How Agencies Use Client Portals to Reduce Emails by 70%
Nuwan Sameera ••
#Agency Management#Open-Source#Client Portal
If you’re running an agency, your inbox probably feels like a never ending battle. Clients emailing for updates, feedback scattered across threads, files going back and forth, it’s easy to lose track and waste hours every week. Many agencies say they spend way too much time just managing emails. The good news? Plenty of teams are fixing this with client portals and seeing email volume drop by 60-80%.
Why Email Overload Is Such a Problem for Agencies
Sticking to email for everything causes issues like:
Important messages getting lost in long threads
Multiple file versions and confusion over the latest one
Constant “quick check-in” emails for status
Feedback spread out and hard to track
Hours spent searching for old info
This adds up fast teams often lose 15-20 hours a week on communication alone. A solid client portal puts everything in one spot and cuts out most of that noise.
How Client Portals Cut Down Emails So Much
A good portal handles the everyday stuff without needing emails:
Real-Time Project Updates and Progress ViewsClients can log in to see timelines, task progress, milestones, and overall status anytime—no more status request emails.
Easy File Sharing and ApprovalsFiles stay in one place with the latest versions, and clients can approve right there.
Chats for Quick Questions and AnswersBuilt-in messaging lets clients ask quick questions or share updates directly in the project context.
Send Invoices and Access BillingView and manage invoices securely in the portal, with automated notifications for updates.
Request Services or ChangesClients can submit new requests or changes straight through the portal, keeping everything organized.
Auto Notifications
Clients get alerts for key milestones, completions, or new messages without manual emails.
Agencies using these features often cut project emails by 70% or more, speed up approvals, and keep clients much happier.
Why Worklenz’s Client Portal Is Perfect for Agencies
Worklenz has a powerful, secure client portal packed with the features agencies need:
Branded and Customizable - Add your logo, colors, and custom domain for a professional look that feels like your own.
Full Progress Visibility - Clients see real-time dashboards with timelines, task progress, milestones, and updates.
Direct Chats and Comments - Quick messaging and in-context feedback keep questions and answers organized.
Invoice Access - Clients can view invoices and get notifications for updates, all in the portal.
Controlled Access - Hide internal details like time logs or notes show only what clients need.
Moving to a client portal is about more than cutting emails, it’s about smoother projects, better relationships, and getting your time back.
A client portal isn’t just about clearing your inbox (though that’s nice). It’s about making the whole client relationship smoother. Less friction, more transparency, better communication.
Worklenz is free and open-source, so there’s literally no reason not to try it. We’ve built one of the most powerful client portals out there, and it won’t cost you anything to see if it works for your team.
Sign up for free today – no credit card needed, and our generous free plan lets you get started immediately.
Want a personalized walkthrough or have questions about how WorkLenz fits your team? Request a demo or get in touch at support@worklenz.com.
