10 best project management software with client portal 2025

One of the biggest challenges when managing projects is keeping clients in the loop without overwhelming them–or yourself. You want your clients to feel confident and informed, but constant emails, calls, and meetings can quickly turn into a time-consuming task.

That’s where project management software with a client portal comes in. In this article, we’ll explore 10 of the best project management tools that offer client portals, so you can improve collaboration, save time, and keep everyone on the same page.

What is a client portal?

A client portal is like a dedicated window that gives your clients access to important project information without them needing to wade through countless emails or wait for updates. It‘s a secure, self-service space where clients can view project progress, provide feedback, access files, and even approve tasks–all in one place.

A client portal allows you to:

• Keep clients informed on progress without needing to send constant manual updates.
• Provide access to download, review, and upload important files
• Streamline feedback cycles by letting clients comment directly on tasks or approve deliverables.
• Give clients a clear view of upcoming deadlines, completed tasks, and overall project status.
• Reduce the need for lengthy email threads with a centralized communication hub.
• Share sensitive information securely, with controlled access and permissions.
• Build trust by giving clients a clear view of the project‘s progress, eliminating the guesswork.

Client portal features your software should include

A well-designed project management software with client portal offers a range of features that help solve common challenges in client communication and project management. We‘ll use Birdview PSA as an example to show you the key client features and how they address specific challenges:

Secure file and document sharing

📍 Challenge: Constantly emailing documents back and forth can lead to confusion, lost files, or security risks.

💡 Solution: Birdview PSA allows you to upload and share files securely in one centralized location. Clients can easily access the files they need, download them, and even upload their own, all without worrying about security breaches or losing track of attachments. Birdview PSA also integrates with popular document management systems like OneDrive and SharePoint, making it even easier to sync and manage files seamlessly.

Real-time updates

📍 Challenge: Clients often feel out of the loop and need frequent updates, which can become time-consuming for you.

💡 Solution: With Birdview‘s real-time update feature, your clients can log in to the portal anytime to check the progress of tasks, deadlines, and milestones. This reduces the need for constant manual updates and keeps everyone informed without extra effort on your part.

Feedback and approval system

📍 Challenge: Gathering feedback or approvals via email can lead to delays and miscommunication.

💡 Solution: Birdview PSA simplifies this process with an integrated feedback and approval system. Clients can leave comments directly on tasks, provide feedback, or approve deliverables in a streamlined way. This ensures all feedback is clear, timely, and easy to track within one platform, avoiding endless email chains.

Project and task visibility

📍 Challenge: Clients may feel uncertain about what‘s being worked on or what‘s coming next.

💡 Solution: Birdview PSA offers a clear view of all ongoing and upcoming tasks, so your clients can see exactly what‘s happening with their project. This increases transparency and helps manage expectations on both sides, ensuring your clients always know where things stand.

Collaborative communication

📍 Challenge: Long email threads can become overwhelming and lead to miscommunication.

💡 Solution: Birdview‘s built-in communication tools allow for a centralized place for discussions. Whether it’s quick questions or in-depth conversations, everything stays organized and easily accessible within the platform, making collaboration with clients smoother and more efficient.

Custom permissions

📍 Challenge: You may not want all clients to have access to every document or aspect of the project.

💡 Solution: Birdview PSA gives you control over what each client can see and access with its custom permissions feature. You can limit access to sensitive information while still sharing the right updates with the appropriate stakeholders, ensuring data security and streamlined communication.

Top 10 project management software with a client portal

Birdview PSA

Birdview PSA is a project and portfolio management tool designed to provide a clear, unified view of multiple projects while enhancing team collaboration and resource management. With its intuitive interface, Birdview PSA helps teams plan, execute, and track progress across projects of varying complexity. The platform‘s strong focus on automation and customization allows teams to streamline workflows, allocate resources effectively, and ensure alignment with organizational goals.

Key features:

👥 Comprehensive resource management

Birdview PSA lets you easily plan, allocate, and track resources across projects. You can quickly see team availability and adjust workloads in real-time to avoid overallocation and keep projects moving efficiently.

⏱ Advanced project scheduling

With Gantt charts and visual timelines, Birdview PSA makes scheduling simple. You can map out tasks, dependencies, and milestones, ensuring projects stay on schedule and deadlines are met.

📊 Customizable dashboards and reports

Birdview PSA offers customizable dashboards to track key metrics like project progress, budget, and resource utilization. Tailored reports help you spot issues, forecast needs, and make informed decisions.

🤝 Client portal integration

The client portal gives clients controlled access to project updates, files, and progress. It streamlines communication by allowing clients to provide feedback and approve tasks, reducing back-and-forth.

