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Lose track of nothing.
CoPortal turns your quotes, invoices, time, and client chats into one tracked workflow — so nothing sits in a grey zone, follow-ups happen automatically, and money lands in your account sooner.
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Good morning, Mel
Bright Studio · April 2025
Revenue this month
R 54 800
↑ 18% vs last month
Outstanding
R 32 400
4 invoices unpaid
Active projects
12
3 due this week
Pipeline value
R 186k
4 active leads
Active projects
View allRecent invoices
INV-048
Acme Corp
R 24 500
PaidINV-047
TechStart
R 18 200
SentINV-046
Nova Labs
R 12 100
OverduePipeline value
R 186 000
4 active leads · 1 proposal sent
Trusted by South African businesses
Why service businesses switch
Run a tighter business — without the admin tax
CoPortal isn't about looking professional. It's about the four things that actually move the needle for service businesses.
Quotes that follow themselves up
Every proposal gets an automatic expiry reminder 3 days before it lapses. Cold quotes warm up on their own — no more "I forgot to nudge them" lost deals.
Invoices that chase themselves
Escalating reminders go out at 1, 8, and 15 days overdue. CoPortal plays the awkward-chaser role for you, in your brand, until the invoice is paid.
Nothing in a grey zone
Every quote, invoice, project and lead has a status, owner, and last-touched timestamp. The dashboard surfaces what’s overdue, what’s about to expire, and what’s waiting on you.
One thread per client
Briefs, files, signatures and payments all live against the project. No more digging through WhatsApp screenshots and email replies to remember what was agreed.
The full toolkit
Everything you need, nothing you don't
A complete business management platform built specifically for SA service providers. Replace the spreadsheets, WhatsApp threads, and email chains.
Branded client portal
Every client gets a private, professional portal with your logo and brand colour. They track projects, download files, sign contracts, accept quotes, and pay — all in one place.
Quotes & e-signatures
Send professional quotes with line items, expiry dates, and e-signature. Track when clients view them, send expiry reminders, and convert to invoice in one click.
Invoicing
Full invoice lifecycle — draft, send, partial payments, overdue dashboard with escalating reminders, PDF download, and one-click sync to Xero, QuickBooks, or Sage.
Time tracking & billing
Live timer in the sidebar — start tracking from anywhere, no context switch needed. Link sessions to tasks, retainers, or log manually. Select unbilled hours and generate an invoice in one click. Every minute accounted for, every rand collected.
Contracts & e-signatures
Create reusable contract templates with dynamic placeholders. Send for e-signature — clients sign directly in their portal. Both parties get a signed PDF automatically.
Retainers
Monthly or quarterly recurring engagements with hours-included tracking. Auto-generates invoices at the start of each cycle. Visual progress bar so clients see hours used.
Project management
Kanban task board with To Do, In Progress, Review, Complete, and Query columns. Task details, due dates, assignees, and drag-and-drop. Scope creep alerts built in.
Lead pipeline
Kanban CRM from New to Won. Track deal value, source, and follow-up dates. Convert won leads to clients. Intake forms feed leads directly into the pipeline.
Intake forms
Public enquiry forms that capture leads automatically. Embed on your website or share the link. Every submission becomes a lead in your pipeline, pre-filled with their details.
Service library
Build a library of your standard services with set descriptions and prices. Add them to quotes and invoices in one click — consistent pricing, faster quoting.
Client messaging
Threaded conversations per project. Client replies come from their portal — no email chains, no WhatsApp. Internal threads stay private from clients.
WhatsApp AI import
Paste a WhatsApp export and AI extracts tasks, queries, and decisions directly onto the project board. SA clients brief on WhatsApp — now that's part of your workflow.
Payments
Accept card and instant EFT via Paystack, or EFT with your bank details on every invoice PDF. Record partial payments and payment receipts go to clients automatically.
Accounting integrations
One-click sync to Xero or QuickBooks Online on Studio+, and Sage Business Cloud Accounting on Agency+. Invoices, clients, and line items pushed across — books stay up to date without double-entry.
File sharing
Upload deliverables, briefs, and assets per project. Toggle visibility per file — choose exactly what clients see in their portal.
Smart reminders
Automated overdue reminders with escalating tones — friendly at 1–7 days, firm at 8–14, final notice at 15+. Quote expiry reminders sent 3 days before deadline.
Analytics
Revenue trends, outstanding amounts, top clients by revenue, project profitability, and effective hourly rate — across custom date ranges.
