—Support
Give clients one place to see status, share files and approve work
A secure client portal where each client sees the status of their work, uploads and downloads files, approves drafts and messages the team, with status kept current automatically from the systems where the work happens.
The problem
Clients chase you for updates because they can't see what's happening. Their work is moving inside your systems: a matter in your case tool, a project on your task board, a file in your shared drive. None of that is visible from the outside, so the only way for a client to find out where things stand is to ask.
Each "any update?" email takes a few minutes to answer. Someone looks up the status, writes a reply and copies a colleague. Repeat that for every client, every week, and a real part of your team's day goes to reporting on the work instead of doing it.
Documents and approvals have the same problem. Clients send files to whoever they last spoke with, by email, in whatever format they have. Approvals arrive as "looks fine" in the middle of a long thread, and later nobody can find which version was approved or when. Sensitive documents sit in inboxes where they don't belong.
What we build
We build client portals with Custom software, Worcia's software development for portals and internal tools, and keep them current with Maestro, Worcia's AI process automation.
- Each client gets a secure sign-in. Clients sign in with their email and a second verification step, and see only their own work. Your team sees what their role allows.
- Status keeps itself current. Maestro reads the stage of each piece of work from the systems where it happens, such as your case management, project or job tool, and shows it to the client in plain language. Nobody posts routine updates by hand.
- Documents go to one place. Clients upload files against a checklist of what's needed. Each upload is filed to the right record, checked for the basics, such as the right file type and a readable page, and confirmed to the client.
- Approvals are recorded. When you need a sign-off, the client sees the exact version, approves it or asks for changes, and the portal records who approved what and when.
- Messages stay with the work. Clients message the team from inside the portal, and each message is attached to the right matter or project, not lost in one person's inbox.
- Clients hear when something changes. A short email or text says there's an update and links to the portal, so clients don't have to keep checking.
- Your team sees what's waiting. One view shows outstanding documents, overdue approvals and unread messages across every client.
We build only what your clients will use. Often that's three screens: status, documents and messages. Invoices, scheduling or reports are added where they earn their place. Clients can use the portal on a phone without installing anything.
How it connects
A portal is where clients meet the rest of the system, so it connects to the processes before and after it.
- Onboarding. A portal is a natural home for client onboarding: intake forms, document requests and the kickoff booking can live there from the first day.
- Questions. Concierge, Worcia's AI sales and service agents, can answer common questions inside the portal from your approved information and hand off to the right person when a question needs one. See FAQ deflection chat.
- Invoices. Maestro can place invoices and payment links in the portal when work is billed, matched to the right client and project.
- Older systems. If status lives in a system with no API, legacy system data entry explains how we read from it without giving clients access to it.
If you're weighing a custom portal against an existing product, read custom software vs off-the-shelf SaaS. For how we handle client documents and access, see our security page.
What we measure
Before launch, your team tags status questions and emailed documents for a sample period to set a baseline. After launch, we report the same measures against the agreed targets.
- Status questions received by email and phone. The number of "where are we?" contacts per active client per month. Measured by tagging them in your inbox and call log, before and after launch.
- Documents received through the portal instead of email. The share of client documents uploaded to the portal rather than sent by email. Measured from portal uploads compared with emailed documents in the same period.
- Time from approval requested to approval given. Days from the portal asking for a sign-off to the client giving it. Measured from portal timestamps, median and 90th percentile.
- Clients active in the portal each month. The share of active clients who sign in during the month. Measured from sign-in records.