 

⚙️ Workflow automation

Birdview automates workflows by handling repetitive processes such as reminders, task assignments, and status updates. This improves efficiency and ensures consistency, letting your team focus on high-value work.

💼 Portfolio management

Birdview‘s portfolio management feature allows you to oversee multiple projects from a single dashboard. You can monitor project performance, allocate resources strategically, and ensure alignment with business goals, all while keeping track of overall progress.

Trial: A free 14-day trial is available, possibly extending the trial period to 28 days. Sign up for a trial today to learn more about Birdview PSA.

What users say

👍 Pros:

Many users highlight Birdview‘s user-friendly interface, making it easy for teams to navigate and adopt the platform quickly, even for those who aren‘t particularly tech-savvy. Its comprehensive resource management capabilities are frequently praised, especially for teams handling multiple projects or managing large groups. Additionally, Birdview‘s strong reporting features stand out, with users appreciating the ability to customize dashboards and reports, offering valuable insights into project performance and progress.

👎 Cons:

While the interface is generally easy to use, there‘s a learning curve for advanced features, with some users finding it takes time to master the more complex functionalities of the platform fully. This can be a hurdle for teams looking to leverage their full potential from the start.

OneDesk

OneDesk is an all-in-one platform that combines project management and help desk functionality. It enables teams to manage both internal tasks and customer support requests in a single tool, improving efficiency and communication. With features for task management, ticketing, and customer communication, it‘s ideal for teams juggling both project tracking and client needs.

Key features: Ticketing system, task management, customer communication, time tracking, project planning, workflow automation, customizable dashboards.

Trial: A free 14-day trial is available.

What users say

👍 Pros:

Users appreciate the combination of project management and help desk tools, making it easier to manage both tasks and customer requests without switching platforms. The customizable workflows and dashboards are also praised for adapting to specific team needs.

👎 Cons:

Some find the interface cluttered, especially when dealing with large amounts of data, making it harder to navigate. There‘s also a learning curve for new users, as the platform offers many features that can be overwhelming initially.

Freshdesk

Freshdesk is a cloud-based help desk software designed to help businesses provide exceptional customer support. It offers a simple and intuitive interface that allows support teams to manage tickets, automate workflows, and collaborate efficiently, making it easier to handle customer inquiries across multiple channels.

Key features: Ticketing system, multichannel support, automation tools, SLA management, team collaboration, reporting and analytics.

Trial: A free 21-day trial is available.

What users say

👍 Pros:

Users love Freshdesk‘s easy-to-use interface and the ability to handle multichannel support–whether through email, chat, or phone–without complication. The automation features also receive praise for simplifying repetitive tasks like ticket assignments and follow-ups, helping teams stay efficient.

👎 Cons:

However, some users mention that the pricing can increase quickly with added features or additional agents, which can be a drawback for smaller teams. There are also occasional mentions of limited customization options, especially for users looking to tailor workflows extensively.

Zoho Projects

Zoho Projects is a project management software with client portal that helps teams plan, track, and collaborate on projects of all sizes. It offers a range of tools for task management, time tracking, and team collaboration, making it a flexible solution for businesses looking to streamline their workflows and improve productivity.

Key features: Task management, time tracking, Gantt charts, workflow automation, collaboration tools, reporting and analytics.

Trial: A free 10-day trial is available.

What users say

👍 Pros:

Users appreciate Zoho Projects for its affordability and wide range of features, which make it suitable for teams of various sizes. The Gantt charts and time-tracking functionalities are frequently praised for offering clear visibility into project timelines and workloads. The integration with other Zoho products also enhances its value for users already within the Zoho ecosystem.

👎 Cons:

Some users mention that the interface can feel a bit dated, and navigating through more advanced features can be challenging at first. There are also reports that the mobile app lacks full functionality, limiting usability when managing tasks on the go.

Basecamp

Basecamp is a project management software with client portal designed for teams to organize tasks, collaborate, and stay on top of their work. It emphasizes clear communication and transparency, making it ideal for small to mid-sized teams that want to streamline their workflows without complex setups.

Key features: Task management, team collaboration, file sharing, message boards, real-time chat, project tracking.

Trial: A free 30-day trial is available.

What users say

👍 Pros:

Users love Basecamp for its simplicity and ease of use, especially for teams that want a straightforward solution without a steep learning curve. The platform‘s focus on team collaboration and communication is highly praised, making it easy for teams to stay connected and on the same page.

👎 Cons:

On the downside, some users feel that Basecamp lacks advanced project management features like Gantt charts or detailed reporting, which can be limiting for larger or more complex projects. Others mention that the flat pricing model may not be ideal for very small teams that don‘t need access for many users.