Task templates
Define standard task lists for your most common project types — website builds, brand identities, campaigns. Apply on project creation and your board is pre-loaded.
Global search
Cmd+K command palette searches across all your projects, clients, and invoices instantly. Navigate your whole workspace with the keyboard.
Team & permissions
Invite team members with Owner, Admin, or Member roles. Control who can access settings, billing, and client data. Additional seats from R299/month.
Activity feed
Every project has a live activity timeline — tasks created, files uploaded, time logged, contracts signed, and messages sent in one unified log.
Recurring invoices
Set weekly, monthly, or quarterly schedules. CoPortal auto-generates draft invoices so you review before sending — never miss a billing cycle.
White-label emails
Remove CoPortal branding from all outgoing emails on Studio & Agency plans. Add your own footer text so every touchpoint feels like your studio.
Commission tracker
Log and track commission payouts for team members. Set a default rate per member, override per entry, and link commission to invoices or retainers. Mark entries paid and see unpaid balances at a glance — built for payroll time.
WhatsApp AI Import
Paste exported chat text
[08/04/2025, 09:14] Ruan: hey can we add an about page
[08/04/2025, 09:16] You: sure, R3 500 extra on invoice
[08/04/2025, 09:17] Ruan: confirmed go ahead
[08/04/2025, 09:18] Ruan: also logo revisions next week
[08/04/2025, 09:21] Ruan: need it all done by friday 10am
AI extracted 4 items
Added to board ✓SA runs on WhatsApp.
Now so does your workflow.
Your clients brief you on WhatsApp. Paste the chat export and CoPortal's AI extracts tasks, decisions, and action items directly onto your project board — no retyping, no lost context.
- Extracts tasks, queries, and client decisions automatically
- Puts each item in the right column — To Do, Query, or Decision
- Assign tasks to team members mentioned in the conversation
- Works with group chats and direct messages
- Saves hours of re-reading threads to rebuild context
Contracts signed in the portal. No printing, no scanning.
Build reusable contract templates with dynamic placeholders — client name, project details, dates, amounts. Send one per project and clients sign directly from their portal. Both parties get a PDF copy the moment it's signed.
- Reusable templates with {{placeholder}} variables filled in per contract
- Clients sign with a typed or drawn signature — no DocuSign account needed
- Signed PDF emailed to both parties automatically
- Contract status tracked per project — Draft, Sent, Signed
- Full signing history stored against the project
Website Development Agreement
Bright Studio · Acme Corp · April 2025
1. Scope of work
Bright Studio agrees to design and develop a 5-page website for Acme Corp, including homepage, about, services, portfolio, and contact pages...
2. Payment terms
A 50% deposit of R 12 250 is due upon signing. The remaining balance is due on delivery...
Client signature
Signed 8 April 2025 · 14:32
Signed
Bright Studio
Sent via CoPortal
Hi Thandi,
Your invoice is ready for payment.
Invoice
INV-048
Description
Website Redesign
Due date
14 April 2025
Total due
R 24 500.00
Payment reminder — INV-047 overdue by 3 days
Bright Studio · TechStart · R 18 200
Your clients always know what's happening.
CoPortal sends the right email at the right time — so you don't have to chase, remind, or follow up manually. Every notification is branded with your name and logo.
Escalating overdue reminders
Reminders auto-adjust tone based on how overdue — friendly nudge at 1–7 days, firm at 8–14, final notice at 15+ days. Stops when paid.
Quote expiry alerts
3 days before a quote expires, your client gets an automatic reminder with a link to accept — so proposals don't go cold silently.
Payment receipts
Every partial or full payment triggers an instant receipt email to your client showing what was paid and what's still outstanding.
Portal invite & magic link login
New clients get a clean invite email with a one-click magic link — no password setup, no friction on their end.
Your clients, impressed from day one
Every client gets their own private portal branded with your logo and colour. They log in with a magic link — no password, no app to install. Studio and Agency plans get a dedicated subdomain at {slug}.portal.coportal.io.
- Accept quotes and sign contracts directly in the portal
- See live task progress with a visual completion bar
- Download files and invoice PDFs on demand
- Send and receive messages in project threads
- Pay invoices via Paystack — card or instant EFT
- Submit feedback and star ratings on project completion
Acme Corp Portal
Powered by Bright Studio
Your projects
Brand Identity 2025
In progressWebsite Redesign
ReviewInvoice INV-014 due
R 18 500.00
From enquiry to paid invoice — tracked every step
Every lead, quote, project and invoice has an owner, status, and last-touched date. Nothing slips through.
