CASE STUDY: One Client Portal for Projects, Prototypes, Contracts, and Tickets
We built ProjectAdmin, the platform every Lithyem client project runs on: one place to see progress, review prototypes, sign contracts, raise issues, and get answers.
→ The Challenge
Running several client projects at once meant stitching together a prototype host, a task tracker, a ticket inbox, a signature tool, and a person to answer every question.
Pain Points
- Feedback Scattered Across Channels: Prototype comments arrived by email, text, and call notes, disconnected from the screen they referred to.
- Tickets Nobody Could Act On: About one in three replies to client tickets was a question back to the client about what they meant.
- Every Issue Started From Zero: Before work could begin, someone had to reproduce the problem, find the relevant code, and decide whether it was a bug, a misunderstanding, or a new request.
→ Our Solution
We built ProjectAdmin, the system every Lithyem engagement now runs on. It began as a task tracker and absorbed seven other tools. Each client gets one link to their own portal, and AI handles the two jobs that used to interrupt development: triaging incoming issues and investigating them.
We Built
- AI Issue Intake and Triage: AI reads each client message before it becomes a ticket. It splits one message into separate issues, asks for what is missing in at most two short questions, checks for an existing ticket, and writes each one up without adding anything the client did not say.
- Investigation Agent: A ticket can be handed to an agent that reads the project’s actual codebase, with read-only access, and returns a brief for the developer and a plain-English reply for the client. Nothing reaches the client until a person has read it.
- Prototype Review and Contract Signing: Hosted prototypes carry a Feedback button on every screen, and each comment remembers the version it was written on. Contracts are sent, commented on, and signed in the same portal, with an audit trail and a certificate page.
- One Portal, Run From Claude: Timeline, tasks, issues, documents, contracts, and prototypes sit behind one client link, and each can be switched on or off per project. The whole system can be operated from Claude or ChatGPT.
Why We Built It
“If I had to start Lithyem from scratch today, I’d build the app that runs it on day one.”
– Michael Trezza, CEO Lithyem
Client Delivery Platform
The client’s view of the timeline
The client portal
The project plan
A client’s message as it arrives
AI splits it into tickets and asks what is missing
AI investigates the ticket in the code
A suggested fix and a reply to the client
The contract signing page
A client comment on a contract clause
Contracts inside the client portal
The signing certificate
The audit trail for each contract
Feedback pinned to a prototype screen
Feedback on a second screen
All comments, grouped by screen
7
Tools Replaced by One Platform
→ Four tools we used and three we had built separately were folded into a single system.
6
Parts in Every Client Portal
→ Timeline, tasks, issues, documents, contracts, and prototypes sit behind one link, each switched on or off per project.
2
Questions at Most Before a Ticket Is Filed
→ AI asks only for what is missing, in no more than two short questions, then writes the ticket up.
1
Feedback Button on Every Prototype Screen
→ Each comment stays pinned to its screen and remembers the version it was written on.
