🏗️ Use Case Demo · Client Portal

Client Portal
Automation Stack

How Airtable, Softr, Make.com, Stripe, Gmail, Google Drive, and Slack connect to deliver a fully automated client portal — from intake to invoicing.

Airtable Softr Make.com Stripe Gmail Google Drive Slack
📋
Intake Form
→
Airtable
Airtable
→
Make.com
Make.com
→
Softr
Softr Portal
→
✅
Client Live
Step 1 · Overview

One trigger.
Everything spins up.

A new client fills out your intake form. That single event kicks off 7 parallel automations — no manual setup required on your end.

📥
Client Submits Intake
Typeform, Jotform, or a native Softr form captures company name, contact, service tier, and billing info. That's your trigger.
⚡
Make.com Fires 7 Actions
Create Airtable record → provision Softr user → generate Drive folder → create Stripe customer → send welcome email → post Slack alert. All instant.
🔑
Client Gets Portal Access
Login link arrives via Gmail. They see their projects, invoices, documents, and team contacts — branded to your agency. Their data only, no one else's.
AirtableStep 2 · Airtable

The database
behind the portal.

Airtable acts as your single source of truth — clients, projects, deliverables, invoices, and contacts all linked in one base.

BASE · CLIENTS TABLE
CompanyStatusMRRPM
Nexus Group● Active$4,500Sarah K.
Vantage Labs● Active$2,200Mike T.
Crestline Co.◐ Onboarding$3,800Sarah K.
Harbor Media○ Paused$1,500Mike T.
📁 Linked Projects 💳 Invoices Table 📄 Deliverables 👤 Contacts
🔗 Linked Tables
Each client record links to their Projects, Deliverables, and Invoices tables. One record update cascades across the entire base automatically.
👁️ Views for Every Role
Your PM sees all clients. Your SDR sees only their pipeline. Clients see nothing directly — they get the Softr portal instead.
⚡ Make.com Writes Here
Every automation — onboarding, invoicing, status changes — writes back to Airtable first. It's always the source of truth, never out of sync.
SoftrStep 3 · Softr

What your client
actually sees.

Softr pulls live data from Airtable and renders it as a branded portal — with login, per-client permissions, and real-time sync built in. Click the tabs below to explore each view.

portal.yourcompany.com
Dashboard
Projects
Invoices
Documents
Good morning, Alex 👋
Your account overview — updated live from Airtable.
3
Active Projects
$4,500
MRR
2
Pending
✓
Kick-off call completed
Mar 1
✓
Onboarding questionnaire
Mar 3
Review campaign draft
Mar 10
Approve March invoice
Mar 15
Active Projects
Live status from Airtable — no refresh needed.
Q1 Lead Gen Campaign
Due Mar 31
75%
Email Infrastructure Setup
Due Mar 15
90%
SDR Sequence Build
Due Apr 10
30%
Invoices
Pay directly from your portal via Stripe.
March Retainer
Due Mar 15
$4,500
⏳ Pending
February Retainer
Paid Feb 14
$4,500
✓ Paid
January Retainer
Paid Jan 15
$4,500
✓ Paid
Documents
Shared securely from Google Drive.
📄
SOW_v1.pdf
Mar 1
📊
Q1_Report.xlsx
Mar 5
🎨
Campaign_v2.pptx
Mar 8
📝
Meeting_Notes.docx
Mar 3
🔐 Per-client permissions
Each user sees only their own data. Row-level filtering via Airtable.
🎨 Fully white-labeled
Custom domain, logo, colors. Looks like you built it from scratch.
📱 Mobile-ready PWA
Installable on mobile as a web app. No app store needed.
⚡ Real-time sync
Airtable updates flow instantly into the portal. No refresh needed.
Make.comStep 4 · Make.com

The automation
doing all the work.

Two Make.com scenarios handle the heavy lifting — one for client onboarding, one for ongoing billing events.

SCENARIO 1 · CLIENT ONBOARDING
1
📋
Watch Form Submission
Trigger: Typeform / Softr form
2
Airtable
Create Airtable Record
Clients table → auto-populate all fields
3
Softr
Provision Softr User
Create login → assign to client group
4
Google Drive
Create Drive Folder
Auto-name by company → set permissions
5
Stripe
Create Stripe Customer
Save customer ID back to Airtable
6
Gmail
Send Welcome Email
Portal link + first steps + PM intro
7
Slack
Post to Slack #new-clients
Company name, MRR, assigned PM
SCENARIO 2 · MONTHLY BILLING
1
📅
Schedule Trigger (1st of month)
Fires automatically each billing cycle
2
Airtable
Fetch Active Clients
Filter: Status = Active
3
Stripe
Create Stripe Invoice
Line items pulled from Airtable deliverables
4
Softr
Update Softr Portal Status
Invoice tab shows "Pending Payment"
5
Gmail
Email Invoice to Client
Branded Gmail with pay link embedded
Make.com connects all 7 tools in one visual canvas — no code, no webhooks to configure manually. Avg build time: 4 hours.
StripeStep 5 · Stripe

Invoicing on
autopilot.

