Customers & Customer Portal
A full customer record plus a self-service portal your clients actually use.
Customers
Navigate to Customers > Customers to manage a master list of your clients and link them to jobs, estimates, and invoices.
- Add Customer: Enter company name, first/last name, phone (primary and secondary), email (primary and secondary), billing address, and optional notes.
- Customer Detail (CRM): Click a customer to open their full record. It's organized into tabs:
- Info: Contact details, multiple contacts (spouse, property manager, accountant, each can get their own portal login), tags, lifecycle stage, communication preferences, and assigned lead source.
- Notes & Reminders: Log internal notes and set follow-up reminders so nothing falls through the cracks.
- Jobs: Jobs associated with this customer. Link an existing job or create a new one directly here.
- Estimates & Invoices: Every estimate and invoice tied to this customer, with value, paid, and open-balance summaries.
- Properties: Multiple service addresses for the same customer.
- Documents: Upload files for the customer and choose which ones are visible in their Customer Portal.
- Reviews: Reviews and testimonials this customer has submitted; send a review request with one click.
- Portal: Grant or disable portal access, email a one-tap sign-in link, and see when they last signed in. See Customer Portal.
- Activity: A timeline of recent activity for the customer, plus a quick map of their address.
- Quick Actions: From the customer header you can open a chat with the customer, jump to their portal link, request a review, or start new work in the New Work Wizard.
- CSV / XLSX Import: Bulk import customers from a CSV or Excel file (Setup Items > Import Customers). Download a sample CSV for the correct format. Duplicate detection skips already-imported records.
- QBO Customer Sync: Pull customers from QuickBooks Online and match them to existing records. See QuickBooks Online.
- Edit: Update company name, contact info, billing address, or notes at any time.
- Activate / Deactivate: Deactivated customers are hidden from dropdowns.
- Delete: Only allowed if the customer has no linked jobs or estimates.
Permissions: Admins can create, edit, and delete customers. Viewers can view customer records but cannot modify them.
Customer Portal
The Customer Portal is a self-service web app your customers use to do business with you, approve estimates, pay invoices, see their schedule, leave a review, and more. It's passwordless: customers sign in with a one-tap magic link emailed to them (links are valid for 15 minutes), so there's nothing for them to remember. It installs to a phone home screen like an app (PWA) and is styled in your company brand color.
Granting access & sending the link:
- Open a customer record and go to the Portal tab. Click Send sign-in link to email the customer a magic link (requires an email on file). The shareable portal URL is also shown there and in the customer header (🔗 Portal Link).
- Use Disable / Re-enable portal access to turn a customer's portal on or off. The tab shows their last sign-in and total sign-in count.
- Additional contacts (from the Info tab) can each get their own portal login, with an optional "view documents" permission.
What customers can do (most areas can be turned on or off company-wide in Settings):
- Estimates: View and approve estimates online (with deposit payment when configured).
- Invoices: View invoices and pay by credit card or ACH bank transfer.
- Schedule: See upcoming and past visits.
- Statement: View an account statement and download it as a PDF.
- Service History: A timeline of past jobs.
- Documents: Download files you've marked visible (see below).
- Photos: View progress photos you've marked client-visible.
- Upload: Send you photos (e.g., of a problem), which land in your Customer Uploads review queue for approval.
- Profile, Contacts & Properties: Keep their own contact info, additional contacts, and multiple service addresses up to date.
- Subscriptions: Pause, resume, or cancel customer-managed recurring services (when allowed).
- Refer a Friend: Share a personal referral link.
- Reviews / Testimonials: Leave a review; approved testimonials appear on a public wall.
Document visibility: On the customer's Documents tab, upload a file with the "Visible to customer" checkbox, or toggle any document between Visible and Hidden. Only visible documents appear in the portal.
Customer Uploads queue: Navigate to Customers > Customer Uploads to review photos customers submit through the portal. Approve a photo to add it to the job's library, or reject it. Nothing a customer uploads is shown publicly until you approve it.
Pre-visit acknowledgements: When Pre-visit Checklists are enabled, the portal can ask a customer to confirm a short checklist (e.g., "gate unlocked," "pets secured") ahead of a scheduled visit. Build the checklists at Admin > Pre-visit Checklists (name, items, required flags); acknowledgements are sent automatically a configurable number of hours before the visit.
Turning the portal on/off: The whole portal, plus Estimates, Invoices, Schedule, Documents, Photos, Service History, Reviews, Referrals, and Profile editing, is controlled by feature switches in Settings. The remaining areas (Statements, Customer Uploads, Contacts, Properties, Subscriptions) are on by default and governed per customer/contact; NPS and Pre-visit acknowledgements are off by default.
Reviews & NPS
Navigate to Customers > Reviews to collect and manage customer feedback gathered through the Customer Portal.
- Request a Review: Send a review request from any customer record (or automatically after a job, based on your timing settings). The customer rates you and leaves a comment from a simple portal page, no login required.
- Reviews List: Browse all reviews, filter by star rating, or show only public ones. Feature a great review on your public testimonial wall.
- Steer to Google / Yelp / Facebook: Configure your public review URLs in Settings so happy customers are pointed to leave a public review where it counts.
- NPS Surveys: When enabled, customers can be sent a Net Promoter Score survey (a 0–10 "how likely are you to recommend us" question plus a comment). The Reviews page shows your NPS score with a promoter / passive / detractor breakdown and the individual responses.
- Top Referrers: See which customers have referred the most new business through their portal refer-a-friend links.
