For bookkeeping, tax, payroll, notary and translation officesA portal for every client.
A portal for every client.
One home for your office.
Each client gets their own page, in English or Spanish, to see their services, sign quotes, pay invoices and send you a new request. Your team gets requests, booking, monthly plans, reminders and chat in one place.
- 14-day free trial · cancel anytime before it ends and pay nothing
- Payments go to your own Stripe
- English and Spanish for your clients
Made for offices that serve people and small businesses
- Bookkeeping
- Tax preparation
- Payroll
- Notary
- Translation
- Office services
Client portal
Every client gets their own page
No more “did you get my email?”. Send each client a private link, and everything you’re doing for them is on one page, in English or Spanish.
Their servicesEach engagement and where it stands, like “Monthly bookkeeping: in progress”.
Quotes to signRead the quote and sign it on their phone. You’re told the moment they do.
Invoices to payPay by card or bank in a few taps, straight to your Stripe account.
Shared documentsFiles you choose to share with that client, in one place.
Upcoming appointmentsThe next call or visit with you, with the date and time.
A “New request” formClients ask for the next service without hunting for your email.
Features
Everything the front desk and the back office need
Pick a part of your day to see how GemFiler helps. It all works together, so a request becomes a client, a quote becomes the work, and the work becomes a paid invoice.
New clients reach you the way they like
Every request lands in one list, whether it came from your request page, a QR code at your front desk or your online booking page.
- Your own request page and QR code for the front desk, flyers and business cards
- An online booking page that shows only the times you’re open
- Clients list with notes, tags and your own custom fields
Requests listFollow-upsImport from a spreadsheet
Client portalA private page for each client, in English or Spanish.
Quotes with e-signatureClients review and sign online; the signed copy is kept.
Invoices & paymentsCard and bank payments to your own Stripe account.
Monthly service plansRecurring bookkeeping or payroll fees on autopay.
Clients listNotes, tags and your own custom fields for every client.
Request page & QR codeA public page for new requests, with its own QR code.
Online bookingClients pick an open time on your booking page.
Schedule & appointmentsEveryone’s appointments on one shared schedule.
Reminders & follow-upsAutomatic payment reminders and follow-ups.
Review requestsAsk happy clients for a review at the right moment.
Team chat & tasksMessages and to-dos tied to the client, not lost in texts.
Email from your addressSend from your Gmail, Outlook or your own domain.
Business textingA texting number for your office (Firm plan).
Email campaignsNewsletters and seasonal reminders to your list (Firm plan).
Import & exportBring your client list in from a spreadsheet; take your records out anytime.
Team accessChoose which screens each person can open (Firm plan).
Bilingual from the startClients can read their portal page and send you requests in English or Spanish.
The money goes to youPayments land in your own Stripe account. GemFiler never holds your money.
Your data stays yoursKept separate from every other company, encrypted in transit, and exportable any time.
Nothing slips throughPayment reminders, follow-ups and tasks keep every client moving.
How it works
Up and running today
Nothing to install, no training sessions, no long contract.
- 1Start your free trialSign up with Google or any email, pick a plan and add a card. Nothing to install: it works in the browser on any phone or computer, and you aren’t charged until the 14 days are up.
- 2Set up your officeAdd your logo, services and terms, import your client list, and connect Stripe to take payments.
- 3Send your first portal linkEach client gets a private link to their page, in English or Spanish. Send a quote or an invoice and they can sign or pay right there.
Coming soon
- Sign in to the portal with a code sent by text
- Client checklists and plans with approvals
- A reminder calendar for due dates like sales tax
- Several brands under one account
Pricing
Simple pricing that grows with your office
Every plan includes the client portal, quotes with e-signature, invoices and online payments. Pick the size that fits your team.
Starter
For a one-person office just getting going
$29/ month
Billed monthly
1 person included · one person only
Start free trial- Client portal: each client sees their work, quotes and invoices
- Quotes with e-signature
- Invoices and payment tracking
- Card and bank payments to your own Stripe
- Clients list, in English or Spanish
- Your own request page and QR code
Solo
For owner-run offices doing it all
$59/ month
Billed monthly
1 person included · $25/mo each extra
Start free trial- Everything in Starter, plus:
- Monthly service plans with autopay
- Package options on quotes
- Online booking page with your open times
- Automatic payment reminders and follow-ups
- Review requests
- AI writing help (150 uses a month)
- Charge a client’s saved card
Most popular
Office
For small teams
$129/ month
Billed monthly
3 people included · $25/mo each extra
Start free trial- Everything in Solo, plus:
- Shared schedule and appointments
- Team chat and tasks
- Automatic review requests after payment
- Tracked request links and QR codes (up to 5)
- 500 AI uses a month
Firm
For growing firms with several staff
$249/ month
Billed monthly
8 people included · $20/mo each extra
Start free trial- Everything in Office, plus:
- Business texting number with 500 texts a month
- Marketing email campaigns
- Screen-by-screen access for each person
- Priority setup help
- 1,500 AI uses a month
Add-ons
Extra peopleEach person beyond your plan: $25 on Solo and Office, $20 on Firm. Not available on Starter.from $20/mo
Done-for-you setupWe load your services, clients and terms. Free for founding members.$299 once
Every plan starts with a 14-day free trial. Add a card to start; it isn’t charged until the trial ends. Cancel anytime before then and pay nothing.
FAQ
Questions, answered
Still wondering about something? Email us at support@rareminds.ai and a real person will answer.
How does the free trial work?
Pick a plan and add a card, and you get 14 days with every feature on that plan turned on. Your card isn’t charged until the trial ends; we email you 3 days before. Cancel anytime before then in Settings → Billing and you pay nothing.
Can I cancel anytime?
Yes. Cancel in Settings → Billing whenever you like. There are no contracts, and you keep access until the end of the period you paid for.
Do my clients need an account or password?
No. Each client opens their portal from a private link you send them. You can turn a client’s link off or make a new one at any time.
Can my clients use it in Spanish?
Yes. The client portal and its “New request” form work in English or Spanish, so clients can find their services, quotes and invoices in the language they’re comfortable with. The wording inside each quote or invoice is what you write.
Where do clients send their tax papers and bank statements?
GemFiler doesn’t collect clients’ financial documents by default. Keep using your own secure upload service and send clients its link. The portal is for their services, quotes, invoices, appointments and the files you choose to share.
Where do my clients’ payments go?
Straight to your own Stripe account. You connect Stripe once, clients pay by card or bank, and Stripe deposits the money to your bank. GemFiler never holds your money.
Who owns my data? Can I export it?
Your business records are yours. You can export them at any time, for example your client list as a spreadsheet. See our privacy policy for details.
Is my data kept separate from other offices?
Yes. Every company’s records are kept separate at the database level, and inside your company each person only sees what their role allows.
Does it work on my phone?
Yes. GemFiler runs in the browser on any iPhone, Android phone, tablet or computer, and you can add it to your home screen like an app.
Give your clients a better way to work with you
Try every feature free for 14 days. No contract; cancel anytime before the trial ends and pay nothing.