How it works
Set up in an afternoon.
Brand it, invite your clients, move the work in, and let the follow-up run itself. Here is the whole arc, including the parts that happen months later.
01
Add your brand once.
Upload your logo, pick your colors, point your domain. Every client workspace uses it, along with every invite, notification, and signed PDF.
It takes minutes, and you do it once.
Workspace branding
Logo
meridian-mark.svg
Brand colors
Savedclients.meridiandesign.com
Custom domain · Agency plan
02
Open a workspace per client.
Each client gets a private workspace: threads, projects, files, and documents to sign. Invite them with one link. The first screen shows exactly what needs them.
Welcome back, Dana
2 things need you today
Homepage v2
Ready for your review
Services agreement
Your signature is next
03
Move the work inside.
Start a project, drop in files, send the contract. Every comment, approval, upload, and signature lands in the thread with full history.
Your team sees everything, across every client.
Homepage refresh
Design reviewApproval logged · next stage open · history kept forever
04
Let the follow-up run itself.
Anything waiting on a client joins one list. After 48 quiet hours, a polite reminder goes out under your name. When they act, it clears.
You always know who owes you what.
Waiting on client · all 34 clients
3 openReyes Family Dental
Homepage copy approval
Hartley & Voss LLP
Signed services agreement
Blue Door Bakery
Approved in the portal · cleared itself
Clears itself the moment the client acts
05
Sign the contract without leaving.
Upload the agreement, place the fields, set the signing order, and send it. The client signs in the same place they read your messages, so there is no second tool and no separate bill.
Consent is captured before anyone signs, every step lands in a tamper-evident audit trail, and the finished certificate carries the document’s fingerprint, so any copy can be checked against the record later. For most agency agreements this replaces a separate e-signature subscription.
Alex Mora
Meridian Design
Dana Reyes
Reyes Family Dental
services-agreement-signed.pdf
Certificate and audit trail attached
06
Deliver it, and let the history keep itself.
Projects move through stages written in client language, and each gate asks the client one plain question: approve, or request changes. Their answer lands in the thread next to the work it was about, so the decision and its context never drift apart.
A week after delivery, a finished project archives itself into a searchable history. The workspace stays about what is happening now, and the answer to what did we agree in March is still one search away.
Homepage refresh
Delivered · archived to history
Archived a week after delivery. Still searchable, out of the way.
The other side of it
What your client actually experiences.
Everything above is your side. Theirs is smaller on purpose, because the fastest way to lose a client portal is to hand someone a second job.
An email from you
Every notification comes from your agency, in your name. They click one link to get to the thing that needs them.
One screen, one decision
They set a password once, then land on what needs them today: approve this, sign that. No tour, no training, nothing to install.
Or they just reply
A client buried that week can answer your email instead, and the reply lands in the right thread with its attachments. Nothing stalls.
And the day it ends
Take the whole relationship with you.
Client work ends. When it does, export the workspace in one click and get a zip: conversations as readable transcripts, the same records as structured data, every file with a manifest, and signed documents as PDFs with their certificates and signature log.
None of it needs our software to open, which is the point. A client who asks for their history gets a folder, not a login.
reyes-family-dental-export.zip
messages/homepage-refresh.md
messages/homepage-refresh.json
files/manifest.csv
signed/services-agreement.pdf
signed/signature-log.csv
projects/decisions.json
What stays true the whole way through.
Your brand, everywhere it matters.
On paid plans your clients see your name in the app, on every notification, and on every signed PDF. On the Agency plan it runs at your own domain too.
One place, one history.
Every message, file, approval, and signature stays with its client and its project, searchable for as long as you keep the account.
Email is the safety net, not the plan.
The portal is where the work lives. Email reply exists so a busy week never turns into a stalled project.
AI stays off until you ask for it.
Fourteen features, all shipped off. What you turn on drafts and suggests; nothing is ever sent, posted, or answered by a machine on your behalf.
Nothing here is a trap.
Unlimited clients on paid plans, cancellation you do yourself, and a one-click export that opens without us.
Before you decide
What we have not finished yet.
Every product page you read today is written by someone selling you something. Here is the same walkthrough from the other direction, so you find these out now instead of in week three.
The short version: notification email still sends from our address, AI is switched on per account rather than per feature in settings, direct messages stay out of the export, we hold no SOC 2 certificate, and the only agency running on this today is the one that built it. The full list lives on its own page, dated, with what is true now and what we are doing about each one.
Read what we have not finished yetEverything else on this page is running now, and the free plan costs nothing to check.
Try it on one client.
Open a workspace, move one live project into it, and see whether the chasing stops. Free plan, no card, and the export is one click if you decide against it.