Zoho Invoice

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Client Portal in Zoho Invoice

Client Portal allows your clients to track all the transactions that have taken place between them and your business. Bid goodbye to lengthy emails and collaborate efficiently like never.

Understanding Client Portal

Receiving invoices and paying for them has become a cake walk for Peter’s clients after he enabled Client Portal to them. It was easy to pull out transactions as they didn’t have to surf through their emails. Peter’s clients are having a much more hassless free invoicing process.

Setting up Client Portal

Client Portal Settings

Client Portal Settings


Invite contacts to your portal

To give access to your clients, you need to enable the portal for each contact individually and if that contact has contact persons, you will need to provide access to the contact person associated with that contact. Once they log in to your portal they can view the estimates, invoices, statement of accounts, projects and time entries you have sent them. You can collaborate and discuss with your clients on estimates and invoices. This will hasten the estimate approval process, client approval process and payments.

The steps to enable the portal for your contact are as follows,

Enable client portal for contact

Select contacts for access

Accept Invite to client portal

Create password for client portal

Your clients will then be able to log into your portal and view the invoices, estimates and also download customer statements.


Working in the Client Portal

The following are the modules available in the Client Portal. Let’s see how your client can use it.

Client portal login

Home

The first thing that your client will see upon logging into your client portal would be Home. The home displays your address details, outstanding transactions, retainer invoices, and the available credits. If you had added a banner message, it would be shown at the top of your screen.

Client portal home

It also displays the number of estimates that are yet to be approved. Clicking on the number will display the details of the said estimates.


Transactions

Your clients can view the status of all the invoices and estimates they have received as well as the payments made in the past.

Estimates

Your clients can view a list of the estimates they’ve received from you. If they are satisfied with the price, they can take your business forward by clicking on the Accept button that is visible you open the estimate. Clients can decline an estimate for a better offer by clicking the Decline button in the top.

The client can also filter the list to display a particular type of estimate by clicking the Show drop-down above the list.

Accepting Estimate in client portal

The estimate can be forwarded to a different email id from the client portal and can be downloaded as well. Just click the three dotted drop down on the top right corner to perform these actions.

Accepting Estimate in client portal

Insight: You can always rework on the declined estimate by clicking on the ‘Edit’ option provided in your Zoho Invoice account ​to make an offer your clients clients can’t resist and update them.

Invoices

Your clients can view a list of invoices sent by you in the portal. If the invoice is unpaid, they can choose to pay instantly by clicking on Pay Now. The client can also filter the list to display a particular type of invoice by clicking on the drop-down above the list

Instant Pay for an Invoice

Your clients can choose to forward the invoice to an email address and also download the invoice in the form of PDF or print the invoice by clicking the three dotted drop down on the top right corner and selecting the respective options.

Instant Pay for an Invoice

If your clients have any remarks and would like to discuss that with you, they can use the comments box to add them as comments. You can also add comments from your end and have an official record of the conversation.

Your clients can make payments by choosing a mode of payment. Various payment gateway options can be given to the client at the time of creating ​an invoice.

Payment Gateway screen

For making payments using Credit/Debit card, clients can enter their card number, CVV, expiry date, billing address and the country to make payment. They can also save the cards and use them while making payments for upcoming invoices.

Credit Card screen

Making ACH payments.

Ach client portal account

Insight: Customers can also choose to save their account details for future transactions by checking the Use this account for future transactions option.

Payments Made

In the Payments Made module, your clients will be able to view the payments made by them to your invoices.You can also list the payments based on invoice payments and retainer invoice payments and sort it based on the date and amount.

PaymentsMade

The receipts can be downloaded as PDFs by clicking on the Download PDF button and can be printed by clicking the Print button on the top.

PaymentsMade


Projects

If you had enabled the “Allow customers to view projects and timesheets” option in the portal settings (gear icon > Preferences > Client Portal), an additional module will be made available in your customer’s client portal.

Project Enable

The Projects module in the client portal will list all the projects created for your customer.

ProjectsList

When you click on one of the projects, you will see the following tabs:

Tasks

All the billable tasks created for this project will be listed here. The details such as Logged Hours, Billed Hours and Unbilled Hours will also be displayed.

Project Tasks

Timesheets

All the billable timesheet entries created for this project will be listed here. The details such Task, Date, Time and Status will also be displayed.

Project Timesheet

Comments

Your clients can add their comments and remarks in Comments and you will be able to reply to them. This will help in having an official record of the conversation that can be referred in the future.

Client Comment Project

You can check and reply for the comments made by the client on the specific project from your Zoho Invoice account.

Check the ‘Display in client portal’ box to make your reply visible in the client portal.

Client Comment Reply

Timesheet

If you had enabled Client Approval in your org and in a specific project, a module named Timesheets will be displayed on the left sidebar. This module will display all the client approvals sent to that customer. He can accept/decline client approvals and manage them. They can see the total hours spent on a project, when it was received and it’s status.

Client Approval


Bulk Payments

The client portal’s dashboard will display the total amount for Outstanding Invoices. Select Pay Now to view the number of invoices for which the amount is due.

Pay Now Button

To view more details of the outstanding invoices, click on the hyperlink below the Total Amount.

Invoice Payment Details

You can then proceed to make the payment for all your outstanding invoices using a Credit Card or through any one of the associated payment gateways.


Get Notified

The ‘Viewed’ Notification

Once your clients have viewed your estimate or invoice, you will be notified about it with a ‘​Viewed’ icon on the specific estimate or invoice on your Zoho Invoice account. You will be notified on the bell icon as well.

Viewed notifcation

To get notified, you will have to enable Send me an email notification for every activity that takes place in the portal from Preferences > Client Portal.

Viewed notifcation

Comments

Your clients can comment in the client portal about the estimate or invoice they receive. This feature comes handy when clients ask for a better price on your estimate rather than declining it.

Client comment in Client portal

You can check and reply to the comments made by the client on the specific estimate or invoice from your Zoho Invoice account. Check the Display in portal box to make your reply visible in the client portal.

User comment in Zoho Invoice

Your clients can view your reply in the client portal.

User Reply view for client in Client portal

By Mail

A notification email will be triggered to your email account if your client

Insight: You should have enabled Send an email notification to my contacts when I comment on transactions from the Preferences > Client Portal.


Statements

Your clients can view a detailed ‘Statement of Accounts’ consisting of all the transactions between them and your company. They can also have their statements printed or downloaded as PDFs.

Statements of all the trasactions

Change Password

Clients can change the password they use to enter the client portal by selecting this option.

changepassword

Insight: The password changes only for the specific contact person using the client portal.

Client Details

Clients can update and edit their details, company details in the client portal.

To do so, your client can click the Home module on the left sidebar and scroll down to My Account Details. Click the Edit option on the right end and make the necessary changes. They can further go down and click the Edit button next to Billing Address and Shipping Address to add/edit them respectively

Client Review

Sometimes, you would want to know what your clients think about your service. In such cases, you can ask your clients to rate/review your services. Your customers can rate and review your organization’s services through the client portal.

To enable this option for your client, go to Preferences > Client Portal and select Enable customer review for my services. Once you’re done, your client will be able to see a Review button on the Home page. Your clients can write a review and rate your service there.

changepassword


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