Solutions / Professional services
Look as professional as you bill
Intake, scheduling, secure document exchange, and billing — a firm-grade client experience without firm-grade IT.
The case for building it
Why build this instead of a practice-management suite?
Practice-management suites are built for the median firm and licensed per seat. Your intake gets squeezed into their form builder, your document workflow into their folders, your billing into their invoice template — and the suite still won't know the difference between a consultation and an engagement. Kliv composes the same capabilities into a system that works the way your firm already does.
Your engagement model is the requirements document: the questions intake must ask, the documents you request and in what order, who reviews before an engagement opens, how retainers and project fees mix. Describe that and it becomes the system — a client experience as deliberate as the advice you sell.
Anatomy of the system
What the practice actually knows
A firm's client experience is mostly information discipline: who may see which documents, what stage each engagement is in, what was asked at intake and never asked again. Here is the shape of the system Kliv would build.
Clients
Each client is an organization — the founder, their CFO, their assistant, each seeing what their role allows.
Engagements
Your stages — consultation, proposal, active, closed — with the documents and billing that belong to each.
Documents
Requested, received, delivered — every file private to its client and your firm, by default.
Intake records
What the intake assistant captured — persisted to the client record so nobody asks twice.
Appointments
Consultations booked from the site, tied to the client they're about.
Retainers & invoices
The commercial relationship — subscription status, invoices, and history — on the same client record.
Who sees what
Rules the database enforces
- A document is readable by its client and your firm — a client hunting for another client's files finds nothing to hunt.
- An engagement opens only after your review — the approval is a recorded step, not a verbal yes.
- Intake answers persist: the questions asked at the first hello never get asked again at kickoff.
- Billing details are visible to the client's owner — not to everyone they've invited into the portal.
This is what firm-grade actually means in software: not a look but a set of rules about information — held by the database on every request, at 2 a.m. as reliably as in the demo.
What Kliv assembles
A shopping list of platform pieces — each one built in, each one composing with the rest.
Intake that asks the right questions
An agent greets prospects, answers service questions from your knowledge base, and captures the details you need to engage.
Consultations, booked
Connect Calendly and let clients book consultations straight from the site.
Secure document exchange
Clients upload and receive files in a private, per-client space — access rules enforced by the platform.
Bills that pay themselves
Recurring engagements bill monthly; clients manage cards and invoices on their own billing page.
Ways to charge
Three ways a practice can charge
Advisory work comes in three durations: the hour, the project, the relationship. The portal should sell all three without pretending they're the same thing.
Consultation
$400 one-time
The prospect who needs an hour of judgment
A booked session, the intake that precedes it, and the notes that follow it — the front door of the practice.
- Unlocks
- The purchase books the slot and opens a space for the documents that session needs.
- Billing
- Paid at booking; one charge, one receipt.
- Refunds
- Reschedules and refunds until the appointment, behind your approval.
Fixed-fee engagement
$7,500 one-time
The client with a defined scope
The engagement space: a document checklist, the working thread, staged deliverables, sign-off.
- Unlocks
- The purchase opens that engagement — the client sees their scope, not your practice.
- Billing
- One charge, one receipt. When the work completes, the space shifts to archive — deliverables and invoices stay readable, new requests close.
- Refunds
- By decision, through the approval step.
Monthly retainer
$2,500/month
The client who wants you on call
Standing access: the request thread, document exchange, quarterly reviews, priority booking.
- Unlocks
- The active retainer keeps the relationship's doors open — requests, uploads, reviews.
- Billing
- Renews monthly. A failed card triggers retries and recovery emails, and the gates narrow until it's fixed — no partner has to chase a card.
- Refunds
- Approval-gated, per your engagement letter.
Before launch
The first week, before you launch
A firm's portal has to be right the first time a client touches it. The first week is for getting it right in private.
Shape the practice
Describe how you engage: the intake questions, the stages, who reviews before work opens, how you bill. Kliv builds the first preview with the walls and the stages in place.
Make it yours
The register matters here: your name, your tone, correspondence that reads like your letterhead — not like software.
Load the real thing
Your services and fees, the document checklists, the intake script, the Calendly connection. Invite a colleague and run a full intake against yourselves.
Try to break it
Sign in as a test client and hunt for another client's documents. Fail a retainer card on purpose. Request a refund. The gates, the recovery emails, and the approval step should prove themselves before a client exists.
Then rehearse a year
In the Sandbox, with simulated money and simulated time, run a fiscal year in an afternoon: retainers renew, one lapses over the summer and recovers, an engagement opens, completes, and archives on schedule. The portal has already run a year of the practice before the first real client signs in.
Bespoke, without the bespoke risk
Custom software used to mean a budget, a contractor, and a maintenance contract. This is a different deal.
Enterprise-grade parts
Sign-in, permissions enforced at the database, billing, audit, email — the components under your bespoke system are the same hardened pieces every Kliv app runs on. You compose proven infrastructure; you don't commission code from scratch.
Changes ship in order
When your process changes, say so — the change is built in conversation, you review it in a live preview, and nothing reaches your users until you publish. Commerce changes can even be rehearsed in the Sandbox with simulated money and time.
Nobody can sunset it
Off-the-shelf tools get re-priced, redesigned, and retired on a vendor's schedule — and your workflow goes with them. Your Kliv app changes only when you change it. It's your product, not a seat in someone else's.
Say it in one sentence
“Build a site for my advisory firm with an intake assistant, Calendly consultations, a secure portal where each client uploads documents only we can see, and monthly billing.”
This is genuinely how it starts — describe it, then refine in conversation.
Common questions
How private is the document exchange?
Each client's space is private by default — access rules are enforced by the platform, so a client sees their documents and yours to them, never another client's.
Can clients book consultations directly?
Yes — connect Calendly and prospects book consultations from your site, with confirmations sent on templates branded as your firm.
Can billing match how we actually engage?
Yes. Monthly retainers, fixed-fee projects, or both — and clients manage cards and invoices on their own billing page instead of calling your office.
Who on the client's side can see what?
The client is an organization: their owner can invite a CFO or an assistant, and roles decide what each sees. Billing stays with the owner; a contributor can exchange documents without ever seeing the invoices.
Does anything open before we've said yes?
No. Intake captures the prospect's details, and your review is a recorded gate — no space, no documents, no billing until someone at the firm approves the engagement.
Where do client documents actually live?
In your system's file store, behind per-client access rules — not scattered across inboxes. Every request, upload, and delivery is a record on the engagement, so the file and the fact of its exchange are both yours.
