Top project management software with client portals in 2025

At a glance

Guest access is not a client portal. Shared boards and links expose too much or too little and cannot handle branded access, structured approvals, or audit trails.

Clients now expect a branded hub. They want a secure space under your domain where they can see progress, approve deliverables, and sign off without relying on email.

Client portals close the gap. They layer role-based permissions, e-sign, messaging, and audit-ready records on top of project management workflows.

This guide shows the best options. We compare seven platforms, score them against real-world criteria, and outline a 30-day pilot plan to validate the right fit.

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What is project management software with a client portal

Project management software helps internal teams plan, assign, and track tasks. It is built for coordination, but it was never designed for the client experience. 

A client portal adds that missing layer. It creates a branded, secure workspace where clients can log in, see progress, upload documents, approve deliverables, and sign agreements without hunting through emails or spreadsheets.

This matters because client-facing work is judged on clarity and trust as much as on delivery. 

A client portal gives clients visibility and control, while your team retains structure and compliance. Tools like Moxo combine both, making project delivery seamless on both sides.

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Why project management alone isn’t enough anymore

Traditional project management tools alone are no longer enough to keep up with the demands of modern workflows. For client-centric businesses like legal, consulting, financial services, and agencies, project management is how you show up to clients. And in 2025, showing up means more than task lists and spreadsheets. Clients expect a branded, secure, always-on workspace where they can review progress, approve deliverables, and sign off without chasing updates or digging through email threads.

To truly enhance collaboration and client communication, the best project management software with a client portal is essential. A client portal in project management allows clients to access project updates, timelines, and deliverables in real-time, improving transparency and trust. 

When comparing guest access vs. client portal features, it’s clear that dedicated client portals offer more robust functionality, such as controlled access to documents, task tracking, and seamless communication, all within a secure environment. Opting for project management software with a white-label client portal also lets you customize the interface to align with your brand, offering a professional, seamless experience.

If you're looking for the perfect balance of project management and client collaboration, prioritize software that integrates a client portal. It’s the key to managing projects effectively while keeping clients in the loop every step of the way.

That is why the best project management software now includes a client portal, a shared space purpose-built for collaboration, accountability, and trust.

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When “guest access” isn’t enough

Guest access gives clients a narrow view into your internal tool. It is fine for ad hoc file shares, but it lacks branding, structured approvals, e-signature, and an audit trail. That gap forces clients back into email, creates permission mistakes, and leaves you without defensible records.

A client portal solves these issues by providing a dedicated workspace under your domain with role-based access. Clients see only what is relevant. They review deliverables, approve in one click, sign documents, and ask questions in the same place. Every action is time-stamped and searchable, which reduces follow-ups and simplifies compliance.

Think of guest access as a spare key. A client portal is the front desk with identity checks, clear instructions, and a complete log of who did what and when. For client-facing project management, that difference determines whether work moves smoothly or stalls.

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Recognize true project management with a client portal

Many platforms claim to offer “client portals,” but most stop at guest access or basic file sharing. True project management with a client portal means giving clients a secure, structured environment to participate in the workflow, not just observe it.

To qualify, a platform should provide:

Client-facing workspaces, not shared backends

Clients should work in a dedicated space under your domain with role-based access. They see only what is relevant and nothing from your internal boards. Moxo supports role-scoped workspaces so external users get a clean, secure experience.

Approvals and e-signature in the flow

Sign-offs must live where the work happens, with routed approvals and one-click e-sign. This removes email chases and creates defensible records. Moxo provides built-in approvals and e-sign or integrations when you prefer your existing provider.

Branding that feels like your firm

A real portal uses your domain, colors, and mobile app branding so clients trust the experience. Logo-only theming is not enough. Moxo enables full white label control across web and mobile.

Client-safe dashboards and status

Clients need real-time visibility into milestones, tasks due, and documents pending. This reduces status calls and speeds decisions. Moxo exposes client dashboards that track progress without revealing internal operations.

