Give customers secure access to view and pay invoices without creating accounts. Each invoice and quote has a unique secure link that expires after 30 days.

How Portal Links Work

Security Features

✅ No passwords needed: Customers click link to access
✅ Unique tokens: 32-character secure token per document
✅ Auto-expiry: Links expire 30 days after creation
✅ View-only by default: Customers can't edit anything
✅ Payment enabled: Secure Stripe checkout included

Sending Portal Links

For Invoices

Open any invoice
Click Send to Customer
Choose delivery method:
- • Email: Sends with payment button
- • SMS: Sends shortened link (Pro/Unlimited only)
- • Copy Link: Get link to share manually
Customer receives secure link
Link opens invoice with payment option

For Quotes

Open any quote
Click Send Quote
Choose delivery method (same as invoices)
Customer can:
- • View quote details
- • Accept quote online
- • Add digital signature
- • Leave comments

What Customers See

Invoice Portal Features

Header: Your business name and logo
Invoice details: Number, date, due date, status
Line items: All services with descriptions and prices
Total: Subtotal, tax, and amount due
Payment button: "Pay Now" opens Stripe checkout
Download PDF: Save or print invoice
Payment history: Shows partial payments if any

Quote Portal Features

Quote details: Number, date, valid until
Services: Detailed breakdown with optional items marked
Accept button: One-click acceptance
Signature pad: Digital signature capture
Comments: Customer can leave notes
Download PDF: Save quote for records

Portal Link Examples

toolfy.io/portal/invoice/7a8b9c0d1e2f3g4h5i6j7k8l9m0n1o2p

Each link contains a unique 32-character token that can't be guessed

Managing Portal Access

View Active Links

Go to invoice or quote
Click Portal Settings (three dots menu)
See:
- • Current portal link
- • Creation date
- • Expiry date
- • View count

Regenerate Link

If you need to revoke access and create new link:

Open invoice/quote
Click Portal Settings
Click Regenerate Link
Old link immediately stops working
New secure link is created

Note: Regenerating breaks any previously sent links. You'll need to resend the new link to your customer.

Portal Expiry and Renewal

30-day expiry: Links automatically expire after 30 days for security
Expired message: Customers see "This link has expired" message
Renewal: Click "Resend" to generate fresh 30-day link
Paid invoices: Links remain active for customer records even after payment

Customer Payment Process

Customer clicks portal link in email/SMS
Invoice opens in browser (no login needed)
Reviews invoice details
Clicks Pay Now button
Enters card details in Stripe checkout
Receives payment confirmation
You get instant notification
Funds deposit in 1-2 business days

Tip: Customers don't need to create accounts or remember passwords. This removes friction and gets you paid faster.

Customizing Portal Experience

Add Your Branding

Go to Settings → Branding
Upload your logo (PNG or JPG, max 2MB)
Set brand colors
Add business details
Changes apply to all portal pages instantly

Custom Payment Terms

Go to Settings → Billing
Set payment terms message
Add late fee policy
Include bank transfer details (optional)

Tracking Portal Activity

Monitor customer engagement:

View count: How many times link was opened
Last viewed: When customer last accessed
Payment attempts: If customer started but didn't complete payment
Downloaded: If PDF was downloaded

Find this in invoice/quote activity log

Troubleshooting Portal Issues

Link Not Working

Check if link has expired (30 days)
Verify link wasn't regenerated
Ensure full link was copied (all 32 characters)
Try resending fresh link

Customer Can't Pay

Verify Stripe is connected in Settings
Check invoice isn't already marked as paid
Ensure customer's card isn't declined
Try different browser or clear cache

Portal Showing Wrong Information

Refresh the invoice/quote to update portal
Check you're editing the right document
Changes may take 30 seconds to appear
Clear browser cache if issues persist

Security Note: Portal links are secure but not encrypted. For highly sensitive information, consider password-protecting PDFs instead.

Customer Portal Access