Give a customer their portal link

Every customer has a personal portal page — a single link where they can see their projects, estimates, invoices, photos, and files from your business, pay open balances, and upload photos back to you. To share it, open the customer under Customers, click Portal Link, and choose Copy portal link — then text or email it to them. No account, password, or app is needed on their side.

Before you start

• You need an owner, admin, or dispatcher login to open customer pages.
• The link is the access. Anyone holding it sees that customer's documents, so send it to the customer directly rather than posting it anywhere public.

Step 1 — Copy the link

1. Open Customers in the sidebar and click the customer.
2. Click Portal Link at the top of their page. A small menu opens with two choices:
   • Open portal link — opens the portal in a new tab so you can see exactly what the customer will see.
   • Copy portal link — copies the link to your clipboard. You'll see the confirmation "Portal link copied!"
3. If the customer's newest job came through a job source (a brand you run), the link carries that brand's name — the portal header shows the brand the customer actually dealt with.

Step 2 — Send it to the customer

Paste the link into a text or email. A text message from the business line they already know works best — see Send a text.

What your customer sees

The portal opens with your business branding and a personal greeting, then a set of tabs:

• Projects — for customers with a project: the contract amount, a progress bar of what they've paid, the payment schedule with each milestone marked Paid / Invoiced / Upcoming, and links to the project's invoices and estimates.
• Estimates — each estimate with its status and a View Details link to the full estimate page (where they can approve and sign).
• Invoices — each invoice with its status and total. Unpaid invoices show the remaining balance in red and a View & Pay link to the invoice's public payment page; paid ones show a View link.
• Images — every photo attached to their estimates and invoices, plus their own uploads. The Add photos button accepts "JPG, PNG, HEIC — up to 25 MB each." They can add a caption to any photo and select-and-delete photos they uploaded themselves — "Only photos you uploaded can be selected — document photos stay."
• Files — non-photo uploads (PDFs and documents), with an Upload files button: "Images, PDF and documents — up to 25 MB each."
• Notes — a free-form notepad. The customer clicks Add note to leave you a message ("gate code is 4411", "dog in the backyard"), and your team reads the same list.

Everything the customer uploads or writes appears on their customer page in your dashboard — uploaded photos join the Images tab there.

Troubleshooting

• The customer sees "Portal not found" with "This link may be invalid or expired." — the link was truncated or edited in transit (this often happens when a link wraps across lines in an email). Copy it again with Copy portal link and resend, ideally by text.
• The customer says an invoice is missing — check the invoice is attached to the same customer record. If you have duplicate records for one person, their documents can be split across them — see Handle duplicate customers.
• An upload fails — files are limited to 25 MB each, and only images, PDFs, and common document types are accepted. The portal names the file it could not upload; have the customer retry with a smaller file.
• You don't see a Portal Link button — the button appears only when the customer record has a portal behind it, which is the case for customers in your directory. If it's missing on a very old record, reach out to support and we'll enable it.