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- Project Management PSA
- Features
- Client portal
Client portal
Give clients the status and decisions relevant to their own engagements. Bind client actions to the named authenticated contact. A client may decide an addressed request without gaining access to internal cost rates, staff utilisation or another client’s project.
OverviewOver/Under Budget×
Project Management PSA · Client portal
New
Over/Under Budget
Projects
| Project number | Name | Budget hours | Actual hours | Budget cost | Actual cost | |
|---|---|---|---|---|---|---|
| PRJ-75288 | Northlake service operations redesign | 14 | 24,122.31 | 45,035.95 | 9,312.93 | |
| PRJ-32982 | Harborbend data platform rollout | 11 | 15,364.78 | 22,604.85 | 12,523.81 | |
| PRJ-13394 | Pinecrest finance process review | 3 | 20,416.77 | 8,366.66 | 24,517.51 | |
| PRJ-96513 | Westmere customer portal launch | 9 | 11,036.92 | 36,827.25 | 43,131.99 | |
| PRJ-47479 | Stonefield change readiness program | 9 | 19,444.71 | 34,625.58 | 11,082.12 |
6 of 6 records
Northlake service operations redesignProjects · PRJ-75288
Budget hours14
Actual hours24,122.31
Budget cost45,035.95
Actual cost9,312.93
Variance680
What you can do
Approvals
PM independently approves time entries within their project scope; the Timesheets header becomes Approved only after every project portion is accepted. Expense reports retain their own independent project review. Practice Lead handles escalations and cross-project exceptions. For T&M projects with client-approved time, approved hours auto-create a client approval request against the client portal; on client approval, time entries become invoice-eligible. Approved expense reports pay out through payroll/AP integration.
Change-order handling
When scope, schedule, or budget drifts beyond tolerance, PM drafts a change order with amount delta, hours delta, date delta. The CO routes for internal approval (Practice Lead → Services Leader over threshold), then to the client via a client approval. On client approval, Project baseline updates: Contract value, budget hours, budget cost, and/or end date shift.
Project close
On project completion, PM closes open project tasks, moves Project to Status: Closed, resolves open Issues and Risks, finalizes lessons-learned, and triggers final Invoice + final revenue recognition. Open resource assignments move to Rolled Off and the consultants become bench or roll onto their next engagement. Client completes a final project status report acknowledgement.
Separate client decisions from project editing
A client contact can be asked to approve a milestone or change without receiving internal project-edit permissions. The addressed client approvals record identifies the project, decision type and evidence. Resolve the authenticated contact through principal ID and confirm that the request still applies before accepting the action.
The client’s project view excludes consultant cost rates, internal utilization and other customers’ records. Apply the same rule when a user opens a direct link or requests an export; hiding fields in the portal is not sufficient. A project manager can prepare the request and monitor its result, but cannot supply the client’s consent on their behalf.
When a request is rejected or the evidence changes, retain the earlier decision and prepare the required follow-up. Do not reinterpret an acknowledgment of a status report as acceptance of a commercial change. At engagement close, keep unresolved client decisions visible in the reviewed close plan alongside any remaining billing obligations.
What your team sees
- Pending Client Approvals — Follow the addressed client decisions for milestones, time and commercial changes.
What it keeps track of
Data model- Contacts
- Individual people at a client, eligible for project roles (sponsor, PM counterpart, approver, end-user).
- Client approvals
- Client-portal approvals on timesheets, expenses, milestones, change orders, and status reports.
- Project status reports
- Weekly / bi-weekly PM status updates shared with the client.
- Projects
- The engagement. Everything — time, expenses, billing, staffing, risks, approvals — attaches here.
- Change orders
- Scope, schedule, or budget change requests against a project, requiring client approval.
Who uses it
Permissions- Project Manager
- Shares permitted project context.
- Client
- (portal, read-only) reads owned project data and acts only on addressed client approvals.
Set up Project Management PSA your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.