A B2B client portal that replaces email attachments and phone updates
A self-service portal where B2B clients check order status, download documents and raise requests directly, without waiting on an email reply.
The problem
Every account update currently travels by email attachment. A client wants to know where an order stands, so they email your account manager, who checks three systems and replies a day later. A client needs last month's invoices for their own accounting, so someone digs through a shared folder and sends five PDFs one by one. None of this scales past a handful of accounts — as your B2B client base grows, the account team spends more of its week answering the same three questions than doing the work that actually grows the relationship. Clients notice too: a competitor with a self-service portal looks more organized by comparison, even if the underlying service is identical. Larger B2B buyers increasingly expect a portal as a baseline, not a differentiator, and its absence quietly counts against you in procurement conversations you never hear about directly.
What we build
We build a portal where each client logs in and sees their own account: order status, document history, and a place to raise a request without going through email. It is scoped to your actual account structure — a client with multiple locations or sub-accounts sees them all under one login, with the right visibility for each. Order status pulls from your existing systems where an integration is feasible, so the portal reflects reality rather than a manually updated copy. Documents — invoices, contracts, delivery notes — are uploaded once and available to the client whenever they need them, cutting out the back-and-forth entirely. Requests submitted through the portal land in a queue your team can triage, rather than in an inbox competing with everything else. We build the client-facing side and the internal admin side together, since a portal that's easy for clients but painful for your team to maintain doesn't last. Delivery is phased: document access and order status first, since those handle the bulk of routine enquiries, with request workflows and account hierarchies added once the core is proven with real clients.
What you get
- Mapping of client account structure and current request volume
- Self-service login with order status and document history
- Document upload and retrieval for invoices, contracts and delivery notes
- Request submission and internal triage workflow
- Admin dashboard for your account team
- Source code and infrastructure handover at project close
Stack
Timeline
Account structure mapping: 1 to 2 weeks. Core portal — documents and order status: 5 to 7 weeks. Request workflows and rollout to first client cohort: 2 to 3 weeks.
Indicative cost
From about €8,000 for a document and order-status portal to €22,000+ for a full portal with request workflows, multi-account hierarchies and ERP integration.
Frequently asked questions
Will this reduce the workload on our account team?
That is the main goal. Once routine questions — order status, invoice copies — are answered by the portal itself, the account team spends its time on the requests that actually need a person, not on repeating information that already exists somewhere in your systems.
Can it connect to our existing order or accounting system?
In most cases, yes, through an API or a scheduled sync. We check this during mapping, since the value of the portal depends heavily on how current the order-status data is.
How do we onboard clients onto the new portal?
We typically recommend a phased rollout — starting with your most active accounts, who benefit most and give you real usage feedback — before opening it to the full client base.
What if different clients need different levels of access?
Access is role- and account-based by design. A client with sub-accounts or multiple locations can be scoped so each sees only what applies to them, and you control that structure from the admin side.
Is the portal secure enough for financial documents?
Yes — access is authenticated per client, documents are scoped strictly to the account that owns them, and the same infrastructure practices we use across all our applications apply here.
Can clients export their own data or reports from the portal?
Where it adds real value — a client wanting their own order history as a spreadsheet, for instance — we build that in as a self-service export, rather than routing another request back to your account team.
Related services
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