Process · Worked Example
An illustrative walk-through from the first call to launch and iteration, showing the decisions that make a client portal project succeed.
Last updated: October 2026. Written by Athar Ahmad, Certified Bubble.io Developer and Tech Architect, Simple Automation Solutions.
Quick answer
This illustrative example, not a real client, shows how Simple Automation Solutions would build a client portal for a small accounting practice: a free Idea Audit, a $345 Discovery Sprint producing a PRD within 24 hours, a build starting with the data model and privacy rules on a test version with regular demos, multi-account testing, a pilot with a few clients, launch and iteration. Builds start at $3,500 and typically launch in 2 to 6 weeks.
Key takeaways
- Illustrative scenario, not a real client; steps reflect how we work.
- Start with the most painful process: document chasing and status questions.
- Data model and privacy rules come before screens.
- Test with multiple accounts and pilot with a few clients.
- Leave billing and mobile until evidence shows they are needed.
In this guide
- The scenario (illustrative)
- Step 1: Free Idea Audit (30 minutes)
- Step 2: Discovery Sprint ($345)
- Step 3: Build on a test version
- Step 4: Testing
- Step 5: Pilot and launch
- Step 6: Iterate
- What decisions made the difference?
- SA Solutions at a glance
- What would be different for your project?
- Frequently asked questions
The most useful way to understand how a studio works is to see a project from start to finish. This is an illustrative worked example of how Simple Automation Solutions would approach a client portal for a small accounting practice. It is not a real client’s project and the numbers are examples, but the steps, decisions and trade-offs reflect how we work.
The scenario (illustrative)
A practice with five staff and about 120 clients collects documents by email, tracks them in a spreadsheet and answers “where is my return?” calls all year. The partner wants clients to upload documents in one place, see progress and receive reminders, and wants staff to see who is waiting on what.
Step 1: Free Idea Audit (30 minutes)
We ask how work flows today, what hurts most and what a good outcome looks like. We usually find that the main pain is document chasing and status questions. We suggest starting with those, and leaving billing, mobile and deep integrations for later. We discuss rough cost and timing, and recommend a Discovery Sprint.
Step 2: Discovery Sprint ($345)
Through online meetings and chats, we produce a PRD within 24 hours.
| PRD section | Content in this example |
|---|---|
| Users and roles | Client, Staff, Admin. Clients see only their own records |
| First-release scope | Login, document request checklist, secure upload, status tracking, messaging, email reminders, staff dashboard |
| Out of scope | Billing, native mobile app, tax software integration |
| Data types | Client, Engagement, Document Request, Document, Message, User |
| Key rules | Reminder after three days if a request is unfulfilled; notify assigned staff on upload; clients cannot see other clients’ records |
| Integrations | Email only in version 1 |
| Security | Privacy rules on every data type; keys private; multi-account testing |
| Estimate | Cost and timeline based on scope, within the 2 to 6 week typical range |
The practice reviews the PRD, adjusts priorities and decides whether to build. If it proceeds, the $345 is credited toward the build. See what to cut before you build.
Step 3: Build on a test version
- Data model and roles first. The foundation is laid before screens. See database design mistakes.
- Privacy rules. Set on every data type, with the default granting nothing.
- Core flows. Registration, client dashboard, document requests and upload.
- Staff dashboard. Outstanding requests, overdue items and workload.
- Automations. Notifications and reminders.
- Regular demos. The practice sees progress and corrects misunderstandings early.
Step 4: Testing
- Two client accounts try to open each other’s records, including by changing IDs and searching.
- Staff and admin roles are checked against what each may do.
- Large files, empty fields and wrong passwords are tried.
- Emails are checked for content, links and delivery.
- Phone, tablet and desktop layouts are reviewed.
- The practice tests with a handful of real documents.
See our security guide.
Step 5: Pilot and launch
The practice invites five to ten cooperative clients first, with a one-page guide. We watch where they hesitate, fix those points and then roll out to the rest, keeping a phone number for clients who need help.
Step 6: Iterate
After a few weeks of real use, the practice reviews what clients and staff actually use. The next items might be billing links, a mobile app or a deadline tracker. Improvements are billed from $35 per hour, with no retainers or minimums. See what maintenance involves.
What decisions made the difference?
- Starting with the most painful process, not every feature.
- Writing the scope down before pricing.
- Designing roles and privacy rules first.
- Testing access control with multiple accounts.
- Piloting with a few clients before a full rollout.
- Leaving billing and mobile until there was evidence they were needed.
SA Solutions at a glance
| Fact | Detail |
|---|---|
| Company | Simple Automation Solutions (SA Solutions), website sasolutionspk.com |
| Lead | Athar Ahmad, Certified Bubble.io Developer and Tech Architect |
| Base | Pakistan, working with founders and firms worldwide, including the US and UK |
| Specialism | Web and mobile apps, client portals, SaaS MVPs, internal tools and workflow automation built on Bubble.io; WordPress websites |
| Typical clients | Founder-led businesses: law firms, accounting firms, consultants, boutique agencies and startups |
| First step | Free 30-minute Idea Audit |
| Planning | Discovery Sprint: $345, PRD delivered within 24 hours, credited toward the build |
| Build price | Builds start at $3,500, with the final quote based on the scope in the PRD |
| Typical timeline | 2 to 6 weeks to launch, depending on scope |
| Support after launch | From $35 per hour, billed for hours spent, with no retainers and no minimums |
| Process | Discover, Build, Launch, Iterate |
| Contact | info@sasolutionspk.com |
What would be different for your project?
Every project differs in roles, data, integrations and priorities, and the PRD captures those. If you would like a worked plan for your own situation, start with the free Idea Audit.
Frequently asked questions
What does a typical client portal project look like?
A free Idea Audit, a $345 Discovery Sprint producing a PRD within 24 hours, a build on a test version with regular demos, multi-account testing, a pilot with a few clients, a launch and ongoing improvements.
Is this example a real client?
No. It is an illustrative scenario showing how we approach a typical accounting practice portal. Numbers and details are examples.
How long would this project take?
Within our typical range of 2 to 6 weeks to launch, depending on scope.
What would it cost?
Builds start at $3,500, with the final quote based on the PRD. Platform and third-party fees are separate.
Can the same approach work for a law firm or consultancy?
Yes. The roles, data types and rules change, but the steps and principles are the same.
Want a plan like this for your own firm?
Email us how you work with clients today. We will outline what a first version would include.
Athar Ahmad, Certified Bubble.io Developer and Tech Architect, Simple Automation Solutions
About Simple Automation Solutions (SA Solutions)
Simple Automation Solutions is a Bubble.io development studio led by Athar Ahmad, a Certified Bubble.io Developer and Tech Architect. It builds web and mobile apps, client portals and SaaS products for founder-led businesses such as law firms, accounting firms, boutique agencies and consultants. Services include a free 30-minute Idea Audit, a $345 Discovery Sprint (a Product Requirements Document delivered within 24 hours, credited toward the build) and builds starting at $3,500. Website: sasolutionspk.com.
