Customer Portal Features

Give your customers a professional self-service portal to view invoices, make payments, and track their jobs.

What is the Customer Portal?

The customer portal is a secure, branded website where your customers can access their invoices, make payments, view job history, and communicate with your business 24/7.

Customer Benefits

• Pay invoices online 24/7
• View complete job history
• Track current job status
• Download invoices and receipts
• Update contact information
• Communicate directly with your team

Business Benefits

• Faster payment collection
• Reduced admin phone calls
• Professional business image
• Automatic payment reminders
• Better customer relationships
• Detailed usage analytics

Portal Access

Customers access their portal through secure, time-limited links sent via email. No passwords or complex logins required.

Core Portal Features

Invoice Management

View & Download

• View all invoices (current and historical)
• Download PDF copies
• See payment status and due dates
• Track partial payments
• View payment history

Online Payments

• Pay by credit/debit card
• Bank transfer (UK BACS, US ACH)
• Secure payment processing
• Instant payment confirmation
• Automatic receipt generation

Job Tracking

Current Jobs

• Real-time job status updates
• Estimated completion times
• Technician assignments
• Job photos and progress updates
• Change order approvals

Job History

• Complete service history
• Before/after photos
• Materials used and warranties
• Service notes and recommendations
• Future maintenance schedules

Communication Features

Direct Messaging

• Send messages to your team
• Attach photos or documents
• Receive status updates
• Schedule callback requests
• Emergency contact options

Notifications

• Job completion alerts
• Invoice and payment reminders
• Appointment confirmations
• Service follow-ups
• Maintenance reminders

Portal Customization

Brand your customer portal to match your business identity and create a professional experience.

Branding Options

Company Logo

Upload your logo to appear in the portal header

Brand Colors

Apply your brand colors to buttons, headers, and accents

Custom Domain

Use your own domain (e.g., portal.yourbusiness.com)

Welcome Message

Add a personalized welcome message for your customers

Customization Settings

Go to Settings → Portal Customization

Access the portal branding settings

Upload Logo and Set Colors

Add your branding elements

Configure Portal Features

Choose which features are visible to customers

Preview and Publish

Test the portal appearance and make it live

Portal Access & Security

Customer portal access is secure, time-limited, and automatically managed by Toolfy.

How Customers Access the Portal

Automatic Portal Links

When you send invoices, customers automatically receive portal access links

Secure Token System

Each link contains a unique, secure token tied to the customer

30-Day Validity

Portal links remain active for 30 days, then automatically refresh

No Passwords Required

Customers don't need to remember usernames or passwords

Security Features

Data Protection

• SSL/TLS encryption for all data
• Secure token-based authentication
• Customer data isolation
• Regular security audits
• GDPR compliant data handling

Access Controls

• Customer-specific data access only
• Time-limited portal sessions
• Automatic session timeouts
• IP-based access monitoring
• Suspicious activity detection

Manual Portal Link Generation

For special cases, you can manually generate portal links:

1. Go to Customers → Select Customer
2. Click "Generate Portal Link"
3. Copy the secure URL
4. Send via email, SMS, or in person
5. Link expires in 30 days

Optimizing Customer Experience

Make your customer portal as user-friendly as possible to encourage adoption and self-service.

User-Friendly Design

✓ Best Practices

• Keep navigation simple and intuitive
• Use clear, jargon-free language
• Provide helpful tooltips and guidance
• Optimize for mobile devices
• Use consistent branding and colors
• Include your contact information prominently

✗ Common Mistakes

• Too many features creating confusion
• Technical language customers don't understand
• Poor mobile experience
• Missing or outdated contact information
• Inconsistent branding with your business
• No clear path to get help

Customer Training & Support

Portal Onboarding

Help customers get started with their portal:

• Send a welcome email explaining portal features
• Include step-by-step instructions for first login
• Highlight key features like payment and job tracking
• Provide your contact info for questions
• Offer a brief phone walkthrough for elderly customers

Ongoing Support

Keep customers engaged with the portal:

• Send periodic reminders about portal features
• Notify customers when new features are added
• Provide quick video tutorials for complex features
• Monitor portal usage and reach out to non-users
• Collect feedback and make improvements

Mobile Optimization

Mobile-First Design:

Many customers will access the portal from their phones. Ensure all features work smoothly on mobile devices.