Capture leads
Intake forms on your website or portfolio capture enquiries as leads in your pipeline automatically.
Send a quote
Build a proposal from your service library — or paste meeting notes and let AI extract the line items.
Get it signed
Client accepts the quote and signs the contract in their portal. A project is created automatically on acceptance.
Run the project
Task board, file sharing, client messaging, and time tracking — all linked to the project and visible in the portal.
Invoice with precision
Select billable time entries and expenses, create a deposit or milestone invoice, and send with one click.
Get paid
Clients pay via Paystack or EFT. Partial payments tracked, receipts sent automatically, overdue chased on schedule.
What service providers are saying
“My clients actually pay faster now — having a dedicated portal makes them take invoices more seriously. CoPortal paid for itself in the first month.”
Sarah M.
Brand designer, Cape Town
“The time tracker + 'add to invoice' flow is a game changer. I used to lose hours at month-end piecing together what I'd worked on. Not anymore.”
Ruan V.
Freelance developer, Johannesburg
“We send proposals, get them signed in the portal, and convert to invoices without any back-and-forth. Our whole billing cycle is just smoother.”
Thandi K.
Creative director, Durban
Simple, honest pricing
All prices in South African Rand. No hidden fees. Seats included on every plan — add extras only if you need them.
Free
Try CoPortal with no commitment
- 3 clients · 5 active projects
- 1 GB file storage
- Client portal
- Invoicing & PDF generation
- Quotes & proposals
- Lead pipeline (CRM)
- Task boards with due dates
- File sharing & messaging
- 1 user
- Custom branding
- Time tracking & live timer
- Expense tracking
- Contracts & e-signatures
- Retainers
- Recurring invoices
- Intake forms
- Team seats
- AI features
- White-label emails
Solo
For independent freelancers
- 25 clients · unlimited projects
- 10 GB file storage
- Everything in Free
- Custom branding & logo
- Live timer · task linking · invoice from hours
- Expense tracking
- Contracts & e-signatures
- Retainers
- Recurring invoices
- Intake forms
- Automated payment reminders
- CSV data export
- 1 user
- Branded portal subdomain
- Team seats
- AI features
- White-label emails
Studio
For growing studios
- 100 clients · unlimited projects
- 25 GB file storage
- Everything in Solo
- Branded portal subdomain
- AI: meeting notes → quote
- AI: WhatsApp → tasks
- White-label emails
- Advanced analytics
- Xero & QuickBooks sync included
- Up to 5 team seats
- Commission tracker
Agency
For agencies & large teams
- Unlimited clients & projects
- 100 GB file storage
- Everything in Studio
- Up to 15 team seats
- Unlimited AI usage
- Unlimited intake forms
- Xero, QuickBooks & Sage sync included
- Custom portal domain (portal.youragency.com)
- Granular team permissions
- Audit log
- REST API access & Zapier
- Bulk operations (invoices & projects)
- Extra seats at R299/seat/month
- Priority support
For large agencies and enterprise businesses needing ERP integrations, SSO, dedicated support, and unlimited everything.
- Unlimited seats, clients & storage
- Single Sign-On (SSO / SAML)
- Sage Business Cloud sync
- Microsoft Business Central sync
- SAP Business One (coming soon)
- Dedicated account manager
- Priority SLA & custom onboarding
- Custom contract & SLA terms
hello@coportal.io
Add-ons (Studio & Agency)
Extra team seat
Add more team members on Studio or Agency plans. Billed monthly, add or remove anytime.
Extra file storage
Add storage in 50 GB blocks. Billed monthly, remove anytime.
VAT may apply · Terms · Privacy Policy
Built for how South Africans do business
From VAT compliance to local payment rails — CoPortal is purpose-built for the SA market.
SARS-ready invoicing
VAT numbers, 15% VAT calculation, and compliant PDF invoices every time.
Paystack payments
Accept card, EFT, and instant EFT in ZAR. Money goes directly to your SA bank account.
ZAR billing
All prices and invoices in South African Rand. No currency conversion surprises.
POPIA compliant
Your data and your clients' data handled in line with South African privacy law.
Ready to stop chasing invoices?
SA freelancers and agencies use CoPortal to convert more quotes, get paid weeks sooner, and never wonder what's outstanding again.
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