Where do you lose the most time today?

Six things we hear from advisers and service firms every day — and how Portenia solves each one.

Problem 01

Your client asks for the contract for the third time.

How it looks today

You emailed the PDF two years ago. The client cannot find it. You spend 20 minutes in your inbox, pull it out again and send it once more — the third time in two years.

Scale that to 200 clients and half a day a week goes into resending documents.

With Portenia

Portenia shows every client their own documents in their own portal at any time — linked to the right contract or case. You stop resending. Versions, search and a log of every download are built in.

See documents

How it looks today

Inbox

contract20 min searching

Re: Where is the contract?2 years ago

Contract.pdf

Re: Re: Contract again?last year

Contract.pdf

Re: Contract please resendtoday

Contract.pdf3rd time

With Portenia

clients.your-firm.com/documents

My documents

Search documents …

Contract.pdfContract V-1042Version 2
Addendum.pdfContract V-1042Version 1
Invoice_09.pdfCase R-311Version 1

Download logged · today 09:14

The client fetches it — you stop resending

Problem 02

You have become an adviser by voice message — and can no longer find anything.

How it looks today

One request came by messenger, the next by email, the third by phone. Nobody knows what you promised any more. Nor does the client.

When someone leaves, the whole context goes with them. Records, cover and audits all suffer.

With Portenia

Chat per client and per case. Every conversation stays with the case — findable in five years’ time. With attachments, read receipts and push notifications.

See chat

How it looks today

Voice message · 0:47

Re: Fwd: Re: Request

Call · no notes

What was promised?

With Portenia

Case A-2031 · Chat

Here are the documents as a PDF.

documents.pdf

Thanks — I will get back to you by Friday.

Read

Saved with the casePush notification

Problem 03

You type master data into four systems.

How it looks today

The core system has the contracts, your CRM the addresses, accounting the documents, a spreadsheet the vehicle list. Every new date means entering it twice or three times.

At every handover one entry contradicts another — and nobody knows which source is right.

With Portenia

Data sources are first-class citizens here: maintain them yourself, import a spreadsheet, or read them live from your core system through the connect agent — including writing back, without an open port.

See data sources

How it looks today

Core system

Address

4 High St

CRM

Address

4a High St

Accounting

Address

4 High St

Spreadsheet

Address

2 Market Sq

Which source is right?

With Portenia

Maintained hereSpreadsheet importConnect agent · live

Miller Construction Ltd

current

Address

4a High St

Writes back to the core systemno open port

Problem 04

Your presence looks ten years older than your work.

How it looks today

Your advice is excellent. Your presence looks like 2014. Clients draw conclusions from that — before the first phone call.

Building your own costs five figures, takes months and is never quite finished.

With Portenia

Portenia puts you online on your own domain within minutes — logo, colours, typeface and icon to your specification, right through to your own app in your own store account. No mention of us if you want.

See brand & custom domain

How it looks today

Welcome to our homepage!

Home
About us
Contact
Guestbook

With Portenia

portal.your-firm.com

Your firmYour app

Good morning, Ms Berger

LogoColoursTypefaceIcon

Your own domain — no mention of us if you want

Problem 05

A subject access request costs you half a day.

How it looks today

An access or deletion request arrives. You search emails, folders, text files and three tools for everything that exists about that person.

You no longer know who accessed which file and when. The log is a hunch, not a document.

With Portenia

Separated data spaces, a clear data model and an audit log covering every access. The access report is one button, deletion runs through a named path — and clients can trigger both themselves in the portal.

See clients & data model

How it looks today

Everything on “M. Example”

Emailssearching …
Folderssearching …
Text filessearching …
Tool 1?
Tool 2?
Tool 3?

Who accessed what, and when?unclear

With Portenia

Audit log · M. Example

Separated data space

09:14A. King · Opened Contract.pdf
08:52M. Example · Signed in to portal
yesterdayL. Brandt · Changed address

Create access reportStart deletion

Clients can trigger both themselves in the portal

Problem 06

Building your own is too expensive. Off-the-shelf does not fit.

How it looks today

You gathered quotes — and got stuck between “does not fit our business” and “five figures and several months”.

Website plug-ins solve half of it badly. Ready-made services send newsletters, not claim files.

With Portenia

Portenia sits between the two: a finished platform that you shape to your own business — without a development team of your own.

Between the two

Building your own

five figures · takes months

Portenia

A finished platform you shape yourself

no development team needed

Off-the-shelf

does not fit your business

Sounds like your week?

Spend 20 minutes with us — we will walk through your own cases live.

Talk to sales Keep me posted