• Touch-friendly buttons and navigation
• Readable text without zooming
• Fast loading times on mobile networks
• Simplified payment process for mobile
• Easy photo upload from mobile cameras

Portal Analytics & Insights

Track customer portal usage to understand customer behavior and improve your service.

Available Analytics

Usage Statistics

• Portal login frequency
• Most viewed pages and features
• Time spent in portal
• Mobile vs desktop usage
• Customer engagement trends

Payment Insights

• Online payment adoption rates
• Payment method preferences
• Time to payment improvements
• Payment failure analysis
• Outstanding balance trends

Accessing Portal Reports

Go to Reports → Customer Portal

Access the portal analytics section

Select Date Range

Choose the period you want to analyze

Review Metrics and Trends

Analyze usage patterns and identify opportunities

Acting on Analytics

Key Insights to Watch:

• Low portal adoption? → Improve customer onboarding and training
• High mobile usage? → Prioritize mobile experience optimization
• Low payment rates? → Simplify payment process and add more options
• Customers not viewing job updates? → Improve notification system
• High support requests? → Add more self-service features

Troubleshooting

Customers Can't Access Portal

If customers report they can't access their portal:

• Check if the portal link has expired (30-day limit)
• Verify the customer's email address is correct
• Generate a fresh portal link manually
• Check spam/junk folders for portal emails
• Ensure customer is clicking the correct link
• Try sending the link via SMS if email fails

Portal Not Loading Properly

If the portal appears broken or incomplete:

• Ask customer to clear browser cache and cookies
• Try a different web browser or device
• Check internet connection stability
• Disable browser extensions that might interfere
• Try accessing from an incognito/private browser window
• Contact support if issues persist across devices

Payment Issues in Portal

If customers can't make payments through the portal:

• Verify Stripe payment processing is configured
• Check if customer's payment method is supported
• Ensure invoice is not already marked as paid
• Try a different payment method
• Check for payment processing errors in your dashboard
• Provide alternative payment instructions

Branding Not Appearing

If custom branding isn't showing in the portal:

• Check that branding settings are saved and published
• Verify logo file meets size and format requirements
• Clear browser cache and reload the portal
• Test portal appearance on different devices
• Contact support if branding still not appearing

Best Practices

✓ Recommended

• Keep portal design clean and professional
• Provide clear instructions and help text
• Regularly test portal functionality
• Monitor customer usage and feedback
• Keep customer information up to date
• Send periodic portal feature updates
• Optimize for mobile users
• Maintain consistent branding

✗ Avoid

• Overwhelming customers with too many features
• Using technical jargon customers won't understand
• Neglecting mobile user experience
• Inconsistent branding with your business
• Ignoring customer portal feedback
• Setting up portal without customer training
• Forgetting to test payment functionality
• Not monitoring portal performance and usage

Customer Management

Payments & Invoicing

Need Help Setting Up Your Customer Portal?

Our team can help you customize and optimize your customer portal for maximum adoption and customer satisfaction.

Get Portal Help Browse Help Center

Customer Portal Features

Give your customers a professional self-service portal to view invoices, make payments, and track their jobs.

What is the Customer Portal?

The customer portal is a secure, branded website where your customers can access their invoices, make payments, view job history, and communicate with your business 24/7.

Customer Benefits

• Pay invoices online 24/7
• View complete job history
• Track current job status
• Download invoices and receipts
• Update contact information
• Communicate directly with your team

Business Benefits

• Faster payment collection
• Reduced admin phone calls
• Professional business image
• Automatic payment reminders
• Better customer relationships
• Detailed usage analytics

Portal Access

Customers access their portal through secure, time-limited links sent via email. No passwords or complex logins required.

