Running multiple client projects from one workspace

Most agencies don't have a tooling problem; they have a sprawl problem. Each new client seems to want its own folder, its own tracker, its own shared doc — and within a year nobody can answer "how many billable hours did we put into Acme last month" without an archaeology dig. The better model is one workspace that holds every project, with enough structure that the projects never blur into each other. Here's how to run many client projects from a single Kliently workspace and keep each one clean.

One workspace, many projects

Start by accepting that you don't need a workspace per client. A single Kliently workspace is built to hold all of them, and consolidating has real benefits: one place to look for the running timer, one audit log, one billing relationship, and no re-inviting your team into yet another silo. The structure that keeps projects distinct is the project itself, plus the access and rates you attach to it.

Keep the money straight with the rate hierarchy

Different clients pay different rates, and the same person might be billed differently across two projects. Kliently's rate hierarchy handles this without spreadsheets: a project-member rate overrides a project rate, which overrides your workspace default. Set a project rate per client, then override it for specific people where needed.

• Default rate — your workspace baseline, used when nothing more specific applies.

• Project rate — what a given client's work is billed at, set once per project.

• Project-member rate — a specific person's rate on a specific project, for senior or junior overrides.

Crucially, the rate is snapshotted at the time each entry is logged, so raising a client's rate mid-engagement never rewrites the value of hours already tracked. Last quarter's numbers stay last quarter's numbers.

Scope who sees what

With many projects in one place, access discipline is what stops things bleeding. Add team members to the specific projects they work on, and add external freelancers as contractors scoped to a single project — they'll see only their own work and time, never the rest of your book. This is the same role model that keeps client lists and margins private, applied at project granularity.

Consolidate the workspace; compartmentalize the access. That combination is what lets one workspace safely hold ten clients.

Give each client their own view

Your clients should never feel the multi-project machinery behind the scenes — each one wants to see their work and only their work. Kliently's client portal uses magic-link email access (no passwords), shows your branding throughout, and offers granular visibility so you choose which areas each client can see. Acme sees Acme's proposals, contracts, invoices, and project status; they have no idea Beta Corp exists in the same workspace.

1. Enable the portal for each client and apply your logo, colour, and business name.

2. Choose which areas — proposals, contracts, invoices, project status — that client can see.

3. Send the magic link; the client gets a clean, branded view scoped entirely to them.

4. On the Agency plan, point a custom domain at the portal for full white-label.

Per-client controls also let you disable access or rotate a link if something changes. Explore the details in the client portal.

One timer keeps time honest

Across many simultaneous projects, the temptation is to leave three timers running and sort it out later. Kliently deliberately allows one running timer per workspace: start a timer on a new task and the previous one stops and saves automatically. It sounds restrictive, but it's the feature that produces trustworthy time data — you're always tracking the one thing you're actually doing, and your daily and weekly views (filterable by project, member, and billable status) reflect reality rather than wishful overlap.

Turn tracked time into invoices, per client

Because every entry already carries its project and snapshotted rate, billing each client is a one-click affair: convert a project's unbilled hours into a draft invoice, one line per entry with hours and rates pre-filled, then send it on whichever payment rail that client uses. No reconciling across tools, no copy-paste between a tracker and an invoicer. See how the rest of the pipeline connects in the full feature tour.