Question 1

Do my clients need to create an account or download anything?

Accepted Answer

No. You send your client a private portal link, they click it, and they're in. If you've added a portal password, they enter that once. No sign-up, no app to install — it works in any browser on phone or laptop.

Question 2

Do I need a credit card to try it?

Accepted Answer

No. ClientDesk is free to use. Just sign up and you’re in.

Question 3

What is a client portal?

Accepted Answer

A private, branded space for one client or project. It holds your updates, files, invoices, messages, milestones, and approvals — so everything for that client lives in one link instead of scattered across email and WhatsApp.

Question 4

Will my clients see "ClientDesk" anywhere?

Accepted Answer

No. Portals carry your logo and brand colour. To your client, it looks like your own software — there’s no ClientDesk branding on anything they see.

Question 5

Can I keep a portal private?

Accepted Answer

Yes. Set a password on any portal and only someone with that password can open it.

Question 6

How does file sharing work?

Accepted Answer

File sharing is link-based. You share a file by pasting a link to it (Google Drive, Dropbox, WeTransfer, etc.), and it appears in the client's portal. From there, your client can Approve it or Request a revision in one click — with their revision notes captured. ClientDesk organises the links and tracks the approvals; it doesn't host the files themselves.

Question 7

If a client submits a file through an intake form, where does it go?

Accepted Answer

The intake form's file field asks the client to paste a link to their file. That link is saved automatically into the portal's Files section, ready for you to review.

Question 8

Does ClientDesk process payments on my behalf?

Accepted Answer

No — payments go directly to you and never pass through ClientDesk. You add your bank details or payment link to the invoice, your client pays you directly, and you record the payment in the portal. ClientDesk is your invoicing and record-keeping tool, not a payment processor.

Question 9

How do I record a payment?

Accepted Answer

You can record payments yourself — including partial payments. You always have a full payment history per invoice.

Question 10

What are recurring invoices?

Accepted Answer

For retainer clients, you can set an invoice to repeat automatically — weekly, monthly, or quarterly — with an optional end date. Each invoice generates and sends itself, and the client is notified by email. You can pause, edit, or cancel the series at any time.

Question 11

Can I download invoices as PDFs?

Accepted Answer

Yes. Every invoice can be downloaded as a professional PDF.

Question 12

What are intake forms for?

Accepted Answer

Collecting project briefs and onboarding details — the kind of thing you might use Google Forms or Typeform for today. You build a branded form using short/long text, multiple choice, date, and file-link fields, then share it as a standalone link or embed it at the top of a client’s portal.

Question 13

Where do form responses go?

Accepted Answer

Straight into the relevant project. Responses are saved to the portal, any file links land in the Files section, and you get notified. You can also save forms as reusable templates — like a "New Project Brief" or "Photography Questionnaire."

Question 14

Will my clients see ClientDesk branding on the form?

Accepted Answer

No. Intake forms carry your brand, just like your portals.

Question 15

What are scheduled updates?

Accepted Answer

You can write a project update now and set it to publish and notify the client at a future date and time — useful for batching your communication or working across time zones. It sits in a drafts queue where you can edit or cancel it before it sends.

Question 16

What are read receipts?

Accepted Answer

They show you whether a client has actually seen an update, file, or message — with a timestamp. If a client team shares the portal, you’ll see "Seen by N people." It quietly answers the "did they see it?" question without you having to ask.

Question 17

Can clients see read receipts?

Accepted Answer

No. Read receipts are visible only to you and your admins — never to the client.

Question 18

How does messaging work?

Accepted Answer

Each portal has its own two-way chat, so conversations stay attached to the project rather than disappearing into WhatsApp or a long email thread. Both you and your client get email notifications for new messages.

Question 19

Does ClientDesk send email notifications automatically?

Accepted Answer

Yes. ClientDesk sends branded email notifications throughout — so neither you nor your client has to manually chase updates. Emails go out for things like new messages, posted updates, invoices, file approvals, revision requests, signed documents, and submitted intake forms.

Question 20

What emails do my clients receive?

Accepted Answer

Clients are notified when you post a project update, send an invoice, share a file, send a message, or request a document sign-off. Scheduled updates email the client automatically at the time you’ve set.

Question 21

What emails do I receive?

Accepted Answer

You’re notified when a client messages you, approves or requests a revision on a file, signs a document, submits an intake form, or takes any other action that needs your attention.

Question 22

Can I control which notifications get sent?

Accepted Answer

Yes. You can manage notification preferences from your settings — controlling what you get emailed and what your clients get emailed, so you’re not overwhelmed and neither are they.

Question 23

Are the notification emails branded?

Accepted Answer

Yes. Emails your clients receive carry your branding — not ClientDesk’s. It’s a seamless extension of the professional experience you’re creating for them.

Question 24

How do testimonials work?

Accepted Answer

You can ask a client for a star rating and written testimonial right inside their portal, and direct happy clients to leave a review on Google, Trustpilot, or ClientDesk.

Question 25

Can ClientDesk help me manage leads and prospects?

Accepted Answer

Yes. There’s a contacts area where you track clients and leads with their company, role, pipeline stage, tags, and notes. You can also log key dates — like contract renewals or birthdays — so you never miss an important relationship moment.

Question 26

Can I add teammates?

Accepted Answer

Yes — and it's included free. You can invite up to 5 seats under the current fair usage policy. If you need more, just reach out to us via email or the in-app chat and we'll sort you out.

Question 27

What does the dashboard show me?

Accepted Answer

Your whole business at a glance: revenue this month, outstanding and overdue amounts, active portals, and items awaiting client action — plus a 6-month revenue chart, a cross-client activity feed, and a "Needs your attention" panel that surfaces overdue invoices, stale approvals, and unanswered messages before they become problems.

Question 28

Are there any limits while ClientDesk is free?

Accepted Answer

Yes — a fair usage policy currently applies: up to 25 portals and 5 seats. If you need more, contact us by email or via the in-app chat and we'll be happy to help.

Question 29

Is my data secure?

Accepted Answer

Yes. Data is stored on secure, encrypted infrastructure. Portals can be password-protected, and sign-up and login are protected against bots.

Question 30

What's coming to ClientDesk?

Accepted Answer

We have an exciting lineup of features on the way. Watch this space!

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