Professional Services & Agency Management
Build an agency and client management system
Kliv is an AI app builder. Describe the agency client management system you need — workspaces, proofs, retainers, overage, invoices, and client walls — and it builds it.
Just enter your idea into the text box and AI will build it for you
What is Kliv?
Kliv isn’t a project tracker or invoicing tool you sign up for and configure — it’s an AI app builder that builds software for you.
You describe the app you need in plain words, and Kliv builds it: the data, the logic, the screens, and the workflow. What you get is a real working app that’s yours. You own it, run it on your own accounts, and take payments through your own Stripe account. It isn’t a template with your name on it.
On this page, that app is a custom agency client management system. Kliv builds all kinds of web apps; this is one example.
Why build your own agency and client system?
Agency work and agency money often live in different tools. Project trackers know milestones and files, invoicing tools know retainers and payments, and approvals disappear into email.
Kliv builds the portal where the work and money share one record. Client workspaces, milestones, proofs, approvals, retainers, overage hours, and invoices all live together, with each client sealed from the others.
What the system knows
The portal has to hold the relationship, not just the files.
Clients and workspaces
Each client is an organization with its own workspace. A guessed URL opens nothing from another client because separation is enforced in the database.
Projects and milestones
Discovery, identity, launch, or your own stages carry owners, dates, deliverables, and the level of detail clients may see.
Proofs and approvals
Files live in the client’s file store. Approval records who approved which version and when.
The retainer and meter
The retainer is a subscription, and hours beyond scope are metered usage. The meter can feed the invoice automatically.
The thread
Client conversation lives beside the work it is about. A new account lead can read the history without searching inboxes.
An example: Leo’s brand studio
Here’s how one studio might use it. It’s only an example — you would describe your own workspaces, approval rules, retainers, overage, and client roles.
A new workspace opens after approval
Leo’s studio accepts a proposal. The client workspace opens, and the founder and marketing manager get different roles.
Kickoff files stay inside the client wall
Briefs and brand assets go into the client’s file space, versioned and private to that organization.
Proof approval becomes a record
The client approves logo v3 inside the portal. The approval has a name, timestamp, and version, so “who signed off?” has an answer.
Overage is metered as work happens
March runs 14 hours over scope. The meter has counted those hours, and the invoice shows overage at $140 an hour.
A failed card is chased automatically
If the July retainer card fails, retries and recovery emails run on the schedule Leo set.
Renewal keeps the history
The retainer renews, and the workspace, approvals, files, and threads remain in place for the next month.
Describe your agency system
Kliv builds from your description, so the more detail you give, the closer the first version. Include client roles, milestones, approvals, retainers, overage, and invoices. Here are three to build on:
Design studio portal
Workspaces, proofs, retainers, and overage.
“Build a client portal for our design studio. Each client gets a private workspace, milestones for discovery, identity, and launch, proof approvals with version history and timestamps, a $3,000 monthly retainer billed through Stripe, and overage hours metered at $140 an hour onto the monthly invoice.”
Marketing agency hub
Campaigns, assets, calendars, and hours.
“Build an agency hub for our marketing agency. Each client has campaign milestones, a shared content calendar, an asset library, approval comments, a $2,500 monthly retainer, and metered strategy hours billed at $175 an hour after the included 10 hours.”
Dev shop client desk
Project boards, tickets, retainers, and metered work.
“Build a client management system for our development shop. Clients should follow project boards, submit tickets, approve releases, pay a $5,000 monthly retainer on Stripe, and see overage work metered at $150 an hour with dated entries behind each invoice line.”
How it comes together
Approvals can reach Slack. When a client approves or comments, the app can post to your channel. The approval still writes back to the database as the source of truth.
Client walls can be tested. Before inviting clients, a Scenario test can sign in as a rival client and prove that other workspaces return nothing.
Clients settle up inside the portal. Card updates, invoices, and plan changes can be self-serve on your own Stripe account.
At agency scale, the portal becomes the thing every client enters. The agencies solutions page covers the wider practice.
Common questions
What exactly is Kliv?
Kliv is an AI app builder. You describe your agency client system, and Kliv builds the real app with workspaces, approvals, retainers, meters, invoices, and roles.
Do I get a real app, or a template?
A real app. Your milestones, approval rules, retainers, overage rates, client roles, and invoices shape the portal.
Can I change it after it’s built?
Yes. You can add a milestone, change a retainer, add a role, update an approval step, or change overage pricing later.
How do clients sign in?
They can sign in with email and password, Google, Facebook, or passkeys, depending on what you choose. Roles decide who can approve, comment, or only view.
Can one client stumble into another workspace?
No. Each client is an organization, and row-level rules keep organizations apart.
What if a client disputes an overage?
The meter is made of dated rows tied to work. The invoice line can point back to the entries behind it.
What happens when a retainer lapses?
Entitlements follow billing. A lapse can move the workspace to read-only after your grace period and close access later, while preserving history.
Does Kliv take a cut of retainers?
No. Payments run on your own Stripe account. Card processing costs are between you and Stripe.
Do clients need Stripe accounts?
No. Clients just pay by card. Stripe is how the money reaches your account.
Can approvals happen in Slack?
Yes. Slack can notify the team, while the approval record remains in the portal with version, person, and timestamp.
Can I use my own domain?
Yes. The portal can run under your agency’s own domain.
Can I move off Kliv later?
Yes. The app’s code syncs to your own Git repository, so leaving is a git pull, not a rebuild.
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Run the engagement from one portal
Describe the workspaces, proofs, approvals, retainers, overage, invoices, and client walls in detail. Kliv builds the system around your engagement.
