Looking for the right client portal?

This guide covers what client portals are, which tools are worth considering (including DIY options), and how to choose one that fits your workflow.

If your client experience runs through email, you’ve probably felt the friction: files scattered across message threads, sensitive information sitting in inboxes, and a steady stream of questions like “What’s the status on my project?” and “Can you re-send me that document?”

A client portal solves this by providing clients with one secure place to find everything they need to work with your business—think of it as the modern front desk, filing cabinet, and project board built for clients.

What Is Client Portal Software?

Client portal software is a secure online space where clients can log in to access the information you share with them, including documents, status updates, files, and messages. Instead of relying on email threads and scattered folders, a portal creates a centralized, permission-controlled hub that keeps work organized and gives clients a clear place to go for “what’s next.”

Depending on the tool, clients may also upload documents, submit requests, fill out forms, or pay invoices. Self-service portals empower customers to complete routine tasks at their own time, reducing the time your team spends on repetitive admin.

Quick Shortlist: Best Client Portal Software for 2026

Best overall client portal software for 2026: SuiteDash

Known as the Swiss Army Knife of client portal software, SuiteDash is a favorite for its white-label, custom client portal experience, tailored to different needs and industries.

Best for agencies and creative teams: Clinked

Clinked is our top pick for agencies and creative teams, thanks to its project workflows and portal capabilities that move projects forward and centralize information for easy collaboration.

Best for security-focused industries: Onehub

With activity tracking, detailed permission controls for security compliance, and an intuitive interface, Onehub stands out as a leading client portal that balances security with functionality.

Best for freelancers and small teams: Honeybook

Honeybook offers a centralized platform and client portal for small teams, businesses, and freelancers to easily manage client information, invoices, contracts, and payments.

Best DIY option for building custom portals: Cognito Forms

Cognito Forms is a DIY solution for businesses needing client portals with advanced data collection and automation. It offers a central space for collaboration, task review, appointment requests, file uploads, and offers SOC 2 and HIPAA compliance for data security.

 

Comparison Table: Client Portal Software at a Glance

When looking at client portal software and the vast array on the market, we have to include more than five. Here’s the comprehensive list of our top 12 platforms—each one is unique.

Software	Best For	Starting Price	Standout Features
SuiteDash All-in-one client portal	Running a services business in one place	$19/user/month 14-day free trial	CRM functionality Project management and invoicing Workflow automations
Foyer All-in-one client portal	Simple branded portal for service teams	$19/user/month 14-day free trial	White-label portal Files, forms, messaging Tasks
Zendesk Support portal	Customer support and self-serve help center	$19/user/month 14-day free trial	Ticketing portal Knowledge base Automations AI capabilities
Clinked Project portal	Client collaboration and approvals	$95/month 10-day free trial	White-label portal Security and compliance
Moxo Project portal	Structured client workflows	Contact for quote	Workflow orchestration Secure messaging Approvals
Honeybook Billing portal	Freelancers and small teams managing client flow and payments	$29/month 7 day free trial	Proposals and contracts  Payments and invoicing Client pipeline
Cognito Forms DIY portal	Small to medium businesses that want portal customization	$19/month Free plan and 14-day trial	Tasks, invoices, and appointment requests Smart workflows Data capture Heavy data processing
Softr DIY portal	Teams that want dashboards and DIY portals	$49/month Free plan	Applications for teams and businesses Dashboards
Zoho Creator DIY portal	Building a custom portal with a database	$8/user/month 15-day free trial	Low-code apps Workflows, roles, and permissions
SmartVault Document portal	Accounting/tax and compliance-heavy teams	$50/user/month Free trial available upon request	Built for document collection DMS and accounting integrations
Onehub Document portal	Secure client file sharing	$12.50/user/month 14-day free trial	Secure workspaces Granular access Audit trails
Progress Sharefile Document portal	Regulated, security-sensitive document exchange	$25/user/month 30-day free trial	Enterprise-grade security Audit logs

Best All-in-One

All-in-one client portal software specializes in helping businesses create portals tailored to their specific needs. These platforms provide layouts and easy implementations for creating client portals.

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SuiteDash

Best for running a business in one place.

SuiteDash is known for its client portal, which includes advanced features that make it easy for business owners to run their business operations with minimal software. SuiteDash is a great overall choice for small- to medium-sized companies seeking custom portals and ease of use.

Pros

• Great customer support

• Feature-rich platform with seamless integration abilities

• Extensive customization abilities

Cons

• Longer implementation time and learning curve for non-technical users

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Foyer

Best for a simple, white-label client portal with security.

Relatively new, Foyer stands out for its client portal, security options, and ease of setup. Offering branded portals that work across devices, Foyer makes it easier to collaborate with clients with file sharing and other essential features.

