Customer Portal for Requests and Invoices

Do you need a dedicated customer portal?

A portal is useful when service delivery is scattered across personal emails, phone calls, chats and spreadsheets. A customer sends a request to the wrong address, an employee forwards it, and then someone has to look for the latest version of an invoice or file. Context gets lost, and it becomes difficult to see who has taken responsibility for what.

In the portal, each customer sees only their own requests, documents and history. There is one login, clear statuses and a dedicated place for communication. Your internal team receives a structured request with the service type, priority, description and attachments instead of an incomplete email.

What does your customer get?

Numbered requests with attachments

The form can include the service type, description, priority, site, contract and files, a PDF document, photo, screenshot or video. Each request receives a unique number and is routed to the right team in the CRM or ERP system.

Processing status and history

The customer can see whether the request has been received, is being processed, is ready or has been closed. When needed, we can add an assignee, deadline, change date and separate internal or customer-visible comments. This means the current status no longer depends on the latest email.

Services, contracts and hours used

With a monthly package, the portal can show completed activities, the consultant, the date and the time spent. The customer can see what has been done, while the team has a history for reporting and periodic review.

Invoices and PDF documents

Issued invoices are displayed in a separate section, with filters by period, status and site. The customer can download the PDF document themselves instead of requesting it again by email. We can also add contracts, acceptance protocols, reports and other files with different access permissions.

Online payment of outstanding invoices

We connect the portal to Stripe or ePay depending on the market, payment provider and your accounting process. After payment, the system can receive the status via webhook and record it in the connected software when the integration supports this. The method for issuing a fiscal receipt is defined according to your accounting and fiscal setup.

Notifications and communication

The customer can receive an email or SMS when there is a new reply, a status change or an issued invoice. The built-in chat is suitable for short questions that do not require a formal request, with messages remaining in the account history.

How does the portal connect to your systems?

The portal does not necessarily have to replace your ERP, CRM or accounting software. Usually, it serves as the customer-facing layer in front of your existing processes. The connection can be made through a REST API, webhooks, data import and export, or a middleware service when legacy software does not offer sufficient API capabilities.

• CRM or ERP for customers, contracts, requests, tasks and assignees.
• Accounting software for invoices, payment status and PDF documents.
• Stripe or ePay for online payment of outstanding invoices.
• S3-compatible file storage for attachments and documents.
• Email and SMS service for notifications triggered by specific events.
• Single sign-on, a magic link by email or Google sign-in; for sensitive data, two-factor authentication.

When more than one system is involved, we first define which data is authoritative. This prevents duplicate customers, different invoice totals and uncertainty about which system should change the status. If you need broader connectivity, you can explore our API integrations service.

Which type of portal do you need?

The price depends on the number and condition of the integrations, roles, document types, payment rules, file volume and need for custom design. The number of screens alone is not enough to estimate the project, most of the work is usually in the data, permissions and synchronisation.

How does development work?

1. 01
   Process description

   We review how the client submits a request today, where it is recorded, who processes it, how an invoice is issued and which notifications are needed. You prepare sample requests, roles, documents and access to the API or a test environment.

2. 02
   Prototype and technical plan

   We organise the screens, statuses, permissions and integrations. We document which data is read and written in each system so there are no hidden assumptions during development.

3. 03
   Development of the core modules

   We build the login, client profiles, request form, statuses, files, invoices and administration area. The interface is adapted for phones, tablets and computers.

4. 04
   Integrations and testing

   We connect the CRM, ERP, accounting software, payment systems and notifications. We test access between clients, companies and sites, as well as scenarios involving a failed payment, a missing document or an interrupted connection.

5. 05
   Launch and handover

   We publish the portal on your subdomain and configure SSL, storage and backups. We train the team, hand over the documentation and agree who will maintain the integrations after launch.

What proves that we can build a system like this?

We have worked on systems where the client portal is part of a larger process, requests, contracts, documents, invoicing and team operations. Account-X, ERP for accounting firms includes a portal for documents, deadlines and invoices. In Ekovat, custom ERP, the system covers requests, work orders, vehicle fleet, warehouse and invoices.

Frequently asked questions

Is the portal suitable for a small company with few clients?

Yes, if your clients are on a subscription, submit regular requests or frequently ask for documents and status updates. If communication is infrequent and the process is simple, a basic form or organised task management system may be the more sensible choice.

Can the portal use our branding?

Yes. It can run on your subdomain with your company’s logo, colours, fonts and email templates. If needed, we can develop a fully custom interface based on your existing brand guidelines.

Can different employees of the same client have different permissions?

Yes. Access can be divided by company, site, contract, document type and role. For example, one user can view invoices, another can submit requests, and the manager can view the complete history.

How long does development take?

The core version is usually planned to take a few weeks after the processes and access requirements have been clarified. Online payments, chat, SLA reports, additional integrations and migration of old documents extend the timeline.

Will you lose access to the code and data?

The portal is developed for your process, while ownership of the code and data is specified in the contract. Before work begins, we document the hosting, backups, access rights and maintenance responsibilities.

Contact

Send us a brief description of your services, client companies, CRM, ERP or accounting software, and how you currently receive requests and send invoices. You can add a sample form, invoice or process diagram via our contact form.