If you run a professional services firm—legal, accounting, consulting, you name it—clients expect a place to share documents, message securely, and track progress. Email threads and scattered files just don’t cut it anymore. That’s where client portals come in.
Moxo pitches itself as an all-in-one “client interaction workspace.” It promises streamlined onboarding, messaging, file sharing, and branded portals—without custom coding or IT headaches. But what’s actually possible, where are the gotchas, and how do you avoid spending a month building something no one uses?
Let’s walk through setting up a practical, custom client portal in Moxo—step by step. No fluff, just what you need (and what you don’t).
Step 1: Get Clear on What You (Actually) Need
Before you even touch Moxo, take 20 minutes and sketch out:
- What do clients need to do? (Upload/download files, fill out forms, schedule calls, see status, etc.)
- What’s annoying about your current process? (Lost emails? Missed deadlines? “Where’s my stuff?”)
- Who on your team needs access? (Partners, associates, admins?)
Don’t try to build an all-singing, all-dancing portal. Most firms overcomplicate this and end up with a confusing mess. Aim for the basics: secure messaging, easy document sharing, and clear status updates.
Pro tip: Ask a client or two what they wish was simpler. You’ll get better answers than you think.
Step 2: Set Up Your Moxo Organization
Once you know what you want, it’s time to get your bearings in Moxo.
- Sign up and set your firm branding
Moxo lets you slap your logo and colors across the portal. This isn’t just for show—clients notice. - Upload your logo in the dashboard.
- Set your color scheme and “about” info.
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Check the mobile preview. Most clients will use their phone at least part of the time.
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Add your team and set permissions
You don’t want every associate seeing every client file. - Create user roles (e.g., admin, project manager, staff).
- Assign permissions carefully. Start restrictive; you can always loosen later.
- Turn on two-factor authentication for everyone. Really.
What works: Moxo’s branding is simple to set up.
What doesn’t: Fine-grained permissions can get confusing fast. If you’re not sure, keep it simple.
Step 3: Build a Basic Portal Template
Think of a “portal” in Moxo as a private workspace for each client. You don’t want to start from scratch every time, so set up a basic template:
- Create folders for core documents
- Contracts
- Invoices
- Shared resources
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“To sign” or “To review” (clients love clarity)
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Set up standard workflows
Moxo has basic workflow automations—think checklists, approval steps, or reminders. - Map out your standard onboarding or project stages.
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Build them as templates. Don’t go nuts with automation right away; manual steps are fine.
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Add messaging channels
- One-to-one chat: For direct client communication.
- Group chat: If multiple people are involved (client team, your team).
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File request features: Use these for things like “upload tax docs here.”
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Set up notifications
Moxo’s notifications can get overwhelming. Start with just the essentials—file uploads, new messages, task assignments.
What works: Portals are easy to spin up once you have a template.
What doesn’t: Moxo’s workflow tools are basic. If you need deep automation or custom forms, you’ll hit limits.
Step 4: Onboard Your First Client
Don’t try to roll this out to everyone at once. Pick one client you trust (or who’s been nagging for better access), and walk them through the new portal.
- Invite the client
- Use Moxo’s invite feature to add their email.
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Set their permissions—most clients just need to view/upload docs and send messages.
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Give a quick tour
- Show them where to find files.
- Walk through sending a message or uploading a doc.
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Tell them how to get support if something’s not working.
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Ask for honest feedback
If they’re confused, don’t assume you need more features—sometimes it’s just wording or layout.
What works: Clients like having a “home base” and less email.
What doesn’t: If you dump too much info in the portal, clients will ignore it. Stick to the essentials.
Step 5: Tweak, Don’t Overbuild
After your first client (or three), you’ll see what’s working and what’s not. Resist the urge to add every feature Moxo offers.
- Iterate on your template
If clients keep asking for the same folder or checklist, add it. If no one uses a feature, cut it. - Automate only what saves real time
Moxo’s automations are decent for reminders and approvals, but don’t try to replace your project management system. - Ignore the bells and whistles (for now)
Video calls, e-signatures, and other add-ons are there—but only turn them on if clients ask or you have a real need.
Pro tip: Less is more. The more you pack in, the less likely your team (and clients) will actually use it.
Step 6: Handle Security and Compliance
Professional services firms can’t ignore this stuff.
- Make sure files are encrypted
Moxo encrypts files in transit and at rest, but double-check your settings. - Audit who can see what
Review permissions monthly. Someone always leaves the firm or joins a new project. - Document your process
If you’re in legal or financial services, keep a simple “how we use Moxo” doc for compliance.
What works: Moxo’s built-in security is decent for most small to mid-size firms.
What doesn’t: If you need custom legal holds or deep audit logs, you may need a specialist product.
Step 7: Roll Out to More Clients (Carefully)
Once you’ve got your template dialed in and your team is comfortable, roll out to more clients. But:
- Do it in batches. This gives you time to fix issues before they hit everyone.
- Train your team. Don’t assume they’ll “just figure it out.”
- Update your client welcome emails. Point new clients to their portal right away.
Pro tip: Track which clients use the portal and which ignore it. Sometimes, a quick call gets them over the hump.
What to Ignore (For Now)
- Deep integrations
Moxo has some integrations, but don’t try to hook it into every other tool you use immediately. - Custom development
Moxo isn’t a fully open platform. If you need heavy customization, you may hit walls. - White-label mobile apps
Moxo offers this, but unless you have hundreds of clients, it’s probably overkill.
Last Thoughts: Keep It Simple, Iterate Fast
Client portals don’t win you business by being fancy. They win by being reliable, easy, and (most of all) actually used by clients and your team. Start with the basics, get feedback, and only add more if it solves a real problem.
If you’re thinking “There must be more to it than this”—there isn’t. The hardest part is keeping things simple and resisting the urge to add “just one more feature.” Start small, launch, and improve as you go. That’s how you’ll build something clients actually want to use.