How Airtable, Softr, Make.com, Stripe, Gmail, Google Drive, and Slack connect to deliver a fully automated client portal — from intake to invoicing.
A new client fills out your intake form. That single event kicks off 7 parallel automations — no manual setup required on your end.
Step 2 · AirtableAirtable acts as your single source of truth — clients, projects, deliverables, invoices, and contacts all linked in one base.
| Company | Status | MRR | PM |
|---|---|---|---|
| Nexus Group | ● Active | $4,500 | Sarah K. |
| Vantage Labs | ● Active | $2,200 | Mike T. |
| Crestline Co. | ◐ Onboarding | $3,800 | Sarah K. |
| Harbor Media | ○ Paused | $1,500 | Mike T. |
Step 3 · SoftrSoftr 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.
Step 4 · Make.comTwo Make.com scenarios handle the heavy lifting — one for client onboarding, one for ongoing billing events.
Step 5 · StripeMake.com creates Stripe invoices automatically each month. Clients pay right from their portal — no PDF attachments, no chasing.
Step 6 · GmailMake.com triggers Gmail at every key moment — onboarding, invoicing, milestone updates, and payment confirmations.
Step 7 · Google DriveMake.com creates a dedicated, pre-structured Google Drive folder for every new client — organized, permissioned, and linked in their portal.
Clients / [Company Name] with pre-built subfolders automatically. No manual Drive setup ever again.Step 8 · SlackSlack gets notified at every key moment — new clients, payments received, deliverables approved, and anything needing human attention.
Real numbers from agencies running this stack. Less admin, faster payments, happier clients.
| Category | Detail |
|---|---|
| Manual Process Replaced | Account managers manually compiling weekly status reports, responding to campaign performance questions, sending deliverable updates, and forwarding meeting notes to clients |
| Trigger | Client logs into their branded portal — all information is pulled live from GoHighLevel, connected campaign platforms, and project management tools |
| What the System Does | Displays live campaign metrics, deliverable status, project milestones, upcoming meeting schedule, invoice history, and communication log — all in one branded interface the client accesses themselves |
| Who Uses It | Agency clients (their self-service interface); account managers (reduced inbound status questions); agency principals (client health visibility across all accounts) |
| Integrations | GoHighLevel (CRM, communications, invoices), n8n (data aggregation), Google Analytics or Meta Ads (campaign metrics), project management tool (deliverable status), Google Calendar (meeting schedule) |
| Output | White-labeled client portal with live data — no manual report compilation required |
| Time Saved | Agencies with 10 to 20 clients typically save 5 to 10 hours per week in account management time — the equivalent of reclaiming one full business day per week |
| Client Experience | 24/7 access to current project status eliminates anxiety-driven check-in emails and builds client confidence in the agency's transparency and organization |
An agency client portal is a branded web interface that gives each client secure, self-service access to the information relevant to their account — campaign performance metrics, project deliverable status, upcoming meetings, invoice history, and communication log. Rather than waiting for a weekly status email or sending a check-in message to their account manager, the client logs into their portal and sees current information immediately. The portal is white-labeled with the agency's branding, not GoHighLevel's, and each client sees only their own data.
The portal displays: live campaign performance metrics (Google Ads, Meta Ads, or SEO rankings pulled via API), deliverable and project milestone status (what is complete, in progress, or upcoming), the next scheduled meeting and past meeting summaries, invoice history with payment status, and a message thread for asynchronous communication with the account team. The specific modules displayed are configured per client based on their service package.
The portal runs on GoHighLevel's client portal feature, which allows agencies to configure a custom domain, custom logo, custom color scheme, and custom terminology. The client accesses the portal at the agency's domain — for example, clients.youragency.com — not at a GoHighLevel URL. From the client's perspective, it is the agency's own software. Omni builds and configures this white-labeling as part of the portal setup.
n8n connects to each advertising platform — Google Ads API, Meta Marketing API, Google Analytics, or others — on a configured schedule (typically every 4 to 6 hours) and writes the latest performance metrics to the GoHighLevel custom fields associated with each client's record. When the client views their portal, they see the most recently synced metrics. This is not a manual pull — the n8n workflow runs automatically on schedule and updates the portal data without any account manager action.
Yes. GoHighLevel's portal includes a messaging interface where clients can send questions or requests that route directly to the account manager's GoHighLevel inbox. This replaces email chains for routine questions, keeps all client communication in one place, and allows AI to draft suggested responses to common questions. Each message is timestamped and archived in the client's communication log for reference.
Portal setup involves: configuring the GoHighLevel client portal module and custom domain, building the white-label styling with the agency's branding, setting up n8n workflows to pull campaign metrics from each connected platform, configuring the deliverable status display linked to the project management tool, and creating each client's portal account with their specific services mapped to the correct display modules. A standard setup for an agency with 10 active clients and 2 to 3 connected campaign platforms takes 7 to 10 business days.
Each client's portal is configured with the modules relevant to their specific service package. A client receiving only SEO services sees SEO ranking metrics and deliverables but not Meta Ads data. A client on a full-service package sees all modules. GoHighLevel's portal permission system allows granular control over which data is visible per client without requiring a separate portal instance for each client.
The GHL client portal is enabled on the agency's account, custom domain configured, and white-label branding applied with agency logo, colors, and terminology.
Each active client is created as a portal user with their specific service package mapped to the relevant display modules. Client login credentials delivered.
n8n connects to each client's advertising platforms via API and syncs performance metrics to their GoHighLevel client record on a configured schedule.
Project management tool or Google Sheets connected to the portal to display current deliverable status, milestone completion, and upcoming project dates.
GoHighLevel's invoice module configured to display invoice history and payment status within each client's portal view.
Account managers trained on the portal admin interface. Clients receive a personalized onboarding message with their portal URL and login credentials.