Pros

• Ease of setup

• Exceptional customer service

• User-friendly

Cons

• Small technical platform issues reported

Best Support Portal

For businesses that constantly help answer customer questions, there is a special type of portal software that specifically makes creating support portals easier. Here is our top pick.

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Zendesk

Best for customer support and ticketing.

Zendesk is widely recognized and used across organizations for its customer engagement platform, which lets clients find self-serve help articles, submit support requests, and track and update their tickets in one place. It enables businesses and teams to build portals that provide customers with quick support and easy access to a knowledge base tailored to their needs.

Pros

• Strong ticketing and multi-channel support (email, texts, chat, and social)

• Great self-service portal experience

• Robust reporting and insights for teams

Cons

• Pricing tiers can be higher for smaller teams, depending on features

• Can be complex to set up

Best Project Portal

One of the top reasons businesses choose project portal software is to reduce back-and-forth with clients and provide a clear picture of where the collaborative process stands. These are some of the top software for this specific portal.

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Clinked

Best for client collaboration and project workflows.

Clinked is widely recognized as easy to use for project management and client portals. With in-app messaging, document sharing, project workflows, and a client portal, it’s a favorite for versatile client management and collaboration.

Pros

• Cross-team and client collaboration

• Ease of use

• Progress tracking, organization, and effective communication tools

Cons

• Limited integrations compared to others

• Lack of robust features

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Moxo

Best for a project-style client portal focused on guided workflows.

Moxo is a premium, secure, branded client portal that centralizes onboarding, document sharing, approvals, and automated workflows for seamless project collaboration with clients. Aimed at larger or more regulated organizations with enterprise-grade capabilities in higher tiers.

Pros

• Secure and organized client communication

• Easy-to-use video conferencing

• Effective team collaboration

Cons

• Limited reporting and performance abilities in-house

Best Billing Portal

While most client portals support payment collection or invoicing, this recommendation stood out for its straightforward implementation as a dedicated billing portal for businesses and clients.

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HoneyBook

Best for freelancers and small service teams.

HoneyBook makes managing the full client lifecycle simple. From inquiries and proposals to contracts and invoices, and from payment collection to project communication, HoneyBook provides a client-facing portal that makes each step visible to clients.

Pros

• Great end-to-end client workflows and client portal

• User-friendly for non-technical users

• Automations and reminders

Cons

• UX/UI experience can be confusing at times

Best DIY

This category includes software that, in addition to client portals, offers other specialized features. They deliver seamless experiences for clients by providing a dedicated account page that integrates with their standout features.

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Cognito Forms

Best for custom workflows powered by forms and workflow automation.

Cognito Forms, a leading automation and form builder, offers unique customization of the client portal. With distinct features like automated reminders, tasks, and secure login, it makes portal creation and customer portals do exactly what you need.

Pros

• Quick implementation

• Customize customer portal for any type of client (client, patient, student, etc.)

• Drag-and-drop builder, templates, and AI make customizing each portal easy

• Custom branding available

Cons

• Not a full portal suite on its own, takes a “do-it-yourself” approach

 

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Softr

Best for no-code apps that turn data sources into client portals.

Softr is a leading app-building platform. Businesses can create custom applications with databases using no code for their business needs. While that is Softr’s main function, it also offers client portals for customer-facing needs. Teams can create the unique portals they need with Softr, making it a DIY solution.

Pros

• Strong ease of use and implementation

• Numerous integrations across platforms

Cons

• Some template constraints are making it less customizable compared to other platforms.

• Some users note slowness depending on data complexity.

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Zoho Creator

Best for low-code app development with client portals.

Part of the Zoho suite, Zoho Creator allows teams to customize low-code applications for their business and build a client portal. A standout feature of their portals is that they can be downloaded as a progressive web application or a native mobile application.

Pros

• Extensive and seamless integrations

• Makes cross-team collaboration seamless

• Drag and drop builder with low-code options

Cons

• Like other DIY options, more build/setup work than a “ready-made” client portal.

Best Document Portal

The top document portals are recognized for their security measures and collaboration workflow capabilities. These were the most frequently mentioned options when choosing the best document portals.

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SmartVault

Best for accounting/tax teams for tax-specific workflows and secure file storage.

SmartVault is a blend of secure document management and a client portal software. It’s popular in the accounting industry for its ability to collect, organize, and exchange sensitive files, with strong security and compliance options.

Pros

• eSign and workflow add-ons

• Security and compliance

• Branded client portal

Cons

• Limited offline capability

• Cost adds up as the number of users increases

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Onehub

Best for general-use secure file exchange and client workspace.

