Customer Portal

Provide self-service access to your customers through WorkSnap Pro's two link-based sharing options.

Two Ways Customers View Their Documents

WorkSnap Pro gives you two different ways to put documents in front of a customer online. Both use secure, hard-to-guess links and require no customer login - but they show different things:

	Share Link	Customer Portal
Shows	One invoice, estimate, or change order	Starter: agreement details. Enhanced: documents, balance and agreement details
How you get it	Get Share Link on that document	The action on the customer's detail page that copies their portal link
One link per	Document	Customer
Availability	All plans	Starter (agreements only) and Enhanced (full documents)

No login required for either - secure links provide access.

Important: Anyone with a share link or a portal link can view what it points to. Treat these links like passwords. Don't post them publicly or forward them to unintended recipients.

Share Links (One Document)

A share link points to a single invoice, estimate, or change order.

Via Email Links

When you send invoices or estimates:

1. Customer receives email
2. Email contains View button
3. Clicking opens that document
4. Customer sees their document and can take action on it (pay, approve/decline, download)

Via Shared Links

You can also share a document's link directly, without emailing it:

1. Open the invoice, estimate, or change order
2. Click Get Share Link
3. Click Copy Link in the dialog that opens
4. Send the link via text, chat, or however you reach the customer
5. Customer opens the link and sees that one document

Customer Portal (One Link, Access by Plan)

Starter customers see their service agreement details, benefits, remaining visits and term dates. Enhanced adds estimates, invoices, balances and links to the individual document views. Free does not include a customer portal. Individual invoice and estimate share links remain separate.

Generating a Portal Link

1. Go to Customers and open the customer's detail page
2. Use the action on the page that copies their portal link
3. Send the link to the customer (text, chat, email - however you'd like)

The link stays the same over time - you don't need to generate a new one as new invoices or estimates go out to that customer.

Note: Portal access follows the organization's current plan, including links issued before a plan change. Moving to Starter limits the same link to agreement details; moving to Free makes the portal unavailable. This does not revoke separate invoice or estimate share links.

What Customers See in the Portal

On Enhanced, opening the portal link shows a dashboard with:

• Total number of estimates and invoices
• Their current balance due, across all invoices
• A list of recent activity
• A full list of their estimates and a full list of their invoices, each with its status

From the dashboard, a customer clicks into any individual estimate or invoice to see its full details and take action (pay, approve, decline, download). That click opens that document's own view - the same view a share link would open.

Invoice Portal Features

These apply whenever a customer opens an individual invoice - whether from a share link, an emailed link, or by clicking into an invoice from their Customer Portal.

When customers view an invoice:

Invoice Details

• Your company logo and info
• Invoice number and date
• Line items and amounts
• Total amount due
• Due date

Payment Options

If online payments enabled:

• Pay Now button
• Choose payment method (Card, PayPal, etc.)
• Enter payment details
• Confirm and pay

Additional Actions

• Download PDF - Save invoice copy
• Print - Print invoice
• Contact - Message you about the invoice

Estimate Portal Features

These apply whenever a customer opens an individual estimate - whether from a share link, an emailed link, or by clicking into an estimate from their Customer Portal.

When customers view an estimate:

Estimate Details

• Full estimate breakdown
• Line items and pricing
• Terms and conditions
• Validity/expiration date
• Deposit requirements

Approval Actions

• Approve - Accept and sign the estimate
• Decline - Reject the estimate (with optional reason)
• Ask a Question - Opens email to your business email address; you'll receive the question in your inbox

Signature Process

When approving:

1. Customer clicks Approve
2. Reviews final details
3. Signs (typed or drawn)
4. Submission confirmed
5. Deposit payment (if required)

Payment Process

Making a Payment

1. Customer opens invoice link
2. Clicks Pay Now
3. Selects payment method
4. Enters payment details
5. Confirms payment
6. Receives confirmation

Payment Methods Available

Based on your integrations:

Method	When Available
Credit/Debit Card	Stripe or Square connected
Bank Transfer (ACH)	Stripe ACH enabled
PayPal	PayPal connected

