Guide for agencies and ecommerce teams
Client portal and invoicing workflow
In WorkSuite, one client record carries the whole workflow. You send a proposal, run the project, issue the invoice and record the payment. You can give each client a login, so the client has a portal with their own information. Invoices can be saved as drafts or sent directly, and reminders can follow unpaid invoices.
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What is a client portal in WorkSuite?
A client portal in WorkSuite is the client's own login to your workspace. You enable it per client when you create or edit the client record.
The client form asks whether the user can log in to the app.
It also asks whether the user can receive email notifications.
Check what the client role can see in your settings before you invite clients.
How does a proposal start the workflow?
A proposal in WorkSuite is written for a lead. It has a validity date, currency, tax, products and an optional signature, and it can be sent, downloaded as a PDF or turned into a contract after approval.
Each lead has a profile, its deals and notes.
Proposals are listed with the deals of the lead.
When the lead accepts, you change the lead into a client and start the project.
How do you send an invoice?
To invoice a client in WorkSuite, open Invoices in the Finance module and create an invoice. Pick the client and project, set the dates and currency, add the items, then save it as a draft or send it.
- Open the Finance module and go to Invoices.
- Choose Create Invoice.
- Check the invoice number, invoice date and due date.
- Pick the currency, the client and the project.
- Add the billing items and tax, and a note for the client.
- Save as a draft, or save and send it to the client directly.
How are payments recorded?
Payments in WorkSuite are recorded against invoices in the Finance module. Each payment shows the project, invoice number, amount, payment date and status.
Open Payments in the Finance module and choose Add Payment.
The project also lists its own payments, so the team sees what is paid.
How do reminders work?
WorkSuite can send invoice reminders. You set them in the finance settings to start a number of days after the invoice is created and to repeat after that.
Reminders save the team from chasing every unpaid invoice by hand.
What about retainers and subscriptions?
For retainers and subscriptions, use a recurring invoice. WorkSuite creates each invoice on the schedule you set, for a set number of cycles or with no end date.
The project side of the same workflow is covered in the project management guide.
Frequently asked questions
What is the client portal in WorkSuite?
A client portal is the client's own login to your WorkSuite. You turn it on per client with the option that lets the user log in to the app.
Can we keep an invoice as a draft before the client sees it?
Yes. When you create an invoice, you can save it as a draft or save it and send it to the client directly.
Can WorkSuite remind clients about unpaid invoices?
Yes. In the finance settings you can set reminders a number of days after an invoice is created, and then repeat them.
What about clients on a monthly retainer?
Use a recurring invoice. WorkSuite then creates the invoice on a schedule you set. The setup has its own guide.
Sources
- Froiden, Worksuite documentation: Creating Client, accessed 2026-11-13.
- Froiden, Worksuite documentation: Leads Summary, accessed 2026-11-13.
- Froiden, Worksuite documentation: Proposal, accessed 2026-11-13.
- Froiden, Worksuite documentation: Invoices, accessed 2026-11-13.
- Froiden, Worksuite documentation: Payments, accessed 2026-11-13.
- Froiden, Worksuite version 5.1.9 release notes (invoice reminders), accessed 2026-11-13.