Brief forms
Smart questionnaires for each job type with reference uploads, brand questions, deadlines and budget ranges.
Graphic designer client portal: briefs, proofs & approvals
Graphic designers: briefs, proofs and approvals in one place. No more 'final_final_v3'.
Briefs turn up as three-line emails. Proofs fly around as attachments and feedback arrives by text, voice note and a photo of a printout with biro on it. Then nobody can say who approved what. We build client portals for graphic designers and design studios that keep the whole job in one place, then we host them and look after them.
Looking for a client portal that handles briefs, proofs and sign-off for your design studio?
Design is the fun part. Everything wrapped around it is where the hours vanish. You chase a proper brief, export a proof, email it to four people and get five opinions back across three channels. Round two goes out with the wrong version attached. Months later the client swears they never signed off on that phone number. Meanwhile the quote said two rounds and you're on round six.
Wollopit builds custom client portals and studio systems for graphic designers. Clients fill in a brief that actually asks the right questions. Every proof is versioned and every comment is pinned to the exact spot on the artwork. Approvals are recorded with a name and a time. Extra rounds get flagged before you start them. Final files unlock when the invoice is paid and live in a brand library the client can come back to. You keep designing in Adobe or Figma. We connect the rest and look after it on our own servers.
01The problems
What we hear from graphic designers
Does your design studio have these problems? Here's how we'd fix them.
Most designers we talk to are brilliant at the work and quietly drowning in the back and forth. It holds together until a job goes to print with last week's version.
- The problemBriefs that aren't briefs"Logo for my café, something modern" lands in your inbox and you spend a week chasing the details you needed on day one.How we fix itBrief forms built for each job type (logo, packaging, signage, social kits) with brand questions, reference uploads, deadlines and budget ranges.
- The problemfinal_final_v3_USE THIS ONEProofs go out as attachments and the client replies to an old one. Now you're fixing changes on a version that's already dead.How we fix itVersioned proofs in the portal. Every round is numbered, clients only see the current one and old rounds stay archived for reference.
- The problemFeedback from everywhereNotes come in by email, text, Messenger, a voice note and a photo of a printout with arrows drawn on it.How we fix itComments pinned to the exact spot on the artwork, one thread per proof. Nothing lives in your phone anymore.
- The problemToo many cooksThe owner, the marketing person and the owner's brother-in-law all have opinions. Half of them contradict each other.How we fix itMultiple reviewers can comment while one nominated approver signs off. Clashing notes get flagged for the client to sort before round two.
- The problem"I never approved that"A typo makes it to print and suddenly nobody remembers signing off. It's your word against theirs.How we fix itRecorded approvals with name, time and version, plus a pre-print checklist for spelling, phone numbers and colours.
- The problemRevision creepThe quote said two rounds. You're on round seven and it's eating the whole job's margin.How we fix itRounds counted against the quote. Extra rounds trigger a change request with a price the client accepts before you start.
- The problemQuotes, deposits and invoices all over the placeQuote in a Word doc, deposit chased by email and the invoice built from scratch in Xero three weeks later.How we fix itQuotes from templates, online deposits by card and milestone invoices linked to the job, flowing straight into Xero or MYOB.
- The problemHanding over files before you're paidYou send the finals out of goodwill. The final invoice then sits at 60 days.How we fix itFinal files unlock automatically when the invoice is paid. No awkward emails.
- The problem"Can you send the logo again?"WeTransfer links expire and clients come back every few months wanting a PNG, a white version or the hex code.How we fix itA brand library per client with every logo variant, file format, colour code, font and guideline. They download it themselves.
- The problemFifteen jobs on a sticky noteDeadlines in your head, jobs waiting on clients forgotten and no idea what's actually due this week.How we fix itA studio job board showing every job by stage, deadline, who's on it and what's waiting on the client.
- The problemNot sure which jobs paySome jobs fly. Others drag on for weeks and you've no idea whether you made anything.How we fix itTime logged against each job with quoted versus actual hours, so you know what to charge next time.
02What we build
Solutions
What we build for graphic designers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Branded client portal
Your logo, your colours, your web address. Clients log in to see their jobs, proofs, invoices and files.
Versioned proofing
Upload a round and it's numbered, dated and shown to the right people. Old rounds archived, never confused.
Pinned comments
Clients click on the artwork to leave a note. Works on images, PDFs and multi-page documents.
Approval sign-off
One approver per job, a pre-print checklist and a recorded sign-off with name, time and version.
Revision tracker
Rounds counted against the quote, with change requests and extra costs approved before the work starts.
Quotes & deposits
Quote templates for your common jobs, online acceptance and card deposits to lock in the start date.
Invoicing linked to jobs
Milestone and final invoices raised from the job and synced to Xero or MYOB, with payment reminders.
Files on payment
Final artwork releases itself the moment the invoice is paid.
Brand asset library
Every logo variant, format, colour code, font and style guide in one place clients can come back to.
Studio job board
Every job by stage and deadline, with 'waiting on client' flagged so nothing quietly stalls.