Make.com creates Stripe invoices automatically each month. Clients pay right from their portal — no PDF attachments, no chasing.

INV-2025-0042
Due March 15, 2025
⏳ Awaiting Payment
$4,500.00
Nexus Group · March Retainer
Lead Generation Retainer$2,500
Email Infrastructure Management$1,200
SDR Management (20 hrs)$800
Total Due$4,500.00
🤖 Auto-generated monthly
Make.com runs on the 1st of every month. Pulls line items from the Airtable deliverables table. Zero manual work from your team.
🔔 Payment webhooks back to Make
Stripe fires a webhook on payment → Make.com updates Airtable → Softr portal shows "Paid" → Slack pings your finance channel.
📊 MRR tracked in Airtable
Every payment writes back to your Invoices table. MRR, ARR, and collection rate always current — no spreadsheet reconciliation.
💬 Automated reminders
Unpaid after 7 days? Make.com sends a Gmail reminder automatically. Your team never has to chase a payment again.
GmailStep 6 · Gmail

Every client email,
sent automatically.

Make.com triggers Gmail at every key moment — onboarding, invoicing, milestone updates, and payment confirmations.

EMAIL TRIGGERS
🎉 Welcome — portal login + onboarding steps
💳 Invoice Ready — branded with pay-now link
⏰ Payment Reminder — 7 days after invoice
✅ Payment Confirmed — receipt + next steps
📣 Milestone Update — deliverable completed
🔄 Monthly Report — performance summary
All sent via Gmail · fully logged in Google Workspace →
Google DriveStep 7 · Google Drive

One folder per client,
auto-created.

Make.com creates a dedicated, pre-structured Google Drive folder for every new client — organized, permissioned, and linked in their portal.

📁 CLIENTS / NEXUS GROUP /
📄
SOW_v1.pdf
Mar 1
📊
Q1_Report.xlsx
Mar 5
🎨
Campaign_v2.pptx
Mar 8
📝
Meeting_Notes.docx
Mar 3
📁
Invoices/
3 files
📁
Assets/
12 files
📁 Folder created on signup
Make.com creates Clients / [Company Name] with pre-built subfolders automatically. No manual Drive setup ever again.
🔐 View-only for clients
Clients access documents through Softr, not direct Drive links. They see what you share — nothing else in your Drive is ever exposed.
🔗 Drive URL stored in Airtable
The folder URL writes back to the client's Airtable record and surfaces in Softr as a direct link. Always one click away.
Powered by Google Drive · Google Workspace →
SlackStep 8 · Slack

Your team always
knows what's happening.

Slack gets notified at every key moment — new clients, payments received, deliverables approved, and anything needing human attention.

# new-clients
🤖
Omni BotToday 9:01 AM
🎉 New client onboarded!
Nexus GroupMRR: $4,500 · PM: Sarah K. · Tier: Growth
Portal provisioned · Drive folder created · Welcome email sent ✅
# billing-alerts
💳
Stripe BotMar 14 · 2:42 PM
✅ Payment received
Nexus Group · March RetainerAmount: $4,500.00 · Invoice INV-2025-0042
Airtable updated · Receipt emailed ✅
⚠️
Billing BotMar 8 · 8:00 AM
Invoice overdue — Harbor Media · $1,500 · 7 days past due. Reminder auto-sent.
SLACK CHANNELS
💬 #new-clients
Every signup with full context — MRR, tier, assigned PM, tools provisioned.
💳 #billing-alerts
Payment received, invoice created, overdue warnings, monthly summary.
✅ #deliverables
Task marked complete in Airtable → Slack notifies PM and client lead instantly.
🚨 #escalations
Overdue tasks, payment failures, or form submissions needing a human response.
Step 9 · Outcome

What you actually
get from this.

Real numbers from agencies running this stack. Less admin, faster payments, happier clients.

~0
Manual steps to onboard a new client
48h
Average build time for the full stack
7+
Hours saved per client per month on admin
3×
Faster invoice collection vs. email-only
100%
Clients have real-time visibility into their work
$0
Developer cost to build and maintain
💬
"Before this, onboarding a new client took 3 hours — folders, logins, billing, CRM. Now it takes 4 minutes. We hit send on the intake form and everything else happens automatically."
— Operations Director, B2B Agency · 22 active clients
Josh Leavitt — Founder, Omni Online Strategies
From the founder
"This is the exact stack I recommend to every agency owner who's tired of onboarding clients manually."
I built this demo because I kept having the same conversation — agencies spending 3–5 hours per new client just on admin: creating folders, sending login credentials, setting up billing, updating the CRM. None of it requires a human. All of it can be automated with tools you probably already pay for.

Airtable and Softr are a genuinely underrated pairing. Airtable handles the data. Softr handles the front-end. Make.com connects everything. The result is a portal that looks like it cost $50k to build — and runs itself once it's live.
Josh Leavitt
Founder & CEO · Omni Online Strategies
Talk to Josh → Book a Scope Call