Trello | Client Portal

As a customer, there is nothing I love more than having access to a client portal. A place to access all my information online without having to talk to someone.

I wanted to give that to my clients too.

I’d been using FreshBooks which allows a client to access a portal after their first invoice. I wanted more, and when my business outgrew FreshBooks, I saw an opportunity to make it happen.

First I started researching and testing all the bookkeeping/CRM programs out there. Finally, I settled on QuickBooks Online. I still needed a way to make portals and track my time.

After trying out several time trackers, I landed on Ebillity. It integrates with QuickBooks and offers an online customer portal function. I tested it out. The client portal has some tech issues, but I love the time tracking and reporting options, so I stuck with it.

I still didn’t have a way to create the robust client portals I had in mind. Enter Trello. If you’ve been around a while you know, I LOVE and use Trello religiously for my business.

The Setup

Each client has a board. Since I am a Trello Gold member, I created on brand backgrounds for each of my clients. I’ve enabled the custom fields and Google Drive power-ups. Each board has the same naming format, Client Name – Client Business name.

The Lists

  • Contact Info – This list has one card on it. This card is the card on which I use the custom fields power-up. I created a field for all the contact information I gather for my client. Then I set each field so the field information is visible on the front of the card. That means I can see all the contact info without having to open the card.
  • Client Information – The first card on this list is the contract card. I’ve attached the client’s contract to this card for easy reference. The second card on this list is a link to my digital welcome packet. Other cards on this list are customer specific general information my clients may find useful. Examples include social media content themes and a brand style guide.
  • Invoice Information – In this section, I have a card for each invoice I’ve created for the client in 2017. I’ve attached a copy of the invoice which can be saved or printed as needed.
  • Time Usage Reports – My clients currently pay for blocks of time or by the hour. I provide detailed reports showing what I spent those hours doing each month. These reports are saved by month on an individual card for easy reference.
  • Website/SM Links – This list is as much for me as it is for my clients. I like to make sure I always have them most update to date links for each client in an easy to access place.

In The Future

As I migrate clients to the Trello portal and add new clients to my business, I can see using my client portals as a way to communicate and track to-do items. The great thing about Trello is the ability to make it what you need it to be.

Trello Client Portal Board Template


Kelli is the COO or Captain of Operations at Even Keel Ops. Her passion is helping overwhelmed entrepreneurs get their operations organized. When she’s not busy helping others unload their overwhelm you can find her on the beach with a book.
Trello | Client Portal

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