Every month, our teams spend dozens of hours on your websites, apps and servers. With my ArtWhere, you can see exactly what was done, by whom, how long it took and what it means for your invoice. Simply, from a single place.
Why a client portal?
An invoice for development or maintenance hours always raises the same questions: what was done this month? On which project? How much is left on my hours credit? Until now, the answers did exist, but they were spread across our internal tools, spreadsheets attached to invoices and email exchanges.
We wanted to go further than the invoice alone: to give you direct, clear and permanent access to the details of our services. That is what my ArtWhere is for.
How it works
Nothing changes in the way we work. Everyone at ArtWhere logs their time throughout the day in our management tool, Teamleader. my ArtWhere reads these hours continuously, files them in the right place (the right project, the right month, the right credit) and prepares the documents intended for you.
- Teamleader: the hours logged every day by our teams.
- my ArtWhere: allocation, checks, validation and publication.
- Your client portal: timesheets, credit, tickets, servers.
- Your invoice: prepared from the same document.
The key point: the timesheet you view and the invoice you receive come from exactly the same data. There is no re-keying, no copy-pasting and no possible discrepancy between the two.
What you gain
A detailed timesheet every month
Every task with its date, the person who carried it out, its description and its duration, grouped by project and by phase, with subtotals. Online and as a PDF.
Your prepaid credit at a glance
Initial credit, consumption for the month, cumulative consumption and remaining balance, with the equivalent in hours. No more unpleasant surprises when your credit runs out.
Your support requests, tracked
Create a ticket, talk to our teams and find the history of your requests. The hours spent on a ticket are linked to it in your timesheet.
The status of your servers
Your dashboard shows whether the servers allocated to you are running normally, and a banner warns you if an incident is in progress.
Clear rules, in black and white
The way time is counted is stated on every document: minimum duration of a task, then rounding by increment. You do not have to guess how the actual duration becomes the billed duration.
Goodwill gestures, made visible
When we decide not to charge for a task, it stays in your timesheet: its amount goes to €0, the original price is struck through, and the discount is spelled out below the table. You see what was done, and what was given to you free of charge.
A preview before the month is closed
For an ongoing project, we can show you the tasks already reviewed before the end of the month, as a provisional preview clearly marked as such. The final document is published upon validation.
No silent changes
Once a month has been validated, its document is frozen: what you received no longer changes. If an hour that has already been invoiced is corrected later, the difference appears the following month as an explicit adjustment, with its original date.
In your language, with no password
The client portal and our emails are available in French, Dutch, English and German. To log in, simply enter your address: you receive a personal login link. You can also link your Google or Apple account for subsequent logins.
Our goal is simple: that no line on your invoice ever seems unclear to you.
And on our side, day to day
my ArtWhere is not just a showcase: it is also the tool we use to manage invoicing, every day.
- Continuous synchronisation with Teamleader. Hours, clients, contacts and tickets are read automatically: we always work with up-to-date data.
- Automatic allocation of hours. Every hour is placed on the right project and in the right month. A prepaid credit is consumed in chronological order, and any overrun is handled according to the agreed terms.
- Checks before validation. Hours logged outside the right project, a missing rate, a previous month not yet closed: anomalies are flagged, and an incomplete timesheet cannot be validated.
- Alerts on prepaid credits. We are notified when a credit reaches certain consumption thresholds, so we can plan its renewal with you in advance.
- Line-by-line review. Descriptions and durations can be corrected directly in the timesheet. A task can be offered free of charge, or removed from the document, before validation.
Validation, in a single step
Once a month has been reviewed, a single action triggers the whole chain:
- The document is frozen. It becomes the reference version for the month, the one you view and the one we invoice.
- The PDF is generated and published in your client portal.
- The invoice is prepared as a draft in our invoicing software, with the timesheet attached. It is reviewed by a person before being sent to you.
- You are notified by email, in your language, with a direct link to the document and the PDF attached.
Fewer manual steps means fewer possible errors, and more time devoted to your projects rather than to paperwork.
What does not change
Your contacts remain the same, as do our pricing terms, and every invoice is still reviewed by a person before it goes out. my ArtWhere does not replace the relationship: it makes it simpler and more transparent.
Accessing your portal
Are you an ArtWhere client? Go to your client portal and enter the email address we have on file for you. If you do not receive a link, contact us: we will check the registered address together.
Get in touch
ArtWhere, digital innovation