Time tracking & job profit
Hours logged against jobs with quoted versus actual, so you can price the next one properly.
Print handoff
Print-ready packages with specs, stock, bleed and quantities sent to your print shop from the job.
Retainer clients
Monthly hours or job allowances with a running balance both of you can see.
A studio website that wins work
Hand-built portfolio site with case studies, a brief form front and centre and built to rank locally.
03The systems
The big ones
Your whole studio, in one portal.
These are the systems designers ask us about most. Each one works on its own. Join them up and the admin mostly runs itself.
Briefs & onboarding
Start every job with a brief you can actually design from.
New clients get a brief form that asks the questions you'd otherwise chase for a week. Answers, references and brand files land in the job automatically, ready for you to quote.
- Brief templates per job type
- Reference and mood board uploads
- Existing brand file uploads
- Deadline and budget range questions
- Required fields so nothing's missed
- Brief turns into a job and quote
- Embedded on your website
- Client details saved for next time
Proofing & approvals
One proof, one thread, one clear yes.
Every round is versioned and every comment is pinned to the artwork. Reviewers have their say. Then one approver signs off and it's recorded for good.
- Numbered proof rounds
- Click-to-comment on the artwork
- Images, PDFs and multi-page docs
- Multiple reviewers, one approver
- Clashing feedback flagged
- Rounds counted against the quote
- Change requests with pricing
- Pre-print sign-off checklist
- Approval record with name and time
- Email alerts when proofs are ready
Jobs, quotes & invoicing
Quote it, track it, get paid for it.
Quotes come from templates, deposits get paid online and every job sits on a board you can read at a glance. Invoices go to Xero or MYOB and final files wait until they're paid.
- Quote templates for common jobs
- Online quote acceptance
- Card deposits through Stripe
- Studio job board by stage
- Waiting on client alerts
- Time logged against jobs
- Quoted versus actual hours
- Invoices synced to Xero or MYOB
- Automatic payment reminders
- Files released on payment
Brand libraries & delivery
Final files that never expire.
Every finished job feeds a brand library for that client. Logos in every format, colours, fonts and guidelines are all there whenever they need them. Print-ready packages go to the printer from the same place.
- Logo variants in every format
- Colour codes: CMYK, RGB, hex, Pantone
- Fonts and licence notes
- Brand guidelines as a page or PDF
- Client self-serve downloads
- Locked until the invoice is paid
- Print packages with specs and bleed
- Send straight to your print shop
04How it changes
Before and after
A logo project, wolloped.
Here's how a simple logo job could change. Every studio works differently, so we map yours first.
Before
- Brief arrives as a vague email
- A week chasing references and details
- Proof v3 emailed as a PDF attachment
- Feedback by email, text and voice note
- Approval is a 'looks good!' in a thread
- Finals sent by WeTransfer before the invoice is paid
After
- Client fills in the logo brief form
- References and deadline land in the job
- Round 3 posted to the portal, old rounds archived
- Comments pinned right on the artwork
- Approver signs off with name and time recorded
- Invoice paid and the brand library unlocks
05Services
Everything under one roof
Software, websites and systems for graphic designers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for graphic designers
Built around how your design studio actually runs: brief forms, branded client portal and the admin in between, in one system you own.
Websites for graphic designers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Design studio system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for graphic designers
Versioned proofing and pinned comments: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Adobe Creative Cloud, Figma and Canva so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your design studio, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
You keep designing in the tools you love. We connect the admin side to them and replace the bits holding you back.
- Adobe Creative Cloud
- Figma
- Canva
- Dropbox
- Google Drive
- WeTransfer
- Xero
- MYOB
- QuickBooks
- Stripe
- Calendly
- Mailchimp
- Asana
- Trello
- Monday.com
- Notion
- Slack
- Google Workspace
- Microsoft 365
- Shopify
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your design studio: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with you through a real job from brief to final files and find where the hours actually go.
- 02
Archi-tech
We plan it before writing code: your job types, brief forms, proof rounds, approvers, invoicing, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually proofing and approvals first, so your next job already runs smoother.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things graphic designers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can several stakeholders comment?
Yes. Multiple reviewers can comment on each proof while one nominated approver gives the final sign-off. That keeps the committee in one place without letting it stall the job.
Will it look like our studio?
Yes. It's your logo, your colours and your own web address. Clients see your studio, not somebody else's software.
Do we have to stop using Adobe, Figma or Dropbox?
No. You keep designing where you design. We build around what works and connect the portal to your storage, accounting and project tools. If something is holding you back we'll show you what replacing it involves first.
Can clients comment on multi-page documents?
Yes. Comments can be pinned to images, PDFs and multi-page documents like brochures, menus and annual reports, page by page.
Can final files be held until the invoice is paid?
Yes. Finals can stay locked until payment comes through in Stripe or Xero, then unlock automatically for the client to download.
How much does a client portal cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller pieces like brief forms or proofing can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most graphic designers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a design studio problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.