As a secure file-sharing platform used as a branded client portal, Onehub is recognized for its bank-level security on documents and files. Not only is it secure, but it also offers features such as tracking the activity clients spend on each page and granular permissions that can be set down to specific files for individuals/groups. This makes it ideal for a document portal that collaborates well with clients.

Pros

• Bank-level security with granular permissions

• Activity tracking can show how much time clients spent on a page

• Clean, user-friendly interface experience

Cons

• May require additional tools for invoicing and payment collection

• Limited workflow automation compared to platforms like all-in-one client portals

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Progress Sharefile

Best for teams who want enterprise-grade secure document exchange.

Progress ShareFile offers robust security and HIPAA compliance—making it ideal for industries that handle client data. Across the health, legal, and corporate sectors, it’s recognized as a secure client portal for document storage, handling, and exchange.

Pros

• Great for teams that use Microsoft 365

• Robust security features

• Seamless file sharing

Cons

• Lacks advanced features compared to other platforms

• Some reported issues with uploading large files

Top 8 Benefits of Client Portal Software

Before selecting the ideal client portal software, it’s important to understand its benefits. Some platforms specialize in secure document portals, while others offer broader services. Generally, they share these main advantages:

Essential Features to Look for in Client Portal Software

Client portal software offers essential features that improve organization, client independence, and data management.

• Security features 
  Encryption, two-factor authentication, and role-based permissions protect sensitive data. Healthcare and legal firms need HIPAA compliance and audit trails, while other businesses may only need basic secure file sharing.

• File sharing and doc management 
  Version control, bulk uploads, and activity tracking help manage client documents. Activity logs show when clients download files, which brings insights into follow-up timing.

• Communication tools 
  Built-in messaging keeps conversations tied to specific projects instead of scattered across email. This creates easy-to-reference points of contact and the ability to search for a specific conversation within the tool.

• Project and task tracking 
  Clients see project status, completed milestones, and required actions without needing status update emails. Progress indicators keep everyone aligned on timelines — increasing accountability for project completion.

• White-label branding 
  Custom logos, colors, and domains make portals feel like a true extension of your business. This builds rapport and creates a professional experience for your client.

• Payment and invoicing 
  Integrated billing lets clients view invoices and make payments in one place.

• Self-service resources 
  Knowledge bases and FAQs let clients find answers independently, reducing repetitive support questions. Ticketing systems help track complex requests.

• Mobile access 
  Mobile-responsive design and accessibility ensure clients upload documents, review materials, and receive notifications from any device.

• Integrations 
  Connections to your CRM, accounting software, or project tools prevent data silos and eliminate duplicate entry across platforms.

• Automation capabilities 
  Automated notifications alert clients when documents need signatures or when deliverables are ready. Giving businesses the opportunity to scale as their client base grows.

Quick Tip

Match features to your workflow. Document-heavy businesses need security, project-based businesses need collaboration tools. All-in-one or DIY solutions offer combinations of features to help juggle business processes.

 

Types of Client Portals

You’ve noticed variations across platforms mainly because different types of client software exist. As doctors specialize in a medical field, certain customer portal platforms specialize in specific areas.

Document portal (secure file exchange)

The document portal will be your go-to for security and, depending on your industry, a place where clients and teams can collaborate on documents together. Most document portals target industries that handle large volumes of documents and files, such as contracts, tax documents, and other important records. Security is key for these platforms.

Project portal (tasks, updates, approvals)

A project portal focuses on providing a seamless collaboration experience for the client and team. With workflows, project approvals, proposals, and messaging features, this type of client portal is designed for high visibility and workflow.

Support portal (tickets + help center)

Support portals are platforms where businesses offer assistance to their clients. They often show ticket statuses to both clients and support staff and include knowledge bases. These resources help clients find answers in help documentation when immediate support isn’t available.

Billing portal (invoices + payments)

Billing portals allow teams and organizations to house current invoices, contracts, and payments for themselves and their clients.

All-in-one (mix of the above)

All-in-one client portal software is simple to use. It integrates features such as document storage, project management, support, and knowledge bases on a single platform. Businesses can customize it to include billing capabilities, making it ideal for teams that prefer a comprehensive solution over specialized portals. This approach provides a versatile, all-in-one tool that performs each function effectively.

DIY (offers a client portal in addition to other functions)

DIY solutions to create client portal software offer the benefits of a client portal, while at the same time offering other powerful features they’re known for on their platform. Client portal-specific software does it well and is ready to go most of the time. The benefits of a DIY solution often include pricing, customization, and a platform with strong suites in other areas of software as well.

