Everything you need to know about Kollabhouse. Find answers to common questions about each feature and how to get the most out of the platform.
Your dashboard gives you a complete overview of all your projects, upcoming deadlines, pending approvals, unpaid invoices, and recent client activity. It's your command center for managing your entire video business.
Projects are automatically organized by status (Booked, Editing, Review, Completed). You can also filter by client, date, or search by project name. Each project tile shows key information at a glance.
Navigate to the Proposals section and click "Create New Proposal". You can start from scratch. Add your services, pricing, video examples, and terms, then send it directly to your client. There are detailed videos inside of Kollabhouse once you sign up.
Absolutely! You can upload video examples directly in your proposal to showcase your work. Clients can watch these examples right in the proposal without leaving the page.
Your client receives a link to view the proposal. They can review it, ask questions, and accept or decline. Once accepted, the proposal automatically converts into a project in your dashboard.
Yes! You'll receive notifications when your client opens the proposal, and you can see the status (Sent, Viewed, Accepted, Declined) in your proposals list.
No! Clients access their portal through a simple link. No passwords, no accounts, no confusion. They just click the link and everything they need is right there.
Clients see a clean, organized view of their project with tabs for Overview, Assets, Brand Guidelines, Questionnaire, Schedule, Messaging, Video Review, Contracts, Quotes, and Invoices. Everything is in one place.
Yes! You can customize the portal content, add your branding, and control which sections are visible. Each client gets their own dedicated portal that looks professional and branded. Note - Customisable branding is only available for the studio plan not the pro plan.
Absolutely. Client portals are fully responsive and work perfectly on phones, tablets, and desktops. Clients can review videos, approve contracts, and pay invoices from any device.
Go to the Invoices section and click "Create & Send Invoice". You can create invoices from scratch, upload existing invoices, or generate them automatically from quotes. Add line items, set due dates, and send directly to clients.
Yes! Clients can pay invoices directly through the portal using the Stripe integration and you'll receive automatic notifications when payments are received. You also have the option to create new invoices and add your own preferred payment links or bank details in the invoices. You can also send manual invoices you have created elsewhere. There are multiple options.
Your dashboard shows the status of all invoices (Draft, Sent, Paid, Overdue). You can filter by status, client, or date range to see exactly what's been paid and what's pending.
Navigate to the Contracts tab in any project, click "Create Contract", fill in the details, add deliverables and terms, then save as draft or send to the client.
A complete contract should include scope overview, project deliverables, terms and conditions (revisions, payment, copyrights), and client signature fields.
Yes! Draft contracts can be edited at any time. Click the "Edit" button on any draft contract to modify the content, add or remove sections, and update terms.
Clients receive a contract link in their portal. They review the full contract, click "Sign Contract", provide their name and email, and use the drawing tool to create their digital signature.
Absolutely! Both freelancers and clients can download the fully signed contract as a PDF, which includes all sections, signatures, and timestamps.
If declined, the contract status updates to "Declined" in both portals. You can create a new contract with revised terms or discuss changes directly with the client.
Upload your video drafts to the Video Review tab. Clients can watch the video directly in their portal and leave time-stamped comments on specific frames. They can request changes, approve versions, or mark videos as final.
Yes! Clients can click anywhere on the video timeline to leave a comment at that exact moment. Comments are time-stamped and linked to specific frames, so you know exactly what needs to be changed.
Each deliverable (like "Reel 1" or "Social Media Cut") can have multiple versions. Upload new versions, and clients can compare, comment on, and approve specific versions. The version history is always visible.
Yes! Clients can use the drawing tool to mark specific areas of the video frame, making it crystal clear what needs to be adjusted. Drawings are saved with timestamps.
When you mark a comment as resolved, it moves to the "Resolved" section. Clients can see which feedback has been addressed, and you can track progress on all requested changes.
Yes! Once a video is approved, you can upload the final delivery files. These are clearly marked and separated from draft versions, making it easy for clients to download the final product.
Each project has a built-in messaging system. You and your client can send messages, share files, and communicate directly within the project portal. No need to switch to email or WhatsApp.
Yes! You can attach images, documents, and other files to messages. All shared media is organized in a "View all media" section, making it easy to find files later.
Yes! You'll receive notifications in your project — there will be a little red dot next to the message tab when clients send new messages. You also receive email notifications when a new message is sent so you never miss anything.
Absolutely. All messages are encrypted and stored securely. Only you and your client can see the messages for your specific project.
You can upload images, videos, documents, and reference links. Assets are organized into categories (Images, Videos, Documents, Reference Links) for easy navigation.
Yes! Clients can upload brand guidelines, logos, reference materials, and other assets directly through their portal. Everything is organized and accessible to both of you.
The Brand tab allows you to set and view brand colors, fonts, and guidelines. Clients can upload their brand assets, and you can reference them throughout the project.
File size limits depend on your plan. Most common file types (images, documents, reference links) have generous limits. For large video files, we recommend using the Video Review section.
Assets are automatically organized by type (Images, Videos, Documents, Reference Links). You can add descriptions and tags to make assets easy to find.
Go to the Questionnaire section in your dashboard. You can use default questions or create custom questions. Set question types (text, textarea, select, tiles, checkbox) and mark questions as required.
You can create text questions, long-form text areas, dropdown selects, tile selections, and checkboxes. This flexibility lets you gather exactly the information you need for each project.
Yes! Clients can view their questionnaire answers in their portal. They can also update answers if needed, and you'll be notified of any changes.
Yes! You can save custom questionnaires as templates and reuse them for future projects. This saves time while still allowing customization per project.
Go to Settings → Calendar to configure your weekly schedule, set working hours, and manage blocked dates for holidays or personal time off.
Clients can go to the schedule tab inside their portal, select their preferred date from available slots, choose a time, and input their shoot location. This creates a schedule request; once you accept, it is added to your calendar.
Yes! Your booking calendar automatically syncs with your availability settings, so clients only see dates and times you've marked as available.
Clients can request to reschedule through their portal. You'll receive a notification, review the request, and approve or suggest alternative dates. The system handles all the coordination.
Yes! You can block individual dates or date ranges for holidays, personal time, or other commitments. Blocked dates won't appear as available to clients.
All bookings appear in your Calendar view. You can see all scheduled shoots, filter by date range, and manage reschedule requests from one central location.
Go to Team in your dashboard and click to invite a collaborator by email. They receive an invitation link, sign in with that email, and join your workspace. Only the workspace owner (and Admins, if you assign that role) can send and manage invitations.
You can invite people as Admin, Member, or Viewer. Admins can help manage projects, team access, and branding. Members can work on assigned projects—uploading files, updating timelines, and messaging. Viewers have read-only access so they can follow progress without changing anything.
Yes. After someone joins your team, you choose which projects they can access—either from the Team page or on an individual project. Collaborators only see the projects you assign, so editors, producers, or assistants get exactly the access they need.
No. Clients use their project portal link as usual. Team members work inside your freelancer dashboard on the projects you assign. Client-facing portals and messaging stay focused on you and your client unless you choose to involve others in your own workflow.
Team invitations are available on the Studio plan, which includes multiple team seats so you can collaborate on projects together. Free and Pro plans are built for a single workspace owner. Upgrade to Studio from Billing if you want to invite Admins, Members, or Viewers.
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