Scope Tracker & Client Portal
Scope disputes happen when nobody agreed on what was asked for, or when 'just one more small thing' quietly becomes a week of extra work. This page covers the tools built specifically to stop both.
Collecting Scope with an Intake Link
A shareable link your client uses to submit requirements — no account needed.
Scope Change Confirmation
Extra work never starts on a 'maybe' — the client has to say yes first.
Client Portal
A read-only progress view you control exactly what shows.
Client Login for Multiple Projects
One dashboard across every project a client has with you.
How a scope change gets confirmed
The client's own confirmation is the only thing that can approve it — never the freelancer alone.
Flag the change
Set the cost/timeline impact and why.
Client is notified
It appears on their intake link or client login.
Client confirms
Digitally, with their name — the permanent record.
Work resumes
Only now does it move to Approved.
Collecting Scope with an Intake Link
A shareable link your client uses to submit requirements — no account needed.
Why it exists
Requirements coming in over email or chat get lost or half-remembered. An intake link puts them in one reviewable, timestamped place from the start.
When to use it
At project kickoff, or any time you want a client to submit new requests directly.
- 1
Generate an intake link
From a project's Scope tab (Manager or Admin role required).
- 2
Share it
The client submits a title, description, and priority through a simple public form.
- 3
Review each submission
Approve or reject from the Scope tab — freelancer-authored requirements can also be added directly, and are approved automatically.
- 4
Link it to delivery
Connect an approved requirement to a task or a checklist step so scope and execution stay connected.
Pro Tip
Scope Change Confirmation
Extra work never starts on a 'maybe' — the client has to say yes first.
Why it exists
A change that affects cost or timeline is exactly the kind of thing that causes disputes later if it was only ever discussed verbally. Flagging it forces a written record, and it stays pending until the client's own digital confirmation.
When to use it
Any time a requirement — new or existing — changes the cost or timeline you originally agreed on.
- 1
Flag it
On an existing pending requirement, or add a new one directly as a scope change.
- 2
Set the impact
Cost and/or timeline impact, plus a short note explaining why.
- 3
Client confirms
They see it on their intake link or client login and digitally confirm with their name.
- 4
Work resumes
Only after confirmation does the requirement move to Approved — a freelancer alone can never push it through.
Pro Tip
Client Portal
A read-only progress view you control exactly what shows.
Why it exists
Clients asking 'how's it going' is a sign they can't see progress themselves. A portal answers that question for them, on their own time.
When to use it
Any project where a client would benefit from checking progress without messaging you.
- 1
Generate a portal link
From the Scope tab, per project.
- 2
Toggle what it shows
Scope progress, recent logs, a combined activity timeline, milestones, and an optional payment-progress view.
- 3
Share it
View-only — nothing can be edited or submitted from it, and it never exposes your vault.
- 4
Turn it off anytime
The Active/Inactive toggle takes effect immediately.
Pro Tip
Client Login for Multiple Projects
One dashboard across every project a client has with you.
Why it exists
A client with three projects and three separate portal links has three things to keep track of. One login solves that for good.
When to use it
Any client with more than one project in your workspace.
- 1
Share your workspace's client-login link
One URL, from the client's Portal tab in your Client Directory.
- 2
They sign in with an emailed code
No password to manage on their end.
- 3
They see everything at once
Progress, milestones, the activity timeline, and requirement submission with scope-change confirmation — across every linked project.
Pro Tip
Best practices
- Turn on the activity timeline in a client's portal before they ask for a status update — it usually pre-empts the question entirely.
- Flag a scope change the moment it comes up in conversation, rather than after the extra work is already underway.
- Revoke or expire an intake link once a project wraps, rather than leaving an open door indefinitely.
Frequently asked questions
Related guides
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