Costs and Pricing for Client Portal Software

When selecting client portal software, pricing is a key factor to compare options. Most portals aren’t priced on a simple monthly rate; instead, costs depend mainly on who needs access and what functions the portal must support.

User-based pricing

Often, the assumption is “we have 5 employees, so we pay for 5 users.” But with client portals, costs can vary by vendor for external and guest access. Depending on the platform, you might pay for internal users, client accounts, client users, guests with view access, or support agents. Since two tools might seem similar in features, it’s essential to consider your specific usage needs to estimate costs accurately.

Features and tiers

Consider the features and capabilities you want in your portal and how they impact pricing:

• File-sharing portals typically increase in cost with more storage, permissions, and security.

• Intake and workflow portals often scale with the volume of client activity, such as submissions, approvals, and automations.

• All-in-one portals tend to cost more when adding messaging, tasks, billing, or branding options.

• Support portals usually scale by agent seats and may include charges for advanced routing, automation, analytics, AI, or multiple brands.

• Security and compliance features like HIPAA, SSO, and audit logs are often included in higher-tier plans across different portal providers.

Knowing this, you’re one step ahead of pricing and less likely to be surprised by costs once you start using your portal software.

Quick Tip

It’s worth doing the math now, to avoid any surprises down the road once you’ve started using the software. Spend time on the pricing pages and take inventory of usage and user costs.

 

How to Choose the Best Client Portal Software for Your Team

Selecting the right client portal begins with understanding your specific needs and workflow. Here are some helpful tips on how to narrow down your options:

Start with your primary use case. 
What’s the main problem you’re solving? If it’s a secure document exchange with strict compliance requirements, prioritize a product that supports those measures. If you’re managing end-to-end projects with approvals, lean towards project or DIY portals that simplify processes and bring visibility. For teams or businesses juggling invoicing, billing, communication, projects, and more, an all-in-one solution makes more sense.

Consider your technical resources. 
Do you or your team have time to install portal software, or would you prefer something that works “off-the-shelf?” All-in-one and specialized portals require minimal setup and ongoing maintenance, whereas DIY options offer greater flexibility but require more initial setup time.

Evaluate your client’s experience. 
Think about your client. How tech-savvy they are. Will they struggle with complex interfaces? Platforms that elevate client-facing processes, like billing, and offer all-in-one portals are known for intuitive client experiences—making it easy to engage, no matter where they are in their tech experience. More feature-rich options might overwhelm less technical users or require some instruction to navigate effectively.

Test before committing. 
This is probably already on your mind, but make the most of free trials. Most platforms offer 7-14-day trials. Use this period to evaluate the client experience and the user and admin interfaces. Invite a trusted colleague or team member to provide honest feedback and insights.

Consider business growth. 
This involves evaluating cost and pricing adjustments, as well as the platform’s ability to scale workflow automations and key capabilities. If your team is currently three members but aims to grow to 10 or 15, review the pricing changes and ensure the platform can handle higher client volumes and workflows without performance issues.

Build Your Custom Portal with Cognito Forms

With so many options available, choosing the right client portal comes down to understanding your specific needs. Do you need the security and compliance of a document portal, or the workflow capabilities of a project portal? Payment features of billing portals? Or perhaps all three?

If you’re looking for flexibility without compromising on power, Cognito Forms offers a DIY approach that lets you build exactly what your business needs—without paying for features you won’t use.

Cognito Forms gives you the building blocks to create a portal tailored to your workflows. You get enterprise-grade security, professional branding, document uploads, e-signatures, automated workflows and tasks, and 24/7 secure client access–all configurable in hours, not weeks.

Ready to build your ideal client portal? Start with our Cognito Forms 14-day free trial.

 

FAQ 

What is client portal software? 

Client portal software is a secure online platform that provides clients with personalized access to files, project updates, invoices, and communication tools in one centralized location. It replaces scattered emails and shared drives with a branded, self-service hub.

What features are most important in client portal software?

Essential features include secure file sharing, messaging or communication tools, project/task tracking, white-label branding, integrations with existing tools, self-service resources, mobile access, and activity logging.

How much does client portal software cost?  

Pricing ranges from free plans with limited features to $100–$600/month for full-featured solutions. Most platforms charge per user, per client, or offer flat-rate tiers. Expect to pay $20–$50/user/month for mid-tier options.

How is a client portal different from email or shared drives? 

Unlike email threads or shared folders, a client portal offers secure access controls, activity tracking, self-service resources, and a branded experience. It centralizes all client interactions in one organized location rather than scattering them across inboxes and folders.

Who should use client portal software?

Client portals are ideal for agencies, consultants, accountants, law firms, healthcare providers, and any service business managing ongoing client relationships, sensitive documents, or complex projects with multiple stakeholders.