Of course, you know that clear communication, both internally and with clients, is crucial. But did you see the numbers?
Currently, 55% of people still rely on email for client communication, and only 19% primarily use a project management tool for this purpose.
And while 64% of people feel they have a good grasp of their project’s status (good job!), this number jumps to 83% when they use a project management tool to communicate with both team members and clients.
We did the math, and it turns out that using a project management tool is approximately 29.7% more effective than using email for communication.
The problem is, finding software that effectively combines internal project tracking with secure client communication and reporting is a real challenge—it’s usually one or the other.
What is project management software with a client portal?
Project management software with a client portal is a platform that streamlines project planning, execution, and monitoring by integrating both internal team collaboration and external client communication.
This type of software enables teams to manage tasks, deadlines, and resources while providing clients with real-time updates, reports, and direct communication channels.
Benefits of using project management software with client portal
So why exactly is a project management tool more effective than email for communication? Here are some reasons:
- By automating tasks like approval requests and follow-ups, the software speeds up processes and helps projects move forward more quickly.
- A single platform for all communication reduces the need for back-and-forth emails, making it easier to keep everyone—management, the project team, and the client—on the same page and accountable.
- Clients can access real-time updates on project progress, which builds trust and reduces their anxiety by keeping them informed every step of the way.
- Automated client reporting and visibility into project development mean the team spends less time on compiling reports and more time on actual work.
- Having all project-related information in one place simplifies data management and retrieval, making it easier to find the information you need when you need it.
- Advanced security features protect sensitive client information from unauthorized access throughout the project.
Criteria for choosing project management software with client portal
To access all these benefits, select software that fits the following requirements:
Ease of use and user interface
Your goal is to simplify communication for your team and clients, not complicate it. Since clients are usually the least tech-savvy people in the room, prioritize ease of use from the start.
Also, if you’re torn between a few platforms, consider running a quick survey to see if your clients are already familiar with any of them—or even using one internally.
Key project management features
What project management features are crucial for your workflows? Beyond basics like task management and time tracking, you might need specialized tools such as version control, dependency management, resource allocation, and others.
Client portal functionalities
The software should allow external collaborators to easily log in and access what they need without affecting other parts of the project. Typically, internal and external users should have different views: internal users see all the details, while external collaborators only view what you choose to share with them.
Integration capabilities
You're selecting more than just a communication tool—it's going to be your central hub for all project details. The software should integrate seamlessly with your existing business tools (preferably through native integrations) so you can automatically sync data without entering it manually.
Security features
First, ensure you can easily control who has access to what. Granular permission management should let you grant full or partial access to different users, keeping your project information secure with only authorized individuals.
To prevent data breaches, the software should also include robust security features like encryption and advanced user authentication methods, such as domain-restricted sign-ins or two-factor authentication.
Customization and scalability
Choose software that can grow with your business. Look for flexibility to customize features like advanced reporting and approval paths to fit your needs.
Also, check in advance that the pricing remains reasonable as you scale. When adding more features or users, make sure the cost of upgrading is manageable and doesn’t put a strain on your budget.
Support and community
Every platform has a learning curve, no matter how intuitive it is. A responsive support team and an active community can make a big difference in how effectively you can use the tool and get the most out of your investment.
7 Best project management software with client portals
Meet the tools that combine all of the aforementioned criteria.
1. Softr
G2: 4.8/5
Capterra: 4.7/5
Want a project management tool that checks all the boxes and beyond? Softr lets you design one by yourself, no matter your tech skills.
With Softr’s no-code app builder, you can create a custom project management platform with an integrated customer portal that only includes the features you need. Build anything from a complex system with custom workflows for your team members to a simple portal your clients will love—it's all up to you.
You can start from scratch or use our project tracking and client portal templates.
Key features
- A drag-and-drop builder with a variety of building blocks such as dashboards, forms, timelines, AI chatbots, etc. to build apps of any complexity.
- Pre-built app templates to quickly set up internal and external portals.
- Granular permissions to control who sees what with detailed access management, ensuring sensitive data stays secure.
- Native integrations to connect with major data sources like Airtable, HubSpot, Google Sheets, and SQL databases, as well as analytics tools like Google Analytics and Hotjar.
- Version control to keep track of changes to your project items.
- Robust security features including encryption, user permissions, and advanced authentication methods to protect client data.
- AI app generator to create functional apps with nothing more than a simple prompt.
Softr pros and cons
✅ Highly customizable with a wide range of building blocks and templates.
✅ Integrates seamlessly with numerous tools and databases.
✅ Suitable for developing a complete ecosystem of interconnected business apps.
✅ Centralizes customer data, enhancing project management efficiency.
✅ Strong support with an active community and comprehensive resources.
❌ It’s not an out-of-the-box solution—even if you start with a template, you still need to spend some time setting up your custom project management system.
❌ Advanced customizations may require a deeper understanding of the platform and more time to master.
“The best thing about Softr in our opinion is its amazing customer support. I can genuinely say it is the best I have ever experienced. Always friendly, helpful and quick to respond.”
