Engagements
The work
A named piece of work with a status, the people on it, the documents it needs and the dates it carries. Requests replace “send me your documents” with a checklist that chases itself and files what arrives.
Your work. Your clients. One place.
Everyone can see whose move it is.
PortalHQ is the shared workspace between a professional firm and the people it works for. The documents, the questions, the deadlines and the proof — in one place, so nobody has to ask where things stand.
Your clients sign in free. New accounts are verified by an advisor first.
The firm sees
84 clientsWaiting on clients
- Meridian FoodsBank statement · 6 days6d
- Kalyani TextilesSigned declaration · 2 days2d
- Third Arc StudioInvoice approval · today
Three clients are holding up work. Nobody had to be chased by hand.
The client sees
1 thing neededAnnual report & tax return
FY 2026 · Hartley & Reed CPAs
Progress86%
- Trial balanceAccepted✓
- Fixed asset registerAccepted✓
- Bank statement — DecemberStill needed from you!
One document, and you are done for this quarter.
Why this is hard today
The work is fine. The scavenger hunt around it is the job.
What the professional spends the week on
Chasing documents. Chasing approvals. Chasing signatures. Re-explaining status. Digging through a WhatsApp thread for something a client sent in March. Finding out on the last day that the one document everything depended on never arrived.
What the client keeps having to ask
- What do you still need from me?
- Did you get what I sent?
- Where does this stand?
- What is coming up?
- What do I need to sign?
- Who is handling this?
PortalHQ makes those answers obvious without anyone having to ask.
Three things, one system
Most tools do one of these. Holding all three together is the product.
Portals
The accounts it depends on
An organisation runs on 12 external systems in our register. Who holds each login, when it was last opened, and what is sitting unread in it.
Proof
That it actually completed
Submitted is not the same as done. PortalHQ will not close work without the acknowledgement that proves it landed — the receipt, the approval, the reference number.
The register
Who has the payroll-tax login?
Somebody enrolled the company four years ago. They have left. The recovery phone number is theirs. Nobody noticed until it mattered.
PortalHQ keeps the register: what exists, who holds it, when it was last opened, and what came out of it. Losing an account is the one kind of damage you cannot pay your way out of afterwards.
Two things we deliberately do not do
We do not log into these systems for you and we do not scrape them — no such arrangement exists with their operators. Portal watch is a scheduled check-in plus the notification emails they already send.
And we register who holds access, not passwords. Answering “who has that login” without holding a single credential is the stronger position.
In the United States register
- Bank portalcritical
- Insurer portalquarterly
- IRS online accountcritical
- EFTPScritical
- Secretary of Statecritical
- Registered agentcritical
- FinCEN beneficial ownershipevent
- USPTOfortnightly
- myUSCIScritical
- State labour & unemploymentquarterly
- State tax portalmonthly
- SEC EDGARquarterly
12 in the register and growing. Marked critical where losing access is slow or bureaucratic to recover.
Not one profession
The same four states, in whatever words your profession uses.
A trademark renewal receipt, a visa lodgement number, a building approval, a registered deed, a filing acknowledgement. Different words, identical shape — and the same failure in the same place, where work is treated as finished one state too early.
- Draft
- Executed
- Filed
- Acknowledged
Cross-border
Money and ownership moving between countries, reported on both sides.
Reported → Acknowledged
Tax
Returns, payments and the notices that follow them, for a business or a person.
Filed → Acknowledged
Corporate compliance
Keeping an entity in good standing: annual reports, registers, minutes, and changes to who owns and runs it.
Filed → Acknowledged
Immigration & mobility
Visas, petitions and status, on both sides of a border.
Lodged → Receipted
Intellectual property
Trademarks and patents — applications, office actions, and the maintenance nobody diarises.
Filed → Acknowledged
Wealth & investments
Holdings, mandates, beneficiaries and reviews — kept current rather than rediscovered.
Submitted → Confirmed
Adding a profession is authoring, not engineering. If your discipline is not listed, it still works — you get engagements, requests, a vault and your own deadlines from day one.
86%
One number
A claim is not proof.
Readiness counts only the work whose evidence is actually attached. A deadline marked done without its acknowledgement does not score. The number is designed never to flatter you, because a flattering number is worth nothing on the day someone asks.
When they do ask, export the binder: every commitment, its document, its receipt, in order.
Where the machine helps
It reads. It drafts. It does not decide.
What it does
- Reads an upload, pulls out the dates and reference numbers, and files it against the request it satisfies.
- Matches an acknowledgement to the work it closes, so the loop shuts without anyone typing.
- Answers “what is outstanding on this engagement?” and “what changed since yesterday?”
- Turns an engagement letter into a checklist, and a long thread into a summary.
- Answers questions about your own records, always citing the document it read.
What it never does
- Act on anything consequential without a person approving it first — propose, review, approve, execute.
- Decide what you owe. That comes from a versioned rule set a practising professional maintains.
- File anything with any authority on your behalf.
- Read your identity documents. The restricted zone is off by default and turning it on is your call.
- Answer from memory. No source document, no answer.
Where this goes
One sign-in. Every professional you work with.
Your accountant, your attorney, your registered agent, your broker, your adviser — each in their own firm, each seeing only what you have granted them, all in one place for you.
A firm never sees another firm’s work, and never sees anything at all without you granting it. The relationships are yours and they travel with you.
My PortalHQ
- AccountingHartley & Reed CPAs
- LegalOkonkwo Law
- Registered agentNorthgate Agents
- Insurancemy broker
- WealthFairmont Advisors
Start with one client and one engagement.
Pick the client who worries you most. That is usually the right one to start with.
Plain answers
Questions people ask before they start
- What is PortalHQ?
- PortalHQ is a shared workspace between a professional firm and the people it works for in the United States. It holds each obligation, the document that satisfies it, and the acknowledgement that proves it was filed, so both sides can see whose move it is.
- Who is PortalHQ for?
- Firms and their clients. Your accountant, your attorney, your registered agent, your broker, your adviser work in the same place as the companies they act for. Entity types on this edition: Limited Liability Company, C Corporation and S Corporation.
- Do clients pay to use PortalHQ?
- No. Clients sign in free. New accounts are verified by an advisor before they are active.
- What does "proof, not promises" mean?
- An obligation is only counted as proven when the acknowledgement that closes it is attached as evidence. Marking something done without evidence keeps it visibly separate from proven, so readiness reflects what can actually be shown.