Customer Portal

Provide self-service access to your customers through the WorkSnap Pro customer portal.

What Is the Customer Portal?

The customer portal gives your customers access to:

• View invoices and estimates
• Make online payments
• Approve estimates with digital signatures
• Download PDF documents
• View payment history

No login required - secure links provide access.

Important: Anyone with a portal link can view the document. Treat links like passwords—don't post them publicly or forward them to unintended recipients.

How Customers Access the Portal

Via Email Links

When you send invoices or estimates:

1. Customer receives email
2. Email contains View button
3. Clicking opens secure portal
4. Customer sees their document

Via Shared Links

You can share direct links:

1. Open invoice or estimate
2. Click Share or Copy Link
3. Send link via text, chat, etc.
4. Customer accesses portal

Invoice Portal Features

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

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

Customers can view their history:

• Past payments made
• Outstanding invoices
• Paid invoices
• Receipt downloads

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 Access	Each link shows only one document
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

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

If a customer reports a link isn't working:

• The estimate may have expired
• You can resend the document to generate a fresh link

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

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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