Best for
Softr is a great fit for businesses of any size. It works well for small teams that don’t need all the features of a ready-made solution, as well as for large enterprises that require more customization and scalability than standard tools can provide.
Softr pricing
The free plan supports up to 10 app users and includes basic building blocks for simple apps. Paid plans start at $49/month, which covers 20 logged-in users and additional building blocks, plus custom code options.
For a comprehensive project management platform with a client portal, the $139/month plan is ideal. It includes 100 users, advanced visibility settings, and enhanced security features.
2. FuseBase
G2: 4.7/5
Capterra: 4.6/5
FuseBase is a collaboration platform with out-of-the-box project management and client portal functionality. It allows teams to track project progress, manage tasks, and communicate with clients all within the same platform, making it easier to keep everyone on the same page.
Besides standard features, FuseBase offers helpful productivity tools like AI-powered suggestions, transcription services, and automated workflows.
Key features
- Project management
- Client portals
- Document management
- Templates
- AI assistance
- Built-in CRM
- White-labeling
FuseBase pros and cons
✅ Easy-to-navigate interface makes it accessible for all users, including those who aren’t tech-savvy.
✅ Integrated client portals allow businesses to seamlessly manage client interactions and provide them with real-time updates and reports.
✅ Users can access a variety of time-saving add-ons like transcribing and AI-powered capture.
❌ The platform focuses on the needs of small companies and may be too simplistic for large organizations.
❌ All plans include a maximum of 3 team members, requiring you to get extra credits to add more internal users.
“The user-friendly interface is a big plus, making it accessible even for our less tech-savvy clients.”
Best for
FuseBase is well-suited for those who need a straightforward, easy-to-use project management tool with a focus on documentation and knowledge management.
FuseBase pricing
FuseBase offers a free plan that includes 1 client portal and 1 workspace. Paid plans start at $28/month, which covers up to 3 team members, 2 client accounts, and 2 client portals. For $73/month, you can access 5 client portals and 15 client accounts.
White-labeling and advanced customization options are available only with the $148/month plan. Note that additional credits are required to add more than 3 team members on any plan.
3. Moxo
G2: 4.5/5
Capterra: 4.2/5
Moxo is a service orchestration platform with a focus on B2B relationships. It’s designed to smooth out the entire client journey, from the initial sale and onboarding to ongoing project management.
Key features
- Client onboarding
- Automated workflows
- Document management
- Project management
- Complete collaboration suite
- Client reporting
- Vendor management
- Document collection
- Mobile apps
Moxo pros and cons
✅ Combines onboarding, project management, and document collection into one streamlined platform.
✅ Responsive and helpful support team.
✅ Prioritizes reducing client dropoffs and shortening process lengths.
❌ Limited flexibility for custom workflows common for an out-of-the-box solution.
❌ Missing advanced features like conditional logic forms and custom automations.
❌ Project management tools are less developed compared to the platform's strong communication features.
“Every question and concern I had was met with a thorough response, often exceeding my initial expectations.”
Best for
Moxo is a great choice for service-based businesses needing a robust external project management platform, especially in legal, financial, and consulting industries.
Moxo pricing
Pricing information is available upon request.
4. Bonsai
G2: 4.3/5
Capterra: 4.6/5
Bonsai is comprehensive business management software for solopreneurs and small companies. It offers tools to manage projects, clients, and finances in one place.
The platform’s biggest strength is its simplicity—it strives to simplify the dreaded administrative tasks so you can focus more on your work.
Key features
- Basic project management
- Client portals
- Contract and proposal templates
- Time tracking and invoicing
- Expense tracking
- Task automation
- Built-in CRM
- Tax assistance
Bonsai pros and cons
✅ Comprehensive suite of tools for freelancers and small businesses, reducing the need for multiple apps to manage client operations.
✅ User-friendly interface with a minimal learning curve.
✅ Strong financial management features, including invoicing, expense tracking, and tax assistance.
❌ Limited customization options for client portals and workflows.
❌ Missing direct sync with critical business software.
❌ Not ideal for large teams or complex project management needs.
“I love that Bonsai is a one-stop shop for freelancers and small businesses.”
Best for
Bonsai is best suited for freelancers, solopreneurs, and small business owners who need a simple, all-in-one client management solution with a focus on financial management.
Bonsai pricing
Bonsai pricing starts at $21/month, with an additional $10/month per extra user across all plans. Branded client portals and essential integrations like QuickBooks, Zapier, and Calendly are available starting at $32/month.
5. OneDesk
G2: 4.3/5
Capterra: 4.3/5
As the name suggests, OneDesk is a platform that combines help desk and project management features into a single solution.
Its ability to manage client communications, track client issues, and monitor project progress in the same place is especially valuable for aligning service desk and development teams.
Key features
- Project management
- Workflow automation
- Professional service automation (PSA)
- Help desk
- AI assistance (add-on)
- Mobile apps
OneDesk pros and cons
✅ Combines project management and help desk functionalities.
✅ OneDesk is more affordable than other similar products.
