What you will see, from the dashboard to paying each freelancer.

Your first screen: the dashboard

When you log in you see where every client stands without asking anyone. Every client has its row.

Four numbers

Your clients' health, pending approvals, active clients and the monthly fee you have recorded per client. Filtered by the last 7, 30 or 90 days.

Health per client

Each client with their health from 0 to 100 and its trend. It comes from four things: how they respond to approvals, their activity, their 0-to-10 rating and the overdue pieces. The trend is calculated from a daily snapshot; with no history, nothing is made up.

The queue

Pieces pending, approved, with changes or postponed, with their deadline and ordered by due date. And the portal's recent activity.

Each client, a space

With its members, its account manager, its monthly fee, its status (active, paused, completed or archived) and its projects inside: retainer, one-off or internal, with budget, currency and dates.

As your client sees it

You can open any client's portal exactly as they see it: what's pending, their calendar, their files and their health. Handy before a meeting.

Bell

Your notifications: mentions, assignments, comments, approvals and “my turn”. A counter, the last ten and a page with filters.

The dashboard is also seen by the manager and the team; the report, the finances and what each person earns are not. They're under “What only you see”.

The four things the health score comes from can be measured by hand from today, with no portal. How to do it, with a monthly sheet per client, is in the guide How to tell a client is cooling off before they leave.

What passes through your hands

The portal moves the pieces on its own. These are the decisions it reserves for you (or for the manager you delegate to).

1. A piece is waiting for your approval

   “My turn” lists the pieces that have passed internal review. Nobody approves their own piece: the last pair of eyes before the client is yours or the manager's. You approve, send it back with numbered corrections, postpone it or, where it applies, approve and mark it published in one go.

2. The client doesn't reply

   You don't have to write to them. The portal reminds them up to three times (24, 72 and 168 hours by default; you change them) and, once they run out, alerts you and the account manager. There's a cap on sends so nobody gets hounded.

3. Someone requests changes

   If the client requests changes, they have to write what. That note stays in the piece's history, numbered by round and separate from internal corrections. You see it without hunting for a voice note.

4. A freelancer needs paying

   Every completed piece already has its cost and its person: it's created with the task, at the rate you set, and becomes payable on completion. You see what's owed per person and period, approve it and mark it paid. Nobody claims anything from you.

   The three rules that make this possible (a written rate per piece type, the cost with the piece and what counts as completed) can be set today, with no portal: they're in the guide How to know what you owe each freelancer at month end.

5. Someone pays for something up front

   They submit it from the portal with category, client and currency; you approve it (your own are approved automatically).

6. Someone joins or leaves

   You invite them by email with their role, or create their access with a temporary password. You change role, employment type, rate, salary or retainer and the clients they see from their profile. If you reset their password, all their sessions are closed.

What you decide about a piece is recorded with your name and the date: who approved what and who marked which step.

How you set your agency up inside

What you configure once and then runs on its own. We set up the instance, the domain and the colours; the rest you change from settings whenever you like.

Clients and projects

You create each client as a space, with its account manager and monthly fee, and its projects inside. A client that ends is marked completed or archived.

People and rates

Each person with their role (manager or editor), their employment type (employed or freelance), their rate per piece type and, if you want, their monthly salary or retainer. Amounts only you see.

Each client's workflow

Which steps a piece follows (production, review, approval, publication) and who does each one, per client. Two suggested templates, Content and Ads, that you edit, and you can apply the changes to open pieces. It's switched on client by client.

Reminders and overdue work

The three reminders to the client, with their hours. And, if you switch it on, one email a day to each person with their overdue tasks, with the margin you set. It comes switched off.

The emails that go out

The sender name and reply-to address are your agency's. Each template is edited in Spanish and English, tested and can be restored. And a send log tells you what was delivered, what bounced and what was opened.

Your brand

Logo and favicon from settings; they appear in the menu, the login and the browser tab. Login title and subtitle and your own legal pages. The portal shows no PortaliaFlow branding.

Each person, you included, chooses Spanish or English in their profile; the interface and the emails arrive in their language.

What you see at month end

The production accounts, with no spreadsheets. And each person's output.

The monthly fee per client is the one you record in their space; the portal doesn't invoice your clients.

If today your month-end close with freelancers comes out of a spreadsheet, there's a five-step method with a per-person close template in the guide How to know what you owe each freelancer at month end.

What the portal sends without being asked

What reaches you, so you don't have to log in to check, and what it sends on your behalf. The text of every email can be changed from your settings.

