What You Need to Know First
The client portal transforms how accounting firms communicate with clients. Instead of emailing documents back and forth or waiting days for client responses, everything happens in one secure, branded portal where both you and your clients can see tasks, share files, and track progress in real time.
Available on all Uku plans, the client portal reduces email volume by up to 30% and speeds up document collection significantly. Clients receive automatic notifications when you assign tasks, and you get instant visibility into what's been completed.
Step 1: Activate the Client Portal
Go to Settings & Apps from your main menu
Find and click "Client Portal" app
Click "Activate" to enable the portal
The portal is now activated for your account, but no clients have access yet.
Step 2: Set Up Your Branded Portal
Before inviting clients, customize the portal to match your firm's brand.
In the Client Portal app, go to Settings tab
Define your domain name (e.g., "smithaccounting")
This creates your portal URL: smithaccounting.getuku.com
This name is publicly searchable
Add your company logo and icon
Choose your brand colors
Write a brief description of your services
Upload a welcome video (optional, 30 seconds max)
Click "Save" to finalize settings
Preview Your Portal
Click "Client portal preview" to see exactly what clients will see when they log in. The preview creates a sample task to show the full client experience.
Step 3: Configure Portal Settings
Fine-tune how the portal works for your firm:
Email Signatures
Go to Settings → Signature to choose which email signature appears on client portal notifications:
Company default signature
Fixed signature for all portal emails
Dynamic signature with placeholders
Language Settings
Set a default language for your portal. Uku supports English and Estonian, with more languages coming soon.
Step 4: Invite Clients to the Portal
There are three ways to grant clients access:
Bulk Invitation (Recommended for Initial Setup)
Go to Clients from main menu
Select multiple clients using checkboxes
Click "Client portal" from the actions menu
Choose invitation method:
With invitation email: Clients receive welcome email with magic link, see welcome video, and get sample task
Silent activation: Portal opens without notification; clients first learn about it when you assign a task
Click "Activate"
Invitations are sent within 5 minutes. The magic login link is valid for 24 hours.
Individual Client Invitation
For specific clients or contacts:
Open the client card
Click Edit (pencil icon)
Enable "Customer portal open"
Save changes
In the client sidebar, click "Send invitation"
The sidebar shows when invitations were sent and allows you to resend if needed.
Silent Opening
Enable portal access without any notification:
Open client profile
Set "Customer portal open" to active
In client contact set the Client Portal access as enabled.
Do not send invitation
Clients discover the portal when you assign them their first task. This approach works well for clients who need minimal onboarding.
Step 5: Assign Tasks to the Portal
Once clients have access, you can assign them tasks:
Creating Portal Tasks
Create or open a task
In the task settings, assign it to "Client Portal" or to the specific client contact
Set a due date and add clear instructions
Attach any relevant documents
Save the task
Clients receive an email notification with a magic link to access the task directly.
Task Features for Clients
Multiple checklists:
Divide checklists by member—accountant items vs. client items—for shared portal tasks.
Dependencies: Tasks dependent on other tasks won't appear until dependencies are complete, keeping client dashboards clean.
Comments and communication: Both you and clients can add comments to tasks, creating a complete conversation history.
Step 6: Share Documents Through the Portal
Document Management Integration
Connect your document storage to automatically sync uploaded files:
Go to Settings & Apps → Documents
Connect Google Drive, OneDrive, SharePoint, or Dropbox
Configure folder structure preferences
When clients upload documents through the portal, they automatically save to your document management system.
Direct Document Sharing
On the client card, add a document management link
This creates a "Documents" section in the client's portal
Clients click "Documents" to access the shared folder directly
Step 7: Use Custom Menu Links (Elite Package)
Elite plan users can create custom menu items in the client portal:
Company-Wide Menu Links
Go to Client Portal → Menu Links
Click "Add menu item"
Define:
Menu item name
Icon selection
URL or link destination
Whether it opens in portal or new tab
Arrange menu order by dragging items
Save changes
These links appear for all clients.
Client-Specific Menu Links
Open individual client card
Go to Client Portal tab
Add client-specific menu items
Customize links that only this client sees
Common menu link examples:
Financial reports (Google Sheets, BI reports)
Invoice folder (Google Drive link)
Service agreements (PDF documents)
Feedback surveys (Google Forms)
Onboarding questionnaires
Price lists and service descriptions
Step 8: Monitor Client Activity
Stay informed about client engagement:
Catch Up View
The Catch Up view on your dashboard shows all recent client portal activity:
Client replies and comments
Completed tasks
Uploaded documents
Questions or requests
Open tasks remain under "Seen" until you mark them complete.
Client Communication History
All portal communications appear under:
Task communication: Comments and updates on specific tasks
Client communication: All emails and notifications sent to the client
Step 9: Manage Multiple Companies
Clients working with multiple companies can switch between them:
Client clicks their profile icon in the portal
Selects the company they want to view
Portal displays tasks and information for that company
Each company maintains separate portal access and settings.
Frequently Asked Questions
Q: Do clients need to create accounts or remember passwords?
A: No. Clients access the portal through magic links sent to their email—no usernames or passwords required.
Q: How long are magic links valid?
A: Login links are valid for 24 hours.
Q: Can I have different portal setups for different clients?
A: The portal branding is company-wide, but Elite users can create client-specific menu links and customize what each client sees.
Q: What happens if a client doesn't have an email address?
A: Clients need a valid email address to receive portal invitations and notifications. Add contact information before activating portal access.
Q: Can I deactivate portal access for specific clients?
A: Yes. Edit the client profile and change "Customer portal open" to inactive. The client will no longer be able to access the portal.
Q: Do portal tasks show on my team's dashboard?
A: Portal tasks can be assigned to both clients and team members. Team members see them on their dashboard just like regular tasks.
Q: Can clients see other clients' information?
A: No. Each client only sees their own tasks, documents, and communications. The portal is completely isolated per client.
Q: Can clients upload files without a task?
A: Only if you've shared a document management link in their portal. Otherwise, clients upload files through assigned tasks.
Q: How do I know if a client has seen their task?
A: Check the task status and comments. The Catch Up view shows recent client activity including viewed tasks.
Q: Can I customize which notifications clients receive?
A: Clients automatically receive emails when tasks are assigned or updated.
Q: Can I see what my portal looks like to clients?
A: Yes. Use the "Client portal preview" feature to see exactly what clients see, including a sample task.
Q: What are custom menu links? A: Elite package feature that lets you add custom links (to reports, forms, documents) in the client portal menu, creating a complete resource hub for clients.