Spreadsheet, Instantly portal, custom dashboard or Klaroh: how to choose a client reporting setup

1. How many clients do you report on, and how many next quarter? Manual effort scales linearly with clients. A setup that is fine at three is painful at fifteen.
2. Do clients explore, or do they read a summary? Some want to click into campaigns. Most want a verdict they can forward to their boss.
3. Who maintains it when it breaks? Spreadsheets and automations fail quietly. Someone must own them.
4. How much must you control the view? Particular campaigns, particular metrics, hiding the internals.
5. Which sending platforms do you use? A tool that supports only one is no use for the client on another.
6. What do you need beyond campaign totals? Date ranges, open rate, meetings, revenue, your own domain on the client link.

Our assessment from vendor documentation and our own product, not a measured benchmark. We have a commercial interest in one of the four options.

Spreadsheets get dismissed too quickly. For a small number of clients, a spreadsheet you understand beats a tool you have to learn. They give you complete control over definitions and commentary, and the commentary is often what clients value most.

They break down in predictable ways. Numbers are pasted rather than linked, so reports go stale. Each client gets a slightly different layout. And the person who built it becomes the only one who can update it. If you are spending more time assembling reports than improving campaigns, that is the signal to change.

Per Instantly’s help article, the white-label agency portal is available on the Hyper Growth and Light Speed plans. You add a CNAME record so clients log in at your own subdomain, upload your logo, and give each client access to sections such as Campaigns, Unibox, Analytics, CRM and Blocklist.

The same article lists limits that matter if reporting is the goal:

• One agency portal per workspace.
• Clients with Campaigns access can see all campaigns in the workspace.
• Instantly does not send invitation emails, so you share each invite link yourself.

Since agencies usually run one workspace per client (per Instantly’s guide, workspaces keep leads, campaigns and stats separate), this means a portal per client rather than one place where you see everyone. That can be exactly right: you keep the client’s live, full-detail view inside the tool they already trust. Verify current plan names and prices on Instantly’s site before relying on this.

Agencies do build their own: a no-code automation that pulls campaign metrics into a database, with a dashboard on top. We came across examples of this in community discussions, which tells us it is common enough to take seriously and not that it is the majority approach.

Before you start, price these hidden items:

• Handling a field that changes or disappears upstream.
• Access control, so a client sees only their own data.
• Writing down metric definitions so reports stay consistent.
• Who fixes it on the morning a report is due.

If you already have those skills and several platforms to unify, building can pay off. If you are building because nothing fits, check the alternatives first.

A campaign report tells clients what happened. Sending health tells you what is about to. Whatever tool you use, make sure someone looks at mailbox and domain status, not only reply counts.

One caution on warmup scores. Instantly’s health score documentation defines the score as the share of warmup emails that reach the inbox over the past seven days and says it does not measure campaign placement. A good score is a good sign, not a guarantee. Its troubleshooting steps start with checking that MX, SPF, DKIM and DMARC are in place.

Klaroh shows mailbox status, warmup scores and domain DNS checks (SPF, DKIM, DMARC, MX) as Instantly reports them, and lists problems the provider reports in a “needs attention” view. It is a list you see when you open the app, not an alert that comes to you.

Klaroh is an outbound reporting and visibility platform for cold email agencies and GTM teams, currently in private beta. It reads from your sending tool and does not send email.

Good fit if

• You run outbound for several clients through Instantly.
• You want each client to have a private, curated report link you control and can rotate.
• You want one consistent definition of each metric across clients.
• You want campaign results, replies, mailbox status and domain checks in one place.

Not a fit today if

• You use a sending platform other than Instantly. Instantly is the only supported source.
• You need real-time data. Syncing is daily plus when you open the app.
• You need a date-range view such as last 30 days. Figures are lifetime-to-date.
• You need open rate, meetings booked or revenue in client reports. These are not shown.
• You need a fully white-labelled portal on your own domain or in your brand colours. Your logo and agency name appear; custom domains and colours do not.
• You want to reply to prospects from the tool. The inbox is read-only.

Pricing is not published. Beta members receive a discounted price for their first three months, and prices are shared with the invitation.

Look at the product tour to judge the interface for yourself, or join the beta waitlist if it matches your list above.