Service · Secure Client Portals · Built Under Your Domain
Secure Client Portals.
One branded portal instead of four logins, four bills, and four brand experiences.
Electronic signatures, document exchange, secure messaging, and a plain language status timeline, all under your domain and secured behind Cloudflare Zero Trust.
What the portal actually does.
One login, on your domain, for the whole client relationship.
- Electronic signatures. Native, audit trailed, and legally binding, at the same evidentiary standard as DocuSign or Adobe Sign.
- Document exchange. Drag and drop upload on the client side. Tagged, searchable, and version controlled on your side.
- Secure messaging. Client and firm exchange messages inside the portal with email notifications, which ends the question of whether anyone ever got the attachment.
- Status timeline. The client sees in plain language where the matter stands, which removes the majority of inbound status calls.
- Branded interface. Your colors, your logo, and your typography. The client logs in at your domain, not a vendor domain.
What the stack costs today.
DocuSign Standard runs about $25 per user per month. Add document storage, a template and signature tool, and a separate client login product, and the typical professional services firm is paying $40 to $120 per user per month before usage fees. For a firm of ten that is $4,800 to $14,400 a year, every year, forever.
The cost that never appears on an invoice is the client experience. They sign in to one tool to view the contract, a second to sign it, a third to send a document back, and email for everything else. Four brand experiences, none of which is yours, and every one of them a place where a document can be missed.
Built at the network edge, not bolted on.
Every portal we build sits behind Cloudflare Zero Trust. That means per client access policies, mandatory multifactor authentication, and geographic enforcement before a request ever reaches the application. The only people who can reach the portal are the ones whose email addresses you have explicitly provisioned.
It also means one audit log, in one format, for the whole client relationship. Compare that to a SaaS stack where each tool keeps its own log, in its own format, reachable through its own admin panel, and answering a single access question means opening four consoles.
Add ons for regulated data.
Deployed when the data or the auditor requires it.
- HIPAA ready configuration. Encryption in transit and at rest, with Business Associate Agreement coverage where the underlying providers offer it.
- SOC 2 readiness. The portal produces the evidence artifacts an auditor expects, including access reviews, change logs, and incident response records.
- ISO 42001 alignment. For portals using AI features such as document summarization, case history extraction, or intake triage, the AI layer is documented as a governed system.
A build in production.
The most complete portal we are currently building belongs to an estate and family law firm based in Encino that serves high net worth families. For that client base, privacy and compliance are not features, they are the reason the firm gets hired at all.
The reaction we hear most often after deployment is some version of this feels like a real firm. That is not an accident. For professional services buyers, and any segment where trust is the product, the portal is often the only piece of your infrastructure the client ever touches.
Common questions.
What is a secure client portal?
A secure client portal is a private, branded application where a client signs in to exchange documents, sign agreements, message your team, and see the status of their matter. It replaces the common pattern of a separate signature tool, a separate file sharing tool, and email, with one authenticated place under your own domain.
What features should a secure client portal have?
Five at minimum: electronic signatures with a legally binding audit trail, document upload and download that is tagged and version controlled, secure messaging with email notification, a plain language status timeline, and a branded interface on your own domain. Beyond that, access control and audit logging determine whether it survives a security review.
Does the portal support electronic signatures?
Yes. Signatures are native to the portal rather than handed off to a third party, they are audit trailed, and they meet the same evidentiary standard as DocuSign or Adobe Sign. The client signs in the same place they received the document, which is where most signature workflows lose people.
What are the best firms for building secure client portals?
Look for three things rather than a brand name. First, whether security is built at the network edge or bolted on inside the application. Second, whether you own the code and data at the end. Third, whether they can produce audit evidence in the format your regulator or auditor expects. Heed AI Solutions builds portals behind Cloudflare Zero Trust with full handover of the code.
Is a custom portal as secure as DocuSign or Dropbox?
In our builds it is more secure, because the security layer sits at the network edge instead of inside the application. Cloudflare Zero Trust enforces per client access policies, mandatory multifactor authentication, and geographic restrictions before a request reaches the app, and everything lands in one audit log rather than four.
Can the portal meet HIPAA requirements for healthcare providers?
Yes, with the HIPAA ready configuration. That covers encryption in transit and at rest, Business Associate Agreement coverage where the underlying providers offer it, and the access review and change log artifacts an auditor asks for. The same foundation supports SOC 2 readiness.
How much does it cost compared to the SaaS stack?
The stack it replaces typically runs $40 to $120 per user per month, so a firm of ten is spending $4,800 to $14,400 a year with nothing owned at the end. A portal is scoped as a build against that number, and you own the result. Engagements start with the Operations Diagnostic at a fixed fee of $5,500.
Related reading.
the full build write up, the law firm dashboard case study, the Heed Operations Platform, and custom apps and dashboards.
Add up the four bills, then compare.
Send us your current stack and seat count. The Operations Diagnostic is a fixed $5,500 and returns the replacement scope with the annual math beside it.
Or call 844 659 1333 and ask for Michael.