Client Portal

The client portal is a branded, self-service hub where your clients can track projects, download deliverables, review proposals, view contracts, and pay invoices — without needing a Kiaro account.

Enabling portal access

Portal access is controlled per client:

1. Go to Settings → Portal
2. Find the client and click Enable
3. The client must have an email address on file

When you enable access, the client receives an email invite with a login link.

Portal seats are limited by plan:

• Free — 1 portal seat
• Solo — Unlimited portal seats
• Team — Unlimited portal seats

Controlling what clients see

Once portal access is enabled for a client, you can control exactly which sections they see using the visibility toggles in Settings → Portal:

• Invoices — Outstanding and paid invoices with payment links
• Projects — Project status, timeline, and deliverables
• Deliverables — All files and deliverables across projects
• Proposals — Proposals with accept/decline capability
• Contracts — Signed and active contracts with file downloads

All sections are enabled by default. Toggle any section off to hide it from that client’s portal. Changes take effect immediately.

How clients log in

Clients access the portal through magic link authentication — no password required.

There are two ways a client can get a magic link:

1. You send an invite — When you enable portal access or click Send Invite in portal settings, the client receives an email with a login link
2. Self-service login — Clients go to your portal login page and enter their email. If portal access is enabled for that email, they receive a magic link.

Sessions

When a client clicks a magic link, they get a portal session that lasts 30 days. After that, they need to request a new magic link to log in again. Clients can log out at any time using the Log out button in the portal navigation.

Portal dashboard

After logging in, clients land on a personalised dashboard that greets them by their company name and shows an overview of their account:

• Active projects with status
• Outstanding invoices with amounts and due dates
• Pending proposals awaiting response
• Active contracts
• Recent deliverables
• Activity feed showing recent events (invoices sent, deliverables uploaded, proposal responses, etc.)

Each section links to its full list page. Only sections enabled via your visibility settings are shown.

Branding the portal

The portal carries your branding so clients feel they are in your space, not a generic tool:

• Your logo in the top-left, picked up from Settings → Invoices (same upload used on invoice PDFs).

• Your company name next to the logo.

• Your brand accent colour — set a hex value in Settings → Invoices next to the logo upload. The accent appears across the portal in a restrained, deliberate way:

  • A 2px accent bar beneath the top navigation.
  • The active navigation item, with matching underline.
  • The client’s own company name inside the welcome heading.
  • The icon on every dashboard card (Invoices, Projects, Proposals, Contracts, Deliverables).
  • The “View all →” links on each dashboard card.
  • A subtle branded tint when hovering list rows.
  • Focus rings on keyboard-navigation.
  • The Pay Now button on invoice pages, as a filled primary CTA.

  If no accent is set, the portal falls back to the default Kiaro theme.

Clients see a personalised greeting — Welcome, their company name — along with a subtitle mentioning you by name, reinforcing the relationship on every visit.

Portal pages

Projects

Lists all projects for the client with status, date range, and deliverable count. Clicking a project shows its deliverables with download and preview options.

Deliverables

A flat list of all deliverables across all projects. Clients can download files or preview PDFs directly in the browser.

Invoices

All invoices issued to the client with amounts, status, and due dates. Clicking an invoice shows line items, totals, and payment options.

Proposals

All proposals sent to the client. Clicking a proposal shows the full content, pricing table, and accept/decline options.

Contracts

Signed and active contracts with file downloads. Clients can preview PDF contracts in the browser.

Accepting proposals

When you send a proposal, clients can view it on the portal including the full content and a structured pricing table. To accept, the client enters their full name and confirms consent. Kiaro records the signer name, timestamp, and IP address. Clients can also decline a proposal from the same page.

If a proposal has an expiration date and it has passed, the accept/decline buttons are replaced with a notice that the proposal has expired and the client should contact you for an updated proposal.

Paying invoices

If you have Stripe Connect configured, clients can pay invoices directly from the portal. They click the invoice, then click Pay, which takes them to a Stripe-hosted payment page.

Previewing the portal

To see exactly what your client sees, click the Preview Portal button on any client’s detail page. This opens the portal in a new tab with a “Preview Mode” banner. You can navigate all sections and verify the experience before your client sees it. Preview mode works even if the client’s portal access is not yet enabled.

Revoking access

There are two ways to revoke portal access:

• Disable portal (Settings → Portal → toggle off) — Disables portal access for the client AND revokes all active sessions immediately. The client cannot log in again until you re-enable access.
• Revoke Sessions button — Ends all current sessions but keeps portal access enabled. The client can request a new magic link and log in again.

Branding

On the Free plan, the client portal is a Kiaro-branded shell: the Kiaro mark sits in the top nav alongside your business name, the accent colour is the Kiaro purple, and a small “Powered by Kiaro” footer appears at the bottom. Your business name still appears so the client knows whose workspace they’re in. The same Kiaro-branded treatment applies to invoice and proposal PDFs your clients receive on Free.

On Solo and Team plans, the portal and PDFs are fully white-labeled: your logo (uploaded under Settings → Invoices) replaces the Kiaro mark, your accent colour replaces the Kiaro purple everywhere, and the “Powered by Kiaro” footer is removed. To clients, the surfaces feel entirely yours.