The Complete Guide to Using Moxie for Creative Business Owners

Courtney Vickery|February 19, 2025

After testing literally every project management tool out there (I’m not kidding, name one – I’ve probably tried it), I finally found Moxie*, and it’s been a game-changer for my web design business. But here’s the thing – it’s not just about having the right tool. It’s about knowing how to use it in a way that actually works for your creative business.

In this guide, I’m going to walk you through exactly how I use Moxie to manage my web design business, including my actual setups, automations, and workflows. No corporate jargon, no “perfect” systems – just practical advice from someone who’s been there, done that.

The Complete Guide to Using Moxie for Creative Business Owners

Why Moxie?

Before we dive in, let’s talk about why Moxie specifically works for creative businesses.

I’ve used everything from Asana to ClickUp to Notion, and while they’re all great tools, they weren’t quite right for my business because:

They were built for big teams and tech companies
The client portal (if they had one) was confusing for clients
They required too many workarounds for creative project workflows

Moxie, on the other hand, was built specifically for creative business owners who:

Work directly with clients
Need both project management and client communication tools
Want something that looks professional but isn’t overwhelming
Need flexible systems that can grow with their business

Setting Up Your Workspace

The first step is setting up your workspace in a way that makes sense for your brain and your business.

Here’s my current setup (after many rounds of tweaking because #neurodivergent means I’m constantly optimizing):

Workspace Structure

Main Dashboard: Quick overview of all active projects and tasks
Client Projects: Individual boards for each client project
Care Plan Management: Separate space for ongoing client support
Internal Projects: Team tasks and business management
Resource Library: Templates, documents, and assets

Pro tip: Don’t try to set everything up perfectly from the start. Begin with one area (like client projects) and build from there as you learn what works for you.

Client Portal Setup

The client portal is where Moxie really shines. Here’s how I have mine set up:

For Project Clients

Each client gets their own portal with:

Project timeline and milestones
Chat box
Assigned Tasks
Resource library

For Care Plan Clients

Care plan clients have access to:

Support ticket submission
Knowledge base articles
Past tickets and solutions
Time tracking reports

The key to a successful client portal is making it intuitive. I’ve learned (the hard way) that if clients have to think too hard about how to use it, they’ll just email you instead.

Project Management

Project management in Moxie can be as simple or complex as you need.

Here’s my current workflow:

Project Setup

Create project board from template
Set up project phases
Create task lists
Set up automations

Task Management

I use a combination of:

Kanban boards for active projects
List view for quick task management
Calendar view for deadline tracking

One thing I love about Moxie is that you can have different views for the same data, so I can look at my tasks in whatever way makes sense for my brain that day.

Time Tracking & Billing

As someone who’s time blind (hello, ADHD!), the time tracking features in Moxie have been crucial. Here’s how I use them:

For Project Work

Track time on specific tasks
Generate reports for clients

For Care Plans

Track support ticket time
Monitor monthly hours

Pro tip: Set up automated reminders when care plan clients are approaching their monthly hour limit. Trust me, it’s better than realizing after the fact that you worked 10 extra hours for free (ask me how I know 😅).

Templates & Automations

This is where the magic happens. Here are some of my favorite templates and automations:

Project Templates

Website design
Care plans
Monthly local SEO

Automations

New project setup
Client onboarding sequence
Support ticket workflows
Status update notifications

Remember: Start with basic automations and add more as you identify repetitive tasks. Don’t try to automate everything at once.

Team Collaboration

If you have a team (or plan to), Moxie makes collaboration straightforward:

Team Features

Task assignment
Time tracking
Internal communications
Permission settings

I use this with my small team to keep everyone on the same page without endless meetings or email chains.

Integrations

Moxie plays well with other tools. Here are the integrations I use:

Essential Integrations

Google Calendar for scheduling
Zapier for custom automations between a gazillion apps I still utilize for other reasons

Pro tip: Don’t integrate just because you can. Only set up integrations that actually save you time or solve a specific problem.

Tips & Tricks

After using Moxie for over a year, here are some of my favorite tips:

For Efficiency

Use keyboard shortcuts
Set up saved views
Create template responses

For Client Management

Create a welcome video for the portal
Set up automated check-ins
Use the knowledge base
Customize notification settings

For Team Management

Create clear task templates
Set up time tracking categories
Use the internal notes feature
Regular system reviews

Final Thoughts

Remember, the goal isn’t to create a perfect system – it’s to create one that works for you and your business. Start small, iterate often, and don’t be afraid to change things up when they’re not working.

I’m constantly tweaking my Moxie setup as my business evolves, and that’s okay! The beauty of Moxie is that it’s flexible enough to grow and change with you.

Want help creating the perfect Moxie Client Portal? Check out my course! Want help with setting it ALL up? I’d love to help with that too!

The Complete Guide to Using Moxie for Creative Business Owners

Table of Contents

Why Moxie?