Customer Portal Overview

Who uses this: An Admin enables the customer portal in Company Settings, decides what it shows, and shares each customer’s portal link. Availability: Included in the FieldPulse subscription.

The customer portal is a personal, self-service page where a customer reviews their jobs, opens estimates and invoices, checks payments, updates their own contact details, and requests new work — without calling your office. You enable the customer portal once for your account, decide what it shows, then share a personal link with each customer.

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Overview

The customer portal gives each customer one place to see the work you have done for them and the paperwork that goes with it — job status and job files, estimate PDFs, invoice balances, payment history, their own contact details, and a link to request new work. The customer portal removes the status-check call. A customer wants to know when the technician is coming, what an estimate totals, or whether last month’s payment landed, and someone in your office stops what they are doing to look it up. With the customer portal, the customer looks it up themselves. You control two things: who gets in, and what they see. Each customer reaches the customer portal through a personal link you copy from their customer record, and you decide whether that link requires a password. Portal permission toggles in Company Settings then show or hide each tab and each level of detail for every customer on your account.

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Video walkthrough

Watch the customer portal walkthrough for a tour of the customer portal end to end. The written steps below cover the same ground on their own.

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How it works

Rolling out the customer portal takes four steps: enable the feature, share each customer’s link, decide what the portal shows, and — if you want links to go out on their own — add the portal link to your email and SMS templates.

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Enable the customer portal

The customer portal starts turned off. An Admin turns it on from Company Settings.

1. Select Company Settings.
2. Open the Features & Plugins tab.
3. Find the Customer Portal card.
4. Select Enable.

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Share a portal link with a customer

Every customer record carries its own portal link. Copy that link and send it to the customer by email or text.

1. Open the customer’s record in FieldPulse.
2. Select Actions.
3. Hover over Copy Customer Portal Link.
4. To require a password, select the Password Protected checkbox.
5. Select Copy Registration Link — the button reads Copy Portal Link once that customer has registered.
6. Paste the link into an email or text message to your customer.

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Require a password

Password protection is set per customer, on the same panel you copy the link from. Leave the Password Protected checkbox clear and the link opens the customer portal directly. With password protection on, the customer enters their email address and creates a password the first time they open the link. After the customer creates those credentials, the customer portal asks them to sign in on every later visit. To check whether a customer has finished registering, hover over Copy Customer Portal Link on their record again. The panel shows Unregistered or Registered under the customer’s email address.

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Add the portal link to message templates

Portal links can go out automatically with your customer communications. When you build an email or SMS template, select Insert Field Value and choose Customer Portal Link — or Customer Portal Link w/ Password for the password-protected version. Every message sent from that template then carries that customer’s personal portal link. See Setting Up Email & SMS Templates for the template steps, and Customer Communications Overview for the wider guide to customer communications.

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What your customer sees

The customer portal opens with a row of tabs across the top of the page. Which tabs appear depends on your Customer Portal Permissions settings. The summary below covers each tab from your side of the account — for the full tab-by-tab tour written from your customer’s point of view, see Customer Portal Experience Overview. Home. The customer portal opens to the customer’s own contact details. When Allow profile updates is on, the customer can select any field, make changes, and select Save changes. Submit Request. This tab opens your FieldPulse booking portal in a new browser tab, where the customer picks one of the options your booking portal offers — Contact Us, Schedule An Appointment, Book a Service, or Schedule An Appointment and Book a Service. Once the request is in, the customer returns to the customer portal. See Setting Up the Booking Portal to configure what the booking page offers. My Jobs. This tab lists the customer’s open jobs with the job number, date and arrival time, job title, status, and location of each one. Opening a job shows the customer its start and due dates, status, and location, along with any files attached to the job — available to view and download. My Projects. This tab lists open projects with the project number, name, dates, status, and a completion percentage bar. Opening a project shows its details and attached files. My Estimates. This tab lists every estimate with its status, sent date, expiration date, and total amount. The customer can open, download, print, and accept an estimate from this tab. My Invoices. This tab shows the invoice number, status, invoiced date, due date, amount paid, amount due, and total for every invoice on the customer’s account. Opening an invoice displays it as a PDF the customer can view, download, or print. My Payments. This tab lists every payment the customer has made to you, with the payment number, method, date, payment status, and amount. My Assets. When Show assets is on, this tab lists the assets on the customer’s record, along with asset update history and attached files.

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Send job and project comments to the portal

Comments left on job and project records can be sent to the customer portal, where the customer can read them. The exchange stays documented on the related job or project in FieldPulse, so the customer portal doubles as a message channel with a built-in paper trail.

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Settings reference

You control exactly what customers can access from Company Settings > Customer Portal > Customer Portal Permissions. The settings are organized into five groups. Every toggle defaults to ON for new accounts; turn a toggle off to hide that tab or detail. General Settings Jobs Projects Billing, Estimates & Invoices Assets

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Availability

The customer portal is part of the FieldPulse subscription — the Customer Portal card in Company Settings > Features & Plugins lists it as included. The customer portal starts disabled on every account, so an Admin turns it on from that card before any portal link works.

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FAQs

Does the “Disable Estimates if Expired” setting hide expired estimates in the customer portal? No. The Disable Estimates if Expired setting only applies to the dynamic estimate link you send by email or SMS. If the estimate was already sent to the customer, its PDF still displays in the customer portal after the expiration date. Do customers need a password to open the customer portal? Only if you choose password protection for that customer. Select the Password Protected checkbox before you copy their link, and the customer creates a password on their first visit and signs in on every visit after that. Can I hide a tab from customers? Yes. Every tab has a show/hide toggle under Company Settings > Customer Portal > Customer Portal Permissions, along with toggles for the details inside each tab. Those settings apply to every customer on your account, not to one customer at a time. Are purchase orders visible in the customer portal? No. Purchase orders are internal records you send to your suppliers, and they do not appear in the customer portal. Items you pull from a purchase order onto an estimate or invoice do appear, on the My Estimates and My Invoices tabs.

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Related articles

• Customer Portal Experience Overview
• Setting Up the Booking Portal
• Booking Portal Overview
• Customer Communications Overview
• Setting Up Email & SMS Templates