Everything Kaizen does, from client records to invoices to Kai

Every client gets a record holding contact details, history, notes and every invoice, proposal, questionnaire and project attached to them. Six months later, when they come back and ask about something you agreed, it is one page rather than a search across three apps.

When a client wants a progress update, you can share the project list with them so they can see what is done, what is in progress and what is next.

Build a lead form for your website and your social profiles, and every enquiry lands in one list instead of scattered across an inbox and four DM folders. You can see who came in, when, from where and what they said.

When a lead turns into work, they become a client record with their details already in place. Nothing gets re-typed.

Raise an invoice, send it, see whether it has been paid. Kaizen keeps every invoice attached to the client and project it belongs to, so your billing history reads like a story rather than a pile.

This matters more than it sounds. UK guidance sets out what an invoice must legally contain and when payment falls due, and getting either wrong slows you down at exactly the moment you want to be fast. Kaizen keeps the format right so you can stop thinking about it.

Build a proposal, send it, watch what happens next. Phases, pricing, scope and terms all live in one document that looks like it came from a real business, because it did.

Because proposals live beside clients and invoices, an approved proposal is one step from becoming a billed project.

Send a contract for signature, track it, and keep the signed copy with the client and project it belongs to. Your client views, downloads and signs it from their portal without creating an account.

Ask once, in a form, and keep the answers where they belong. Send a questionnaire to a single client for onboarding, or to a whole list at once if you're gathering wider feedback. Kaizen questionnaires cover onboarding details, brand information, project requirements or feedback without the four-email chase.

Answers save straight to the client record, so the information is there when you need it in three months. When a form goes out to more than a handful of people, ask Kai to read the responses back to you as a written summary instead of working through them yourself.

Tasks are created in playbooks, not inside projects. Build the task list for a type of job once, assign the playbook to a project, and the tasks come with it. Each project then shows its task list, dates and progress.

Business documents, client documents, contracts and internal records live in the portal instead of a folder structure that only makes sense to one person. Everything stays on your side unless you deliberately share it.

If you handle client data, you have obligations under UK data protection law, and having one controlled place for that data is considerably easier to defend than fourteen inboxes.

Updates sit with the project they describe, so context never gets separated from the work. Updates appear in the client portal automatically, which saves you writing the same summary into an email.

One click creates a private, branded page for a client, sent by link or email. The client sets their own password on first access.

From there, everything for that client appears automatically: projects with a progress list, invoices to review and pay, contracts to view, download and sign, proposals to view, download and accept, and questionnaires to complete and read back. Switch on file uploads and they can send you files too, straight into your own Google Drive.