Structured document control

Portals should support upload-only requests, version history, and permissions that prevent overwrites. That keeps files organized and audit-ready. Moxo combines secure file requests with versioning and scoped folders.

Audit trails you can export

Every view, upload, download, comment, and signature must be time-stamped and searchable. Exports are essential for audits and due diligence. Moxo maintains immutable logs and provides export options and retention policies.

Collaboration in context

Messaging, comments, and video calls should live next to the work so decisions have a traceable context. This shortens cycles and reduces confusion. Moxo’s secure messaging and annotations keep conversations tied to the exact file or step.

Integrations and identity

The portal must connect to CRM, DMS, and SSO so records stay in sync and access is controlled. APIs and webhooks help automate handoffs. Moxo integrates with common CRMs and storage, and supports SSO and MFA for strong identity.

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Best project management software with client portal (2025)

Each platform in this guide takes a different approach to client-facing project management. Some prioritize internal task execution. Others emphasize external polish. Only a few deliver both.

Moxo — Delivering Seamless Client Engagement

Moxo is a robust client interaction platform designed for organizations that require secure, efficient, and branded workflows. It is particularly well-suited to high-touch industries such as finance, consulting, law, accounting, and real estate, businesses where client trust and communication define success.

Who is Moxo for? Moxo empowers teams that handle sensitive information and want to streamline communications while automating complex processes. It helps firms differentiate by delivering a polished, branded experience that builds loyalty and strengthens compliance.

Core features and differentiators

Secure, branded client spaces: Moxo provides private, white-labeled portals that reflect your brand and give clients one central hub for document exchange, task tracking, and communication. This is especially valuable for industries like wealth management and law, where confidentiality and client confidence are paramount.

Automated and structured workflows: Onboarding, approvals, and multi-step reviews can all be digitized and automated in Moxo. Teams save time and reduce errors by guiding clients through structured flows.

Integrated, all-in-one communication tools: Moxo unifies secure messaging, video meetings, annotations, and e-signatures in the same environment where files and approvals live. This prevents context switching across apps and ensures every interaction is traceable. Financial advisors using Moxo report faster turnaround times and stronger collaboration with their clients.

Document management and audit trails: Upload-only folders, version control, and audit logs make document exchange organized and compliant. Every action, from views to signatures, is time-stamped, creating defensible records for audits and regulatory checks.

Customer proof: BNP Paribas cut client onboarding time by half by digitizing KYC with Moxo. Falconi Consulting reduced turnaround on projects by 40%. Balfour Homes reported exponential sales growth after creating a centralized Moxo hub for client interactions.

Pricing: Moxo offers flexible, custom pricing tailored to the size and needs of your organization. Packages vary by user count, features selected, and support requirements.

To explore how Moxo can transform your customer experience and receive a personalized quote, contact our team today.

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Wrike — Enterprise-grade project execution

Wrike is a strong choice for enterprises and professional services teams that need deep project planning and resource management. It offers structured approval workflows and robust security, but client access remains limited to guest reviewers. Branding and client experience are not its strengths, so clients often feel like outsiders rather than participants.

Best for: Large enterprises and professional services teams requiring extensive project planning, meticulous resource allocation, and stringent security protocols.

Key Features

• Sophisticated project planning and scheduling capabilities.
• Streamlined approval workflows to facilitate structured decision-making.
• Security measures for sensitive data and projects.
• Comprehensive tools for resource and workload management.

Limitations

• Client access is restricted to guest reviewers, potentially leading to a sense of exclusion for external stakeholders.
• Weak branding and a suboptimal client experience limit its effectiveness for client-facing projects and interactions.

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Kantata — Services and onboarding focus

Kantata (formerly Mavenlink) caters to PSA teams managing onboarding, staffing, and financial tracking. It is strong in resource planning and reporting but lacks modern portal branding and polish. For client-heavy use cases, the dated interface may be a drawback.

Best for: Professional Services Automation (PSA) teams that manage staffing, onboarding, and financial tracking.