What only you see and what you can delegate

Four roles: owner, manager, editor and client. The manager runs the day to day; this is what stays on your screen alone.

What's not there yet

So you know before the call, not after.

If your agency needs any of these, tell us on the call. The full sheet on where the data lives and what's missing is in Security and data.

These are the ones that pass through your hands. The full list of what the product doesn't do, with what there is instead, is in What it doesn't do (yet).

Questions you'll ask yourself

The ones that usually come up on the call. With the short answer.

How much do I have to log in?

What passes through your hands is approving the pieces that reach “My turn”, dealing with escalations and, at month end, approving costs and expenses. The rest the portal moves on its own and tells you about on Monday.

Can I delegate almost everything to a manager?

Yes. The manager approves, manages clients, projects, people and workflows, and receives escalations. What they don't see is what each person earns, the finances, the report or the email and branding settings.

How do I know if a client is cooling off?

By their health on the dashboard: 0 to 100, with a real trend calculated from a daily snapshot. And by their 0-to-10 rating in the portal survey, which you see with their comment on the feedback page. If you want to measure those same signals by hand before you have the portal, it's in the guide How to tell a client is cooling off before they leave.

Can I see the portal as my client sees it?

Yes: you open any client's portal exactly as they see it. It's what we show in the demo and what's worth looking at before a meeting.

What happens if a freelancer leaves?

You remove their access: resetting their password closes all their sessions and, if needed, we delete them. Their pieces, versions and costs stay in the history.

What happens when I approve a piece?

It moves to the next step in its workflow (in the suggested template, publication) and is recorded with your name and the date. It isn't published to any network: whoever publishes it today publishes it and marks the step as done.

What if two people at a client approve?

You invite both to their space, each with their own access, and both see the same pieces. Approvals and change requests are recorded with the name of whoever made them, so you know where each OK came from. The portal doesn't require two approvals or an order between them: if you want a single voice, invite only that person or settle it in the brief. How to put in writing who approves, who stands in for them and how many rounds are included is in the guide What to put in a brief so the piece comes out right first time.

What if a client asks for changes after approving?

The approval isn't erased: it stays in the history with their name, the date and the version they approved. If you decide to do it, you send the piece back with corrections, the new delivery is another version and the round is numbered after the previous ones, so the piece shows it was approved and how many rounds it has taken since. The portal doesn't decide whether that round is billed: it doesn't invoice. That belongs in your agreement with the client. What can change after approval and what can't, with the paragraph for the contract, is in the guide How to put your client approvals in order.

What if we're late because the client took too long to approve?

It's on record, piece by piece: when it was sent for approval and with what deadline, when they replied and who did, and how long it spent in each status. The reminders that went out to them are in the email log. And you don't find out at the end: the approvals queue is ordered by due date and, once the reminders run out, the portal alerts the account manager and you. In the report you see how long each client takes to approve, on average, and every number opens its pieces. What it doesn't do is postpone the publication on its own: postponing is a button for the team, and what happens to the date is agreed with the client beforehand. What to look at once a month, which clients take longest and what to change then, the brief, the agreement or who approves, is in the guide How to put your client approvals in order.

Can I change a client's workflow midway?

Yes. You edit their template (steps and people) and you can apply it to open pieces too. And every step can be marked on someone else's behalf, undone or sent back with corrections.

What about the tasks that don't go through the client?

They go in the same list or kanban, with the same statuses and under the “Other tasks” tab, kept apart from content. They hang from one of the client's projects, retainer, one-off or internal, and the client doesn't see them in their portal: they only see what reaches them for approval, their calendar and their files. The freelancer's cost is born with the task just the same and becomes payable on completion. What the portal doesn't measure is the results of those campaigns: it doesn't connect to Meta, Google Ads or Analytics. How your team sees that list, with “My turn”, the statuses and the “Other tasks” tab, is in their journey What your team will see.

Can I change the email text?

Yes, subject and body of each one, in Spanish and English, with a test send and a button to restore the defaults. They go out under your agency's name and reply to your address.

Can I get my data out?

Expenses, costs and the report export to CSV whenever you like. A full export of the instance is requested; there's no button. And the instance is yours: your own server, database and files, in the EU.

Can I use it from my phone?

It's the web, adapted to mobile: the dashboard, the approvals queue and the threads work in your phone's browser. There's no app in the stores.

The ones on this page and on the others, together: every question, on one page

Your routine with the portal