Partial Payments

If you allow partial payments (configured in Settings > Payments):

1. Customer sees balance due
2. Can enter custom amount
3. Pays partial amount
4. Remaining balance shown for future payment

Payment Receipt

After payment:

• Confirmation screen displays
• Receipt emailed to customer
• Invoice status updates
• You're notified of payment

Customer Payment History

There's no separate payment-history page. What a customer can see depends on where they're looking:

• In the Customer Portal: every invoice sent to them, its status (Due, Paid, Partial, Overdue), and its balance - plus their total balance due across all invoices.
• On an individual invoice (share link, emailed link, or opened from the Portal): that invoice's amount paid and remaining balance.
• By email: a receipt is sent after each payment, which the customer can keep for their records.

Portal Security

Customer portal uses multiple security measures:

Feature	Protection
Unique Links	Each link is unique and hard to guess
HTTPS	All data encrypted in transit
No Login	No passwords to steal or phish
Limited Scope	A share link shows only its one document; a portal link shows only that one customer's documents - never another customer's
Secure Payments	Payments processed by PCI-compliant providers (Stripe, PayPal, Square)

Note: Because links don't require login, anyone with a link can view the document. Links should be treated as sensitive.

Link Behavior

Share links have different lifespans depending on document type:

Link Type	Behavior
Estimate links	May expire when the estimate expires
Invoice links	Generally remain accessible until paid
Payment receipts	Remain accessible for customer records

Portal links aren't tied to any one document - they stay active for that customer regardless of any individual invoice or estimate's status.

If a customer reports a link isn't working:

• For a share link: the estimate may have expired - you can resend the document to generate a fresh link
• For a portal link: confirm they're using the exact link you copied from their customer detail page

Branding the Portal

Your portal reflects your brand:

• Logo - Displays on all pages
• Colors - Match your brand settings
• Contact Info - Your business details

Configure in Settings > Branding.

Mobile Portal Experience

Portal is mobile-friendly:

• Responsive design
• Easy payment on phone
• Signature works on touchscreen
• Quick loading

Customers can complete everything on mobile devices.

Customer Notifications

Customers receive emails for:

Event	Email Sent
Invoice sent	Yes
Payment reminder	If enabled (overdue invoices)
Payment received	Yes (receipt)
Estimate sent	Yes
Estimate reminder (Quote Nudge)	If enabled (pending estimates)
Estimate approved	Confirmation

Troubleshooting Portal Issues

Customer Can't Find Email

• Check spam/junk folder
• Verify email address
• Resend the document

Link Not Working

• Link may be expired
• Try resending
• Check for typos if manually entered

Payment Failed

• Verify card details
• Check expiration date
• Try different payment method
• Contact payment provider if repeated failures

Signature Not Saving

• Try different browser
• Use mobile device
• Ensure stable internet connection

Best Practices

1. Test the experience - Send yourself a test invoice
2. Clear instructions - Tell customers to check email
3. Follow up - If not viewed within 2 days
4. Multiple payment options - More ways to pay = faster payment
5. Professional branding - Good impression on customers

What Customers See

This is what a customer sees when they open a single document - whether from a share link, an emailed link, or by clicking into a document from their Customer Portal:

Viewing an Invoice

[Your Logo]

Invoice #INV-001
Date: January 15, 2025
Due: January 30, 2025

Bill To:
John Smith
123 Main Street

Description          Qty    Rate      Amount
Kitchen remodel      1      $5,000    $5,000
Labor               40 hrs  $65       $2,600
Materials            1      $1,500    $1,500
                                     --------
Subtotal                              $9,100
Tax (8%)                                $728
                                     --------
Total Due                             $9,828

[Pay Now Button]
[Download PDF]

Viewing an Estimate

[Your Logo]

Estimate #EST-001
Date: January 10, 2025
Valid Until: January 24, 2025

Prepared For:
John Smith
123 Main Street

[Detailed line items...]

Total: $9,828
Deposit Required: $4,914 (50%)

[Approve Button]  [Decline Button]
[Download PDF]    [Ask a Question]

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