Key features

• Robust tools for resource planning and utilization.
• Advanced reporting capabilities to effectively track project performance.
• Integrated tools for financial tracking and invoicing.

Limitations

• The dated interface and limited options for portal branding may detract from the client experience.
• The lack of modern design polish can be a drawback for client-facing use cases.

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ClickUp — Budget-friendly flexibility

ClickUp is highly customizable and affordable, making it attractive for agencies and startups. Its templates and integrations are strong, but true white-label client portals are only available on Enterprise plans. Approval workflows often require workarounds, so firms may find it limiting for high-trust client work.

Best for: Agencies and startups seeking highly customizable and affordable project management solutions.

Key features

• Extensive customization options for tasks, views, and workflows.
• Numerous templates and seamless integrations with third-party tools.

Limitations

• White-label client portals are exclusively available on Enterprise plans, which might restrict branding opportunities for smaller firms.
• Approval workflows frequently necessitate manual workarounds, potentially leading to inefficiencies for client-facing projects requiring high trust.

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Scoro —nOperations-heavy management

Scoro provides an all-in-one suite for quotes, invoicing, and KPI dashboards. It allows secure client access, but branding and UX are limited. It suits mid-size firms that prioritize internal efficiency but may not satisfy clients expecting a polished, branded experience.

Best for: Mid-size firms aiming to enhance internal efficiency with operational tools for invoicing, quotes, and performance tracking.

Key features

• An all-in-one suite for operations management, from quotes to invoicing.
• Secure client portals for sharing specific data.
• KPI dashboards to monitor key performance metrics.

Limitations

• Lacks advanced branding and UX customization, making it less suitable for client-facing applications.
• May not satisfy clients who expect a polished, fully branded user experience.

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Copilot — Polished but lightweight portals

Copilot offers a simple, branded portal experience with chat, file sharing, contracts, and payments. It works well for freelancers, boutique agencies, and real estate professionals. However, it does not offer advanced automation or complex workflow capabilities, making it less suitable for larger firms.

Best for: Freelancers, boutique agencies, and real estate agents looking for a simple, branded client portal.

Key features

• Branded portals for clients featuring chat, file sharing, contracts, and payments.
• An intuitive, easy-to-use interface designed for straightforward client management.

Limitations

• Lacks the advanced automation and complex workflow features required by larger firms.

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Monday.com — Accessible task management

Monday.com is easy to adopt, with a user-friendly interface and shareable boards. It integrates widely, making it practical for startups and SMBs. Yet, its client-facing functions are basic, and true audit logging is restricted to Enterprise plans. For firms that need an audit-ready client portal, monday.com falls short.

Best for: Startups and small to medium-sized businesses (SMBs) seeking an intuitive platform for seamless team collaboration and efficient task management.

Key features

• User-friendly interface featuring shareable boards for enhanced collaboration.
• Extensive integration options with a wide array of tools and platforms.
• Customizable workflows designed for flexible task and project management.

Limitations

• Basic client-facing functions may limit utility for firms requiring robust external interactions.
• Advanced features, such as audit-ready logging, are exclusive to Enterprise plans, which might be cost-prohibitive for smaller firms.

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Top project management software with client portal (2025) : Comparison table

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Choosing the right business portal: Scenario-based recommendations

The right portal depends on your industry, workflows, and client expectations. Here’s how leading teams are choosing and the results they’re seeing.

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Implementation checklist after you choose a portal

Once you choose a client portal, the focus shifts to structured setup and change management. A clear checklist ensures the rollout is smooth and adoption sticks.

1. Complete contracting and security reviews: Finalize your DPA, SOC 2, HIPAA, or GDPR documents as relevant. Confirm the vendor’s compliance posture matches your industry requirements.

2. Configure identity and user lifecycle: Turn on SSO and MFA. Define processes for joiners, movers, and leavers so access remains consistent and secure.

3. Standardize naming and workspace structure: Decide how client spaces will be named and organized. Consistency reduces confusion and speeds onboarding for both staff and clients.

