Customer Portal
Customer Portal
Short description: How to enable and configure the customer portal, portal features, invitations, and troubleshooting.
Tags: portal, customer-portal, portal-invite, portal-setup, portal-security, payments
# Customer Portal
**Short:** Enable and manage the Customer Portal so clients can view jobs, invoices, pay online, accept estimates, and submit service requests.
---
## Overview
The Customer Portal provides your clients with a self-service interface to view properties, jobs, estimates, invoices, and messages. It reduces phone calls and gives customers access to their service history and payment options.
**Portal URL:** Typically a subdomain or path, e.g. `yourcompany.creativejobhub.com/portal`
---
## Enabling the Portal
**Location:** Client details → Send Portal Invite (or Settings → Portal)
**Steps**
1. Open a client record.
2. Click **Send Portal Invite** (or **Enable Portal** from Settings).
3. The system emails an invite link to the client.
4. Client clicks the link and completes registration (choose password / confirm email).
5. Portal access is active once the client finishes onboarding.
**Portal settings (admin)**
- Toggle portal public access or SSO requirement.
- Control what clients can view (jobs, invoices, estimates).
- Customize portal branding (logo, colors, message).
- Set default notification preferences for newly invited clients.
---
## Portal Features (what clients can do)
- **View Properties** — list of their properties with service history.
- **Jobs** — status, scheduled dates, technician, and completion photos.
- **Estimates** — view, accept, decline, and comment on estimates.
- **Invoices** — view and download PDFs, see outstanding balances, and pay online (if Stripe is enabled).
- **Payments** — view payment history and make one-time payments via payment link.
- **Service Requests** — create new requests, upload photos, choose preferred times.
- **Documents** — access shared files (warranty, manuals).
- **Messaging** — two-way messages with your office (upload photos in messages).
---
## Portal Invitations & Access
**Invite workflow**
1. Confirm client email address in client record.
2. Click **Send Portal Invite**. The client receives a secure link with instructions.
3. Client signs up and sets password.
4. Optional: Admin can set or reset portal access from client page.
**Re-invite / Reset**
- Re-send invite any time if link expires.
- Admin can reset portal access or disable portal for a client.
---
## Portal Customization & Branding
**Settings → Portal / Branding**
- Add company logo and banner.
- Customize welcome message and support contact details.
- Choose colors to match brand.
- Configure default PDF branding (logo/terms).
**Language & locale**
- Portal uses tenant timezone and locale for dates; confirm Organization settings are correct.
---
## Security & Permissions
- Portal accounts are tied to a client email and only show that client’s records (tenant/RLS enforced).
- For sensitive customers, require SSO (if supported).
- Invitations expire — use re-invite flow or an admin reset.
- Audit portal access in user activity logs.
---
## Payment & Stripe
- **Requirement:** Stripe must be configured (Settings → Stripe) to accept online payments from the portal.
- Portal payment flow creates a secure payment link for invoices.
- Payments are recorded automatically in the system and show up in client payment history.
---
## Best Practices
- Always include an email when creating clients so the portal can be used.
- Add helpful notes and a short portal onboarding message in the invite email to explain features (how to accept estimates, pay invoices, request service).
- Encourage clients to set notification preferences (email/SMS) so they receive status updates.
- Link to a short “How to use the portal” leaflet in the invite email.
---
## Troubleshooting
**Client can’t find invite email**
- Ask the client to check spam/junk.
- Re-send the invite.
- Confirm the email address is correct on the client record.
**Portal shows no jobs**
- Confirm the client has jobs linked to their account and property.
- Check portal visibility settings to ensure jobs/estimates/invoices are permitted.
**Payment link not working**
- Confirm Stripe onboarding is complete.
- Verify the invoice is unpaid and invoice total meets Stripe minimums (if applicable).
- Re-generate payment link.
**Portal security concerns**
- If a client reports unauthorized access, revoke portal access and instruct them to reset their password. Review logs to identify suspicious activity.
---
## Tips for onboarding clients
- When you send the portal invite, include a short bullet list:
- How to log in and reset password.
- How to view and accept estimates.
- How to pay invoices online.
- How to submit a service request with photos.
**Suggested invite blurb**
> “You’ve been invited to our Customer Portal. Click this link to create a secure account where you can view jobs, accept estimates, and pay invoices. If you need help, reply to this email or call us at [phone].”
---
## Measuring portal adoption
- Track the percentage of clients with active portal accounts.
- Monitor reduced incoming calls for job status and invoice questions.
- Use reports to see portal-driven payments and accepted estimates.
---
## Closing notes
The Customer Portal reduces administrative load and improves client satisfaction. Encourage clients to use it, and include a short portal training item in your tech onboarding so technicians can help clients get started.
Updated on: 11/01/2026
Thank you!