Product
Built for web design agencies, branding studios and creative teams.
Every part of client work, connected.
ClientAI is organized around how agency work actually moves: from a lead, to a project, through reviews and approvals, to a client who knows exactly where things stand.
Client portal and messaging
One branded place for every client.
The problem: clients chase status in email, dig for files in shared drives, and lose track of what needs their attention.
In ClientAI: each client signs in to a portal that carries your logo and colors. They see only their own projects and can act on what's waiting for them.
- Their projects and progress
- Shared documents and uploads
- Messages with your team
- Their assigned agency team
- Deliverables to review
- Your service menu
Overview
Projects in Flight
2
Designs to Review
1
Recent Deliverables
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Deliverables, versioning and approvals
Feedback that stays attached to the right version.
The problem: "the blue box on the second page" in an email from three versions ago. In ClientAI: every deliverable has versions, every comment is pinned to a spot on a specific version, and every approval is recorded against the version that was approved.
Homepage design
Harbor & Pine Coffee · Revision 2 of 3
Comments · v3
Can the headline feel a little bolder?
Love this paragraph. Swap in our new tagline?
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Versioned uploads
Upload images, PDFs, video, or a Figma link as a new version and submit it for review.
Pinned comments
Clients click the spot they mean. Numbered pins keep the conversation precise.
Replies and resolution
Reply in thread and resolve comments as the work evolves.
Approve or revise
Clients approve a version or request revisions, with a revision limit you set per deliverable.
01 · Workspace
Your agency, your clients, one workspace. No more client details spread across spreadsheets and inboxes.
Every client has a record with their projects, contacts, and activity, inside a workspace that carries your agency's logo and brand colors, with branded login pages at your own workspace address.
Create your workspaceBranding
Logo and brand colors for your workspace
northwind-logo.svg
Workspace logo
Brand Colors
Primary
Secondary
Accent
Sign in
maya@harborandpine.com •••••••••• Sign in/northwind-studio/login
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02 · Projects
Structure projects the way you deliver them. Clients always know which stage you're in, and work doesn't start before the last stage is signed off.
Harbor & Pine — Website
Project phases
- DiscoveryComplete
- Sitemap & wireframesApproved
- Visual designIn review
- DevelopmentLocked
- LaunchLocked
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Break projects into phases that move from locked to active, in review, approved, and complete. When a client signs off a phase, the next one unlocks. Inside each project, assign tasks and subtasks, share documents, and keep a project conversation.
How web design agencies use phases03 · Requests
Start every client relationship the same, organized way. Onboarding questions don't get lost in long emails, and change requests stop arriving by text, call, and DM.
Configure client onboarding with a welcome video, your intro, what happens next, and a questionnaire. After onboarding, clients submit requests from their portal with attachments, and each request has its own comment thread.
More on the client experienceSubmit New Request
Add our holiday hours to the site We're closed Dec 24–26. Banner text attached. holiday-banner.docx Submit requestWelcome to Northwind Studio
A few questions before we start
- Business goals
- Brand assets and logins
- Competitors you admire
- Timeline and what's next
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04 · CRM
From first conversation to signed client. New business stops living in a separate CRM that never talks to your delivery tools.
Pipeline
Score all leadsLead · 2
Oakline Realty
$8,500 · Referral
AI score 86Brightside Clinic
$4,000 · Website
AI score 58Qualified · 1
Marlow Bikes
$12,000 · Event
AI score 79Illustrative preview with sample data.
Track leads on a pipeline from Lead to Won or Lost, log calls, emails, meetings, and notes, keep contacts with tags and touchpoints, and convert a won lead into a client in one step. Leads from your website forms can be sent in through a lead-capture API.
Explore the agency CRM05 · Inbox
Client email, next to the client work. Important threads stop sitting in one person's inbox, invisible to the rest of the team.
Connect mailboxes over IMAP and SMTP, for yourself or for the whole workspace. Gmail works with an app password. Conversations link to contacts and leads, and incoming attachments are saved alongside them. You can also verify your own domain for sending email.
Connect your inboxInbox
Marlow Bikes · Re: Website timeline
Could we push the launch to early next month? Attached our updated product list.
products.xlsxSuggested reply
Thanks for the update — moving launch is no problem. I'll adjust the schedule and share it by Friday.
Time Tracking
Homepage build
Harbor & Pine · Billable
Weekly Hours
Team Utilization 78%
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06 · Team
Bring the whole team in. Everyone knows who's working on what, and clients know who to talk to.
Team
Invite member- JRJordan RiveraAdmin
- PKPriya KapoorDesigner
- STSam TorresDeveloper
- alex@northwind.studioInvite sent
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Invite team members by email with roles such as Admin, Designer, Developer, Project Manager, Sales, or Billing. Resend or cancel invites, change roles, and assign people to projects so clients see who's on their team.
Invite your team07 · Time & reports
Know where the hours go. Find out a project is over budget while you can still do something about it.
Track time with a live timer or manual entries, marked billable or not and tied to a project, task, and client. Reports cover project profitability based on each client's hourly rate, team utilization, weekly hours, lead sources, and won revenue over time.
Start tracking timeReports
Billable hours
142
Team Utilization
78%
Won this month
2
Project Profitability
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08 · AI-assisted workflows
A head start on the busywork.
AI in ClientAI drafts and summarizes; your team decides. Every output is a starting point to review and edit.
- Lead scoring
- Score leads 1–100 with a short reason, and get suggested details like industry, likely budget, and talking points.
- Proposal drafts
- Generate a proposal or outreach email for a lead, then edit before sending.
- Reply drafts
- Suggested replies to prospects and inbox threads, plus autocomplete while you write.
- Summaries and health checks
- Summarize notes into action items, check a project's health, review your portfolio, and get suggested actions for the day.
Project health check
Needs attentionLumen Dental — Brand identity is in revision 2 of 3. Two client comments are unresolved and the logo phase has been in review for 6 days.
Suggested next steps
- →Reply to the open comments on logo v2
- →Ask the client for a sign-off date
AI-generated draft · review before acting
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Start today
Make client work the easiest part of running your agency.
Bring projects, feedback, approvals, and client communication together with ClientAI.
One workspace. Better collaboration. More organized delivery.