What Customers See and Do in the Portal

The portal opens on a card for each site the contact can see, saying what's on now, what's overdue and what's waiting on them. Opening a card shows the site's Jobs, Assets, Maintenance, Documents and Quotes and Invoices, as far as the contact's permissions allow.

What They Can Do

• Accept or decline a quote, adding their PO number and comments. Only contacts with Accept / Decline Quotes can.
• Pay an invoice by card when your business's Stripe account takes card payments, or by bank transfer to the account on your company details. Only contacts with Pay Invoices are offered payment. Anyone else who can see the invoice is told that someone with payment rights needs to pay it.
• Add their purchase order number to a quote or an invoice with Add Your PO.
• Ask for work with Request Service, or Request Service Here on a site's card. The request arrives as a new service call job for that customer, numbered like any other job, for the office to book.
• A Portal Administrator manages the customer's own contacts.

What They See

• Quotes from the moment they're sent. While the customer has asked for changes, the quote shows without its prices until the new version is sent.
• Invoices once they're sent: sent, part paid, paid or overdue, and a void one that had been sent.
• Each job's description, dates, technician, status and recommendations, with View Jobs & Service History. Its photos show with View Service Reports & Photos, and documents attached to it with Download Documents. A contact with View Scheduled Maintenance but not View Jobs & Service History sees only the maintenance visits on their agreements.
• Each site's name and area. Its address, contact and opening hours show with View Sites.
• Each asset's type, make, model, serial, install date, condition and status, with View Assets.
• Maintenance agreements: dates, response time, included callouts and how many are used, the billing amount, and what's included and excluded.
• Service reports that aren't drafts, and PDFs you've generated and marked for the portal.
• Files on a site or an asset: floor plans, photos, manuals and other documents with Download Documents, and compliance records, permits, SWMS, warranties and commissioning documents with View Compliance Records. An asset's files also need View Assets.

What Stays Private

Customers never see your costs, markups, margins or internal notes, a quote before it's sent, an unsent invoice, a site's access and security details, or your technicians' voice notes. Everything the portal shows is limited to that customer, and anything tied to a site to the sites the contact can see.