4. Build and templatize workflows: Create standard flows for onboarding, approvals, and issue tracking. Save them as templates so every client engagement starts from a proven model.

5. Establish governance policies: Define audit export schedules, data retention rules, and escalation policies. This ensures you are always audit-ready without scrambling at deadlines.

6. Train with lightweight resources: Share short Looms, host office hours, and publish quick-reference guides. Keep training focused on client-facing actions so adoption feels simple.

7. Create an executive scorecard: Track adoption rates, approval cycle times, and reduction in off-portal communication. Reporting helps leadership see ROI and supports continuous improvement.

Moxo supports each of these steps with white-labeled workspaces, templated flows, audit-ready logging, and role-based identity controls, giving firms a structured foundation for long-term client engagement.

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How Moxo fits your stack

Moxo acts as the client-facing layer that complements your existing project management tools. While your teams continue planning, scheduling, and resourcing in platforms like Wrike or monday.com, Moxo presents clients with a branded front door. 

Every external workflow runs in one place, with intake, document collection, approvals, e-signatures, and audit logs captured in a secure hub.

Firms use Moxo to eliminate scattered emails, align stakeholders, and create a consistent experience across industries. By integrating with your CRM, DMS, and identity systems, Moxo keeps records synchronized without disrupting internal workflows. 

The result is faster approvals, clearer communication, and complete visibility into client interactions.

If your projects rely on client trust, compliance, and efficiency, Moxo helps you deliver. 

Get started with Moxo to launch a branded client portal that strengthens collaboration and proves value from the first pilot.

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Bring project management and the client experience together

Project management software is essential because it creates order, sets priorities, and keeps teams accountable. It provides a single source of truth for tasks, timelines, and owners. It improves predictability by showing what is due and when. It also exposes risks early so leaders can act before deadlines slip.

You will find many options in the market, from PM-first tools with guest access to portal-first products that emphasize external collaboration. Most handle internal coordination well, but few give clients a branded, secure place to review, approve, and sign in one flow. 

Moxo stands out because it adds that client layer in front of your existing stack. It offers a white-label portal, workflow builder, structured approvals with e-sign, audit trails, SSO and MFA, and integrations with CRM and storage. The result is a unified experience that clients trust and teams can run at scale.

Get started with Moxo today.

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FAQs

Is Moxo a project management tool?

No. Moxo is a client-facing portal and external workflow platform. It pairs with your internal PM to deliver a branded, secure, audit-ready experience without retraining clients on a PM app.

What’s the difference between guest access and a client portal?

Guest access: Gives clients limited visibility into your internal PM tool. It’s usually confusing, unbranded, and exposes more than you intend.

Client portal: Provides a dedicated workspace under your domain, with branded dashboards, structured approvals/e-sign, messaging, and exportable audit logs. It’s designed for external users and high-trust industries.

What should we look for beyond features?

When comparing platforms, go beyond features. Check brand control to ensure it is fully white-labeled, not just a logo swap. Test the adoption curve by seeing if clients can act with one link and no training. Verify audit transparency with exportable logs that capture every view, upload, and signature. Finally, confirm scalability by piloting with a few clients and expanding without rework. Moxo supports full branding, simple onboarding, immutable audit trails, and templated workflows that scale from five clients to five hundred. 

How does Moxo integrate with our PM tools and CRM?

Moxo sits in front of your stack and connects via APIs, webhooks, and SSO. Sync statuses, files, and approvals to your PM tool, surface due dates in the client portal, and log actions back to the CRM. Common integrations include Salesforce, HubSpot, SharePoint, Box, and Google Drive; Zapier covers quick automations. You keep internal planning where it is, while clients use a clean, branded portal.

How long does a typical Moxo rollout take?

Most teams pilot in four weeks. Week 1: SSO, roles, audit logs. Week 2: brand the portal and build one intake-to-e-sign flow. Week 3: go live with 3–5 clients using action links. Week 4: review KPIs and decide on scale-up. Broader rollout usually follows over 4–8 weeks using templates and short enablement sessions.

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