IC Studio / Internal projectDelivery management & client portal

When our team outgrew its tools

Plans, work records and client reports lived in different systems. Delivery Portal became a shared workspace for daily work, planning, reporting, client projects and internal tasks.

Explore the story

The operational shift

Coordinating the team’s daily work plan

30–60 min → up to 5 min

Report reconciliation

Hours → minutes

Client / industry

IC Studio · Software development & business process automation

Project

Internal operations / In-house product

Solution

Custom delivery management system & client portal

01 / Context

Projects became more complex. More systems were added. Coordination stayed manual.

As our clients grew, our workload, requirements and processes changed too. With only a few projects, we could assemble the overall picture manually. Over time, coordination and reconciliation began to take hours, making that way of working impractical and costly.

Plans, work and time records lived in different places

Plans and tasks in CRM and Notion, development in Git, reconciliation in Excel and Google Docs. The manager or team lead had to connect statuses, priorities and time records to see what was done and what needed to happen next.

Month-end meant assembling the picture again

The manager collected plans, work records and changes in scope, then reconciled them. Consolidating data for complex projects with many processes and variables took hours.

Clients received separate pieces of the picture

Long emails. Google Docs. Excel files. Separate payment information. Revisiting a decision or report meant finding the right document again. Invoices were issued in a separate accounting service, with payments checked manually.

What we wanted to achieve

Connect our working tools and bring the data together in one place.

We first connected the existing tools so data could flow automatically. After several months of using the portal, we identified where external software no longer fitted our processes and which products we could stop using.

02 / Before → After

From collecting data by hand to one shared workspace

01 / 04

Project delivery

Before

The manager or team lead gathered statuses, priorities and workloads from different systems to prepare the day’s plan.

After

Today in Focus groups tasks by current responsibility and priority. Everyone can see their next action, and urgent requests enter the plan as they are created.

IC / Delivery PortalReconstructed interface · demonstration data

Delivery / Today in Focus

Today in Focus

Responsibility, priority and the next step.

6 tasks · Team view · priority order

Try a role filter, open a task or add an urgent request.

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01 / 04

Project delivery

Before

The manager or team lead gathered statuses, priorities and workloads from different systems to prepare the day’s plan.

After

Today in Focus groups tasks by current responsibility and priority. Everyone can see their next action, and urgent requests enter the plan as they are created.

IC / Delivery PortalReconstructed interface · demonstration data

Delivery / Today in Focus

Today in Focus

Responsibility, priority and the next step.

6 tasks · Team view · priority order

Try a role filter, open a task or add an urgent request.

Reporting

Before

At month-end, the project history had to be reconstructed: comparing the plan, completed work, scope changes and recorded hours.

After

Plans, tasks and time records stay connected throughout delivery. Additional and warranty work remain distinct. The manager checks the data, adds conclusions and publishes the report.

IC / Delivery PortalReconstructed interface · demonstration data

Demo Client A / Monthly Plan / March 2026

Monthly Plan

One client · two projects · one reporting period

March 2026 · demo

Original plan

118 h

Commercial time

128 h

Recorded time

133 h

Warranty

5 h · non-commercial

Demonstration project work and hours
Task	Type	Plan / actual	Time category
DEMO-101 Build the request management workflow Service workspace	Planned	72 / 68 h	Commercial
DEMO-102 Validate the customer approval workflow Customer workspace	Planned	46 / 43 h	Commercial
DEMO-103 Add an export format Service workspace	Additional	– / 17 h	Commercial
DEMO-104 Correct a notification label Customer workspace	Warranty	– / 5 h	Non-commercial

Planned work: 111 actual hours. Additional work: 17 hours. Warranty: 5 non-commercial hours. Financial values are omitted from this public demo.

Demonstration tasks and hours. Rates and monetary values are omitted.

Client portal

Before

Clients assembled the project picture from emails, documents and attachments. Reviewing an earlier period meant finding those materials again.

After

Current work, decisions and report history are now available in one portal. Clients keep their familiar ways of communicating: WhatsApp, calls and voice messages.

IC / Delivery PortalReconstructed interface · demonstration data

Demo Client A / Plan & Progress

Demo Client A

Your projects, reporting and decisions in one place.

Delivery report

Goals and plans

Improve request visibility and verify the customer approval journey.

Outcomes

Delivery is progressing. The export request and warranty correction are complete.

Work summary

133 h recorded

128 commercial h · 5 warranty h

Demonstration project work and hours
Task	Type	Hours	Time category
DEMO-101 Build the request management workflow Service workspace	Planned	68 h	Commercial
DEMO-102 Validate the customer approval workflow Customer workspace	Planned	43 h	Commercial
DEMO-103 Add an export format Service workspace	Additional	17 h	Commercial
DEMO-104 Correct a notification label Customer workspace	Warranty	5 h	Non-commercial

Payment information

Available to the client in the portal. Monetary values omitted from this demo.

Next period

Confirm acceptance and agree the next priorities.

Invoices & payments

Before

Invoices were issued in a separate accounting service. The manager checked payments manually and followed up with clients about outstanding balances.

After

Invoices and payment tracking are integrated into Delivery Portal. The system tracks due dates and reminds clients when scheduled payments are due. Reminders follow the agreed payment schedule and are sent to clients automatically.

IC / Delivery PortalReconstructed interface · demonstration data

Client / Invoices & payments

Invoices & payment tracking

Due dates, payment status and next actions

Invoice	Payment status	Reminder
DEMO-INV-01	Paid Payment received	Not needed
DEMO-INV-02	Awaiting payment Not yet due	Due-date tracking enabled
DEMO-INV-03	Overdue Payment due date passed	Reminder sent to client

Managing outstanding payments

DEMO-INV-03

Promise to pay

Client promised payment on Friday · demo

Reminder schedule

Next reminder follows the promised date

Illustration of payment promises and reminder settings · demonstration data

03 / Results

Less time assembling the picture.

Coordinating the team’s daily work plan

Approximately 30–60 minutes

Up to 5 minutes

Project report reconciliation

Hours

Minutes

SaaS products used in operations · Approximately 90% fewer products

Based on IC Studio’s internal observations. Reconciliation time excludes analysis; SaaS refers to the number of products used.

What We Learned

Let daily use decide

Some features did not earn a place in regular use. Reviewing previous daily plans and preparing end-of-day summaries sounded useful, but proved less valuable in practice. Daily use helped us decide which capabilities to retain and refine.

Closing Insight

A useful client portal starts with how the team works.

Tell us how planning, delivery and reporting work today. We can explore where the connections need to change.

Discuss your situation ↗Explore client portal development ↗