Client Portal for Orders and Invoices
A client portal for orders and invoices is a closed self-service area where your customers submit new requests, track the status of ongoing work and download every invoice as PDF. Unlike a B2B sales portal, the focus here is service businesses — IT support providers, marketing retainers and law firms.
What the client portal includes
New request form
Customer self-service form with description, service type, priority and attachments (PDF, screenshot, video up to 200 MB). Each request gets a unique number and is auto-routed to the right team in your CRM or ERP — no operator needs to retype it.
Status flow for every request
Transparent stages: received → in progress → ready → closed, each stamped with the owner and date. Customers see the progress in real time and stop sending the "any updates?" email every other day.
Service history
Full chronology of work done for the customer — when, what, by which consultant and for how many hours. Useful for retainer contracts where the customer has a monthly hour pool and wants to see what has been consumed.
All invoices with PDF download
List of invoices for the last 5 years, filter by year, status (paid / unpaid) and entity. One click downloads the PDF with the correct VAT number and accounting reference. No more "please resend the March invoice" emails.
Online payment
Stripe or ePay integration to pay open invoices with a card directly. The payment status syncs back to your accounting software, the invoice is marked as paid and the customer receives a receipt automatically.
Notifications and chat
Email and SMS alerts on status changes, new invoices or new replies. Embedded operator chat for quick questions that do not justify a formal ticket — all messages stay in the account history.
Who it is for
IT support and SaaS companies
Managed service providers on monthly contracts. Customers file tickets through the portal instead of personal email. The system tracks SLA — response, resolution, CSAT — and exports a report for quarterly reviews.
Marketing agencies on retainer
Digital and creative agencies on a monthly hour package. Clients file new briefs through the portal, see remaining hours and download activity reports. Ends the "what did you do this month" debate.
Law firms
Law firms with corporate clients. A secure portal where case documents, deadlines and invoices are visible. Per-user access with download logs for sensitive documents — required under attorney-client privilege.
How we build it
1. Next.js front-end
Next.js 15 with App Router and Edge runtime for first paint under 1.2 seconds. Responsive across phone, tablet and desktop — most small-business owners open the portal on mobile.
2. Database and API
PostgreSQL with row-level security so each customer sees only their own requests and invoices. REST API to your existing ERP, CRM or accounting software. See our API integrations.
3. Passwordless login
SSO magic links by email or Google login — no extra password, no credential-leak risk. Optional 2FA. Token rotation and auto-logout after 30 minutes idle.
4. File storage and hosting
Attachments and PDF invoices live in S3-compatible storage (AWS S3, Cloudflare R2, MinIO on EU servers). Hosting on Vercel, Hetzner or your own infrastructure. Full process at custom software development.
Why Saitami
status-update emails
average drop in the first 3 months — clients check the portal instead of emailing
on-time payments
because invoices are visible with due-date reminders and a card payment link
starting investment
portal for up to 50 clients, base integrations and one accounting link — no monthly fees
Related: B2B client portal when your clients also place goods orders, and quotes and invoicing system for the internal team that issues the invoices.
Frequently Asked Questions
Is the portal worth it for a company with 5 clients?
Yes, if those 5 clients are on monthly contracts and send you 3-4 requests a week each. Below that, a well-run Trello board is cheaper. The client portal starts paying back at around 20 monthly requests or 10 active clients — saved operational hours on status emails recoup the development cost within 6-9 months.
Can clients pay invoices directly in the portal?
Yes. We support Stripe (cards and Apple Pay) and ePay for Bulgarian virtual POS providers. The customer opens the invoice, clicks "pay" and after a successful transaction the status syncs back to your accounting software via webhook. A receipt is issued automatically through the fiscal device integration if you are VAT-registered.
Can the portal be white-labelled to our brand?
Completely. The portal runs on your own subdomain (portal.yourbrand.com) with your logo, colours, fonts and email templates. Customers never see the Saitami name — they log into your agency or firm. A fully custom UI is also possible if you have a brand book with specific components and micro-interactions.
How much does a client portal cost?
Starter projects from €3,800 for a portal with up to 50 clients, base requests and invoices module, magic-link login and one accounting integration. More complex rollouts with online payments, operator chat, SLA reporting and a custom white-label UI usually land between €8,500 and €18,000. No monthly fees — you pay once and own the code.
Ready for fewer emails and more paid invoices?
Show us how you serve clients today and we will scope a concrete client portal for orders and invoices.
Request a portal demo →