Paymo

Paymo is a project management tool designed for small to mid-sized teams, combining task management, time tracking, and invoicing. It helps businesses streamline project workflows, monitor team performance, and handle billing all within a single platform, making it ideal for teams that juggle multiple projects and client work.

Key features: Task management, time tracking, invoicing, project scheduling, team collaboration, reporting.

Trial: A free 15-day trial is available.

What users say

👍 Pros:

Users appreciate Paymo‘s integrated time tracking and invoicing features, which make it easy for teams working with clients to track billable hours and generate invoices directly. The platform‘s clean interface and project scheduling tools are often praised for making project timelines clear and easy to manage.

👎 Cons:

Some users mention that Paymo‘s learning curve can be steep for those unfamiliar with project management software, especially when setting up more advanced features. Additionally, a few users find that customization options are somewhat limited, which can make it less flexible for larger teams with specific needs.

Jira

Jira is a project management software with client portal used for software development and agile teams. It excels in issue tracking and workflow management, offering customizable boards and automation features to help teams plan, track, and release projects efficiently.

Key features: Issue tracking, agile boards (Kanban, Scrum), workflow automation, reporting and analytics, customizable workflows, integrations with development tools.

Trial: A free 7-day trial is available.

What users say

👍 Pros:

Users like Jira because of its issue-tracking and agile project management capabilities, which make it a common choice for development teams. The platform‘s workflow customizability and integration with tools like GitHub and Bitbucket are frequently mentioned as key advantages. Its reporting and analytics features are noted for providing detailed insights into project progress.

👎 Cons:

Some users find Jira complex, especially for those new to the software or unfamiliar with agile methodologies. Setup and configuration can take time, and the learning curve can be steep. Smaller teams or those with simpler projects may find Jira‘s extensive feature set unnecessary and difficult to navigate.

Podio

Podio is a work and project management tool with client portal that empowers teams to tailor workflows, manage projects, and collaborate seamlessly. With a wide range of integrations, Podio adapts to diverse workflows, making it suitable for businesses looking for flexibility in their project management approach.

Key features: Task management, customizable workflows, file sharing, team collaboration, project templates.

Trial: A free 30-day trial is available.

What users say

👍 Pros:

Podio offers a high degree of customization, allowing teams to tailor the platform to their specific needs. The collaborative tools support file sharing and task management, and its integration with third-party apps adds flexibility. These features make it suitable for teams with unique workflows or diverse project requirements.

👎 Cons:

The interface is sometimes described as outdated and less intuitive compared to other project management tools, which can slow adoption. Setting up the platform can be complicated due to its high level of customization, which may be overwhelming for smaller teams or those seeking a more straightforward solution.

OneHub

OneHub is a cloud-based file-sharing and collaboration platform designed for businesses to share and manage documents securely. uilt for businesses that handle sensitive information, OneHub combines robust security features with an intuitive interface for managing documents efficiently.

Key features: File sharing, permission controls, secure data rooms, document collaboration, activity tracking, branded portals.

Trial: A free 14-day trial is available.

What users say

👍 Pros:

OneHub is recognized for its strong security features, particularly its secure data rooms, making it suitable for businesses handling sensitive documents. Its file management capabilities are straightforward, allowing teams to collaborate and share documents efficiently.

👎 Cons:

Pricing can become expensive for smaller teams, especially when scaling up with additional features or storage. While OneHub is effective for document sharing, its collaboration tools are limited compared to more comprehensive project management systems, which may not meet the needs of teams requiring advanced collaboration features.

MeisterTask

MeisterTask is a task management solution that helps teams stay organized and productive using customizable Kanban boards. Designed for simplicity and flexibility, it allows teams to streamline their workflows and collaborate effortlessly.

Key features: Kanban boards, task management, workflow automation, time tracking, team collaboration, customizable dashboards.

Trial: A free 30-day trial is available.

What users say

👍 Pros:

MeisterTask offers a simple and intuitive interface, making it accessible for teams that need an easy-to-use task management tool. The customizable Kanban boards and workflow automation help teams organize tasks and manage workflows efficiently.

👎 Cons:

Some users find that MeisterTask lacks advanced reporting and project management features, which can be a limitation for more complex projects. The free version provides limited functionality, and many teams may need to upgrade to access the full range of features, which could be a drawback for smaller teams with tight budgets.

Boost transparency and trust with Birdview‘s client portal

A client portal isn‘t just about making things easier for your team–it‘s a powerful tool to build trust with your clients. Birdview‘s project management software comes with a built-in client portal that doesn‘t just simplify collaboration–it enhances trust.

By providing your clients with secure, real-time access to project updates, files, and communication, Birdview ensures full transparency throughout the entire project lifecycle. Clients can see progress at a glance, track milestones, and review important documents whenever they need, reinforcing their confidence in your work.