Core Portal Features

Invoice Management

View & Download

• View all invoices (current and historical)
• Download PDF copies
• See payment status and due dates
• Track partial payments
• View payment history

Online Payments

• Pay by credit/debit card
• Bank transfer (UK BACS, US ACH)
• Secure payment processing
• Instant payment confirmation
• Automatic receipt generation

Job Tracking

Current Jobs

• Real-time job status updates
• Estimated completion times
• Technician assignments
• Job photos and progress updates
• Change order approvals

Job History

• Complete service history
• Before/after photos
• Materials used and warranties
• Service notes and recommendations
• Future maintenance schedules

Communication Features

Direct Messaging

• Send messages to your team
• Attach photos or documents
• Receive status updates
• Schedule callback requests
• Emergency contact options

Notifications

• Job completion alerts
• Invoice and payment reminders
• Appointment confirmations
• Service follow-ups
• Maintenance reminders

Portal Customization

Brand your customer portal to match your business identity and create a professional experience.

Branding Options

Company Logo

Upload your logo to appear in the portal header

Brand Colors

Apply your brand colors to buttons, headers, and accents

Custom Domain

Use your own domain (e.g., portal.yourbusiness.com)

Welcome Message

Add a personalized welcome message for your customers

Customization Settings

Go to Settings → Portal Customization

Access the portal branding settings

Upload Logo and Set Colors

Add your branding elements

Configure Portal Features

Choose which features are visible to customers

Preview and Publish

Test the portal appearance and make it live

Portal Access & Security

Customer portal access is secure, time-limited, and automatically managed by Toolfy.

How Customers Access the Portal

Automatic Portal Links

When you send invoices, customers automatically receive portal access links

Secure Token System

Each link contains a unique, secure token tied to the customer

30-Day Validity

Portal links remain active for 30 days, then automatically refresh

No Passwords Required

Customers don't need to remember usernames or passwords

Security Features

Data Protection

• SSL/TLS encryption for all data
• Secure token-based authentication
• Customer data isolation
• Regular security audits
• GDPR compliant data handling

Access Controls

• Customer-specific data access only
• Time-limited portal sessions
• Automatic session timeouts
• IP-based access monitoring
• Suspicious activity detection

Manual Portal Link Generation

For special cases, you can manually generate portal links:

1. Go to Customers → Select Customer
2. Click "Generate Portal Link"
3. Copy the secure URL
4. Send via email, SMS, or in person
5. Link expires in 30 days

Optimizing Customer Experience

Make your customer portal as user-friendly as possible to encourage adoption and self-service.

User-Friendly Design

✓ Best Practices

• Keep navigation simple and intuitive
• Use clear, jargon-free language
• Provide helpful tooltips and guidance
• Optimize for mobile devices
• Use consistent branding and colors
• Include your contact information prominently

✗ Common Mistakes

• Too many features creating confusion
• Technical language customers don't understand
• Poor mobile experience
• Missing or outdated contact information
• Inconsistent branding with your business
• No clear path to get help

Customer Training & Support

Portal Onboarding

Help customers get started with their portal:

• Send a welcome email explaining portal features
• Include step-by-step instructions for first login
• Highlight key features like payment and job tracking
• Provide your contact info for questions
• Offer a brief phone walkthrough for elderly customers

Ongoing Support

Keep customers engaged with the portal:

• Send periodic reminders about portal features
• Notify customers when new features are added
• Provide quick video tutorials for complex features
• Monitor portal usage and reach out to non-users
• Collect feedback and make improvements

Mobile Optimization

Mobile-First Design:

Many customers will access the portal from their phones. Ensure all features work smoothly on mobile devices.

• Touch-friendly buttons and navigation
• Readable text without zooming
• Fast loading times on mobile networks
• Simplified payment process for mobile
• Easy photo upload from mobile cameras

Portal Analytics & Insights

Track customer portal usage to understand customer behavior and improve your service.