✅ Responsive customer support team.
❌ Can be overkill for small teams or businesses that don’t need an integrated help desk.
❌ User interface may not feel as sleek or modern as other solutions on the list.
“My team can assist customers and also manage projects with the help of a single application, that's awesome.”
Best for
It’s ideal for mid-sized organizations that need to handle customer support and project workflows together, such as IT support teams, managed service providers (MSPs), and software development companies.
OneDesk pricing
OneDesk pricing starts at $11.99/user/month. Clients using customer-facing apps (such as the portal, chat, help center, and web forms) aren’t counted as paid users.
6. SuiteDash
G2: 4.8/5
Capterra: 4.8/5
SuiteDash is a comprehensive all-in-one platform that brings together literally an entire suite of business tools in one place.
In addition to the project management and client portal features, SuiteDash also includes marketing and sales tools, help desk functionality, learning management features, and more—all at a very competitive price.
Key features
- Project management
- Client portals
- Workflow automation
- Document management
- Help desk
- Learning management
- Community management
- Built-in CRM
- White-labeling
- Mobile apps
- Marketing tools
SuiteDash pros and cons
✅ Unlimited users and portals in all plans make it the most cost-effective choice on the list.
✅ Extensive support libraries and learning resources are available.
✅ Strong white-labeling options, great for small teams.
❌ The learning curve is quite steep for new users.
❌ A wide range of features can be overwhelming.
“I agree with other reviews that it can almost seem overwhelming, but I thought their support pages have many incredibly helpful videos and walk-throughs.”
Best for
SuiteDash is very popular among small businesses looking to consolidate all business operations under one roof.
SuiteDash pricing
SuiteDash pricing starts at $19/month, which includes access to project management and client portal features. The next tiers are priced at $49/month and $99/month and include additional growth and automation tools.
7. Smartsheet
G2: 4.4/5
Capterra: 4.5/5
Smartsheet is a powerhouse in project management and collaboration. While it mainly focuses on internal work management, it also offers client-facing features like approval workflows, guest access, and granular access controls.
What truly sets Smartsheet apart is its customizability. With its built-in app builder, you can easily extend your project management platform by creating tailored business apps to suit your specific needs.
Key features
- Project management
- Task tracking
- Collaboration tools
- Automated workflows
- Approval workflows
- Reporting and analytics
- Enterprise-grade security
- Granular access control
- Integration with key business apps
- Mobile apps
- AI tools
- No-code app builder
Smartsheet pros and cons
✅ Top-tier security features.
✅ No-code app builder allows for creating custom workflows and apps.
✅ Much of the core functionality replicates the most common spreadsheets, making the transition really smooth.
✅ Robust project management capabilities tailored to enterprise needs.
❌ Lacks a ready-made client portal; you’ll need to build one yourself.
❌ The platform’s flexibility and range of features create a steep learning curve for new users, with limited resources available to help users get up to speed.
“Smartsheet is like taking something you're tracking in an Excel file, but putting it on steroids.”
Best for
Smartsheet is built for enterprises in the first place. It’s ideal for mid-market companies and large organizations that need to manage complex projects with a strong emphasis on security.
Smartsheet pricing
Smartsheet plans start at $9/member/month. The app builder, along with advanced security and access control features, is available exclusively in the Enterprise plan, which is priced on a custom basis.
Project management software with client portal FAQs
What security measures should project management software with client portals have?
Project management software with client portals should include robust security measures such as:
- Encryption
- User authentication
- Role-based access control
- Content visibility settings
- Audit logs
Can project management software with client portals integrate with other business tools and systems?
They can, and they should. Ideally, the software should integrate with:
- Your CRM system
- All the data sources
- Analytics software
- Messaging tools
- Workflow automation software
Are there any limitations to using project management software with client portals for large organizations?
One limitation for large organizations is that some project management software may lack scalability or advanced customization options needed for complex, enterprise-level projects. However, tools like Softr overcome this by offering users to create tailored solutions that fit their unique needs using a no-code app builder.
Can project management software with client portals handle multiple projects and clients simultaneously?
Yes, most project management software with client portals is designed to handle multiple projects and clients at the same time. They often feature dashboards, reporting tools, and client-specific portals to keep everything organized. Softr, for example, allows users to manage multiple projects and clients with customizable dashboards and granular access controls, making it easy to switch between tasks and clients without losing focus.
Bypass the limitations of project management tools
The choice is tough. Some platforms have so many features that they’re overwhelming to use, while others don’t offer enough to meet your project’s needs.
With Softr, you can have it your way. Build your own project management tool with custom client portals for free.
What is Softr
Softr is the easiest way to turn your data into powerful business apps—no code required. Connect to your spreadsheet or database, customize layout and logic, and share with your team or clients.
Join 700,000+ users worldwide, building client portals, internal tools, CRMs, dashboards, project management systems, inventory management apps, and more—all without code.
Join 700,000+ users worldwide, building client portals, internal tools, CRMs, dashboards, project management systems, inventory management apps, and more—all without code.
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Adelina Karpenkova
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