telephony, SMS, email, Facebook, Instagram, website live chat, and other popular messaging platforms into its support center. This enables you to deliver exceptional customer service to every client right from within your CRM.
Bitrix24's pricing is another standout feature and it also has a free client portal for small businesses. The free cloud plan supports unlimited customers and allows unlimited employees to access the CRM. Paid cloud plans unlock advanced features like marketing and sales automation. Plus, the mobile CRM portal is fully accessible on iOS and Android devices.
Core Features
Pricing
Rating
#7. ShareFile by Citrix: Small Enterprises to Large Corporations
Best for: Sharing files with clients
ShareFile is a comprehensive solution for secure content collaboration, file sharing, and synchronisation, designed to meet businesses' diverse document management and workflow requirements, from small enterprises to large corporations. With its versatile offerings, ShareFile ensures seamless access, sharing, and storage of sensitive documents, making it an indispensable tool for industries prioritising data security and efficiency.
The platform allows businesses to choose between cloud-based or on-premises storage, catering to unique organisational needs and compliance requirements. Also, ShareFile offers advanced features like virtual data rooms, which are ideal for managing confidential transactions such as mergers and acquisitions, and client portals that streamline communication and document sharing with external stakeholders.
By Citrix, ShareFile is trusted by companies worldwide for its robust security measures, user-friendly interface, and integration capabilities.
It empowers teams to collaborate efficiently while safeguarding critical data, making it a preferred choice for businesses in finance, healthcare, legal, and other document-intensive sectors. Whether you need secure storage, advanced sharing tools, or tailored workflows, ShareFile delivers a reliable and scalable solution to drive productivity and maintain trust.
Core Features
Pricing
Rating
#8. Glasscubes: Client Engagement and Information Gathering
These virtual workspaces act as centralized hubs where teams, clients, and external partners can collaborate seamlessly in real time. Whether sharing files, assigning tasks, or tracking project progress, Glasscubes ensures every stakeholder stays informed and connected. Its secure design protects sensitive information, making it an ideal choice for industries like finance, healthcare, legal services, and consulting, where data confidentiality is critical.
Glasscubes also supports dynamic project management through task tracking, document version control, and workflow automation, helping organizations save time and reduce errors. Its mobile accessibility ensures teams can collaborate and maintain productivity regardless of location.
With features like granular user permissions, activity tracking, and integration with popular third-party tools, Glasscubes provides a comprehensive solution for businesses of all sizes looking to simplify collaboration, enhance transparency, and boost overall efficiency. It's the perfect tool for organizations aiming to foster stronger connections and effortlessly achieve project success.
Core Features
Pricing
Rating
#9. HoneyBook: Independent Businesses Provide Client Experiences
HoneyBook is an all-in-one client management and business operations platform for small businesses, freelancers, and creative entrepreneurs. It streamlines essential business processes such as project management, invoicing, payment processing, and client communication, helping users save time and focus on growing their business.
HoneyBook is particularly popular among service-based businesses, such as photographers, event planners, consultants, and designers. It provides tools to create professional proposals, manage bookings, track project timelines, and automate workflows from a user-friendly platform.
Core Features
Pricing
Rating
#10. SuiteDash: All-in-One Business Software
Suitedash client portal is a versatile, all-in-one business management platform designed to help small and medium-sized businesses streamline operations, manage client relationships, and enhance collaboration. By combining tools for project management, client portals, billing, and communication into a single interface, SuiteDash eliminates the need for multiple standalone software solutions.
Core Features
Pricing
Rating
How to Choose the Right Customer Portal Software for Your Business
Now that we have listed the top 10 client portals let's get into how to select the right customer portal software for your business.Build Your Own Customer Portal with AgilityPortal
With AgilityPortal, you can create a fully customizable self-service portal for your business clients in minutes.
Designed for businesses of all sizes, AgilityPortal empowers organizations to build a tailored hub that meets their customers' unique needs—no coding or technical expertise required. Easily integrate features such as live chat, knowledge bases, video tutorials, support widgets, and custom links to deliver a comprehensive customer experience.
Transform Client Collaboration with AgilityPortal!
AgilityPortal's self-service portal equips businesses with the tools to enhance client engagement, reduce response times, and foster long-lasting relationships. Your customers can independently find answers, stay connected, and track ongoing conversations—all in one centralized hub. This not only improves customer satisfaction but also helps lower support costs.
Think of AgilityPortal as the ultimate protector of great customer connections, collobration, and communication, enabling your clients to self-serve while you focus on growing your business.
Learn more: AgilityPortal
FAQs when researching the best client portal software
What is a client portal?
A client portal is a secure, online platform that allows businesses to share files, communicate, and collaborate with clients efficiently.Why do I need client portal software?
Client portal software enhances communication, improves client satisfaction, streamlines workflows, and provides 24/7 access to information.What features should I look for in client portal software?
Look for features like document sharing, real-time chat, integrations with CRM or project management tools, customizable dashboards, and strong security measures.Is client portal software suitable for all industries?
Yes, client portals are versatile and can be tailored to meet the needs of various industries, including healthcare, finance, education, and professional services.
Is client portal software secure?
Most modern client portal solutions include advanced encryption, secure login options, and compliance with data protection regulations like GDPR or CCPA.Can I integrate a client portal with my existing tools?
Many client portal platforms integrate seamlessly with CRMs, accounting software, project management tools, and communication apps like Slack or Microsoft Teams.Do I need technical expertise to set up a client portal?
No, most client portal software is user-friendly and requires little to no technical knowledge for setup and customization.Is it possible to customize the client portal to match my brand?
Yes, many client portals offer branding options, such as custom logos, color schemes, and personalized dashboards.
How much does client portal software cost?
Pricing varies depending on features and the number of users. Many providers offer scalable plans, starting with free or trial versions for small teams.Will my clients need training to use the portal?
Most client portals are designed with user-friendly interfaces, so minimal training is required for clients.
Can a client portal handle sensitive or confidential information?
Yes, reputable client portals include robust security features to protect sensitive data, such as multi-factor authentication and secure file storage.What types of support are available for client portal software?
Support options often include live chat, email, knowledge bases, and video tutorials. Some providers offer premium support for advanced troubleshooting.
How does a client portal improve communication?
A client portal centralizes all client interactions, including file sharing, updates, and messaging, ensuring seamless and organized communication.Can a client portal help reduce operational costs?
Yes, by automating routine tasks and reducing manual communication efforts, client portals save time and operational costs.Is a client portal scalable for business growth?
Most modern solutions are scalable, allowing businesses to add users, storage, and features as they grow.