Available Analytics

Usage Statistics

• Portal login frequency
• Most viewed pages and features
• Time spent in portal
• Mobile vs desktop usage
• Customer engagement trends

Payment Insights

• Online payment adoption rates
• Payment method preferences
• Time to payment improvements
• Payment failure analysis
• Outstanding balance trends

Accessing Portal Reports

Go to Reports → Customer Portal

Access the portal analytics section

Select Date Range

Choose the period you want to analyze

Review Metrics and Trends

Analyze usage patterns and identify opportunities

Acting on Analytics

Key Insights to Watch:

• Low portal adoption? → Improve customer onboarding and training
• High mobile usage? → Prioritize mobile experience optimization
• Low payment rates? → Simplify payment process and add more options
• Customers not viewing job updates? → Improve notification system
• High support requests? → Add more self-service features

Troubleshooting

Customers Can't Access Portal

If customers report they can't access their portal:

• Check if the portal link has expired (30-day limit)
• Verify the customer's email address is correct
• Generate a fresh portal link manually
• Check spam/junk folders for portal emails
• Ensure customer is clicking the correct link
• Try sending the link via SMS if email fails

Portal Not Loading Properly

If the portal appears broken or incomplete:

• Ask customer to clear browser cache and cookies
• Try a different web browser or device
• Check internet connection stability
• Disable browser extensions that might interfere
• Try accessing from an incognito/private browser window
• Contact support if issues persist across devices

Payment Issues in Portal

If customers can't make payments through the portal:

• Verify Stripe payment processing is configured
• Check if customer's payment method is supported
• Ensure invoice is not already marked as paid
• Try a different payment method
• Check for payment processing errors in your dashboard
• Provide alternative payment instructions

Branding Not Appearing

If custom branding isn't showing in the portal:

• Check that branding settings are saved and published
• Verify logo file meets size and format requirements
• Clear browser cache and reload the portal
• Test portal appearance on different devices
• Contact support if branding still not appearing

Best Practices

✓ Recommended

• Keep portal design clean and professional
• Provide clear instructions and help text
• Regularly test portal functionality
• Monitor customer usage and feedback
• Keep customer information up to date
• Send periodic portal feature updates
• Optimize for mobile users
• Maintain consistent branding

✗ Avoid

• Overwhelming customers with too many features
• Using technical jargon customers won't understand
• Neglecting mobile user experience
• Inconsistent branding with your business
• Ignoring customer portal feedback
• Setting up portal without customer training
• Forgetting to test payment functionality
• Not monitoring portal performance and usage

Customer Management

Payments & Invoicing

Need Help Setting Up Your Customer Portal?

Our team can help you customize and optimize your customer portal for maximum adoption and customer satisfaction.

Get Portal Help Browse Help Center

Customer Portal Features

What is the Customer Portal?

Customer Benefits

Business Benefits

Portal Access

Core Portal Features

Invoice Management

View & Download

Online Payments

Job Tracking

Current Jobs

Job History

Communication Features

Direct Messaging

Notifications

Portal Customization

Branding Options

Customization Settings

Portal Access & Security

How Customers Access the Portal

Security Features

Data Protection

Access Controls

Manual Portal Link Generation

Optimizing Customer Experience

User-Friendly Design

✓ Best Practices

✗ Common Mistakes

Customer Training & Support

Portal Onboarding

Ongoing Support

Mobile Optimization

Mobile-First Design:

Portal Analytics & Insights

Available Analytics

Usage Statistics

Payment Insights

Accessing Portal Reports

Acting on Analytics

Key Insights to Watch:

Troubleshooting

Customers Can't Access Portal

Portal Not Loading Properly

Payment Issues in Portal

Branding Not Appearing

Best Practices

✓ Recommended

✗ Avoid

Related Articles

Customer Management

Payments & Invoicing

Need Help Setting Up Your Customer Portal?

Customer Portal Features

What is the Customer Portal?

Customer Benefits

Business Benefits

Portal Access

Core Portal Features

Invoice Management

View & Download

Online Payments

Job Tracking

Current Jobs

Job History

Communication Features

Direct Messaging

Notifications

Portal Customization

Branding Options

Customization Settings

Portal Access & Security

How Customers Access the Portal

Security Features

Data Protection

Access Controls

Manual Portal Link Generation

Optimizing Customer Experience

User-Friendly Design

✓ Best Practices

✗ Common Mistakes