Professional Services
Zero Client Churn for Six Consecutive Months
Building a fully branded client portal that replaced five SaaS tools, eliminated communication friction and transformed client retention for a 30-person agency.
What We Were Solving
A 30-person digital marketing agency managed 40 retainer clients across Slack, Trello, Google Drive, FreshBooks and email. Total SaaS cost was 4,200 GBP per month. Clients had no visibility into project progress. Deliverables were email attachments that got lost in threads. Invoice disputes were common because clients could not track what had been delivered. The agency was losing roughly one client per quarter, not because of poor work but because of poor communication infrastructure. Each lost client represented approximately 36K GBP in annual recurring revenue.
Our Strategic Approach
We built a fully branded client portal under the agency own domain unifying every touchpoint. Clients log in to see real-time project status with milestone tracking, download deliverables with version history, approve work in-platform, and view and pay invoices through integrated Stripe. The agency team manages everything through an admin panel with role-based access. Automated notifications keep clients informed without manual updates. The entire system is white-labelled.
Deliverables
- Fully branded white-label client portal under agency domain
- Real-time project dashboard with milestone tracking
- Deliverable upload and approval workflow with version history
- Stripe-integrated invoice system with automated reminders
- Client onboarding flow with welcome sequence
- Admin panel for agency staff with role-based access
- Automated status notifications configurable per milestone
- Client satisfaction survey after milestone approvals
Project Timeline
Discovery and Journey Design
Mapped agency-client workflow. Interviewed five clients about pain points. Designed portal UX around reducing friction.
Core Portal Build
Client dashboard, project tracking, deliverable management, file exchange and admin panel with RBAC.
Billing and Onboarding
Stripe integration, invoice PDF generation, automated updates, onboarding flow and satisfaction surveys.
Branding and Launch
Full brand integration, client migration, agency team training and phased rollout with hypercare.
Measurable Results
Want Results Like These?
Tell us about your project. We'll look at the fit and put together a focused proposal after a 30-minute strategy call.
More Case Studies
See how we've helped businesses in other sectors and with different challenges.
Financial Services
From 8-Second Load Times to Sub-Second Performance
Complete infrastructure rebuild for a payment processing platform handling 50,000+ daily transactions, eliminating critical bottlenecks and achieving 99.97% uptime.
Financial Services
12x Lead Generation Improvement with Conversion-First Architecture
Engineering a conversion-focused website for a wealth management firm that transformed their digital presence from a brochure into their primary source of qualified leads.
Financial Services
6 Person-Days of Monthly Billing Reduced to Fully Automated Overnight Run
Automating the entire billing cycle for a 120-client commercial insurance brokerage, eliminating manual reconciliation and reducing late payments from 28% to under 4%.
Financial Services
Month-End Processing Cut from Five Days to One
Building a secure client portal for a 60-person accountancy practice that eliminated email-based document exchange and achieved full compliance with professional body requirements.
Financial Services
Sub-200ms Data Processing for 500,000 Daily Market Events
Re-architecting a proprietary trading platform backend to process real-time market data feeds with sub-200ms latency, enabling the firm to compete on execution speed.
Financial Services
73% of Members Moved to Self-Service Within 90 Days
Building a secure member portal and automated loan processing system for a regional credit union, reducing branch visit dependency and cutting loan approval time from 5 days to same-day.
Facing a similar challenge?
Tell Us About Your Project.
We'll look at your brief and let you know if there's a good fit. Honestly and without pressure.
Schedule a Consultation