Customer portal

There is nothing to switch on and nothing for them to set up. No account, no password. They enter the email on their project plus their project number, and Managolio emails a one-time sign-in link to the address on file.

1. 1Check that the contact on the project has the right email. The link is only ever sent to that address, never to whatever was typed in.
2. 2Their project number and the portal address are printed in the footer of every email Managolio sends them, so they always have both.
3. 3At the portal they fill in Email on the project and Project number, then choose "Email me a sign-in link".
4. 4Clicking the link in that email signs them in and opens their project.

One page, one project, built from what is already in Managolio. Costs, budgets, margins, internal notes and jobsite photos never appear on it.

1. 1Progress: where the job sits in your lifecycle stages.
2. 2Billing: project total, invoiced, paid and balance due, then every invoice you have sent, each with a Pay button and a PDF.
3. 3Payment schedule: how the total splits into payments, and which are paid, invoiced or overdue.
4. 4What's coming up: upcoming visits (consultation, site visit, inspection, construction, delivery, walkthrough). Internal and permit submission events stay hidden.
5. 5Your documents: the customer-safe paperwork on the job.
6. 6Warranty: the coverage end date, past requests with their status, and a form to raise a new one.

The timeline follows the stage you set on the project: Planning, Permitting, Scheduled, Active, Inspection, Punch List, Complete, Warranty. Move the stage and the customer view moves with it. Archived is never shown to a customer.

1. 1Stages you do not use are dropped. Permitting and Inspection come with the Permits module, Punch List with Field operations, Warranty with the Warranties switch.
2. 2A project keeps the stage set it was created with, so turning a module off later never breaks a job already underway.

Visibility follows the document category, so you decide it when you file the document. Four categories are customer-safe: Contract, Proposal, Warranty and Invoice. Plan, Permit, Insurance, Change Order, Photo and Other stay internal.

1. 1Anything attached to a warranty claim or a permit stays internal, whatever category it carries.
2. 2Archiving a document pulls it out of the portal as well as out of your library.
3. 3Only the current version is shown. Uploading a new version retires the old one for the customer too.
4. 4When a customer accepts a proposal, the signed PDF is filed to the project as a Contract, so it shows up here on its own.

No. Photos in Field operations are for your crew: damage, mistakes, work half finished. Nothing in Managolio publishes one, the portal never lists them, and a customer who goes looking for a photo link gets nothing back. If you want a customer to have an image, upload it to the project as a customer-safe document instead.

Invoices reach the portal only once you send them. Drafts and issued-but-unsent invoices stay private.

1. 1The customer opens Billing and chooses Pay on anything still owed.
2. 2The dialog shows the balance and every method you turned on in Settings → Payment methods.
3. 3Pay by card runs a secure Stripe checkout on your own account and marks the invoice Paid on its own.
4. 4Venmo and Cash App give a pre-filled Pay button. Zelle and check details come with a Copy button.
5. 5Venmo, Cash App, Zelle and checks are not confirmed automatically, so record those payments yourself when the money lands.
6. 6With nothing set up yet, the dialog simply tells them to reach out to you to arrange payment.

A refunded invoice reads as Refunded, with the amount returned and the date, and nothing is payable on it. A voided invoice normally vanishes from the portal, but if the customer already paid it, it stays visible marked Cancelled with a line telling them their money is safe and will be refunded or put towards a new invoice. A charge on their statement always has a matching line in the portal.

These are not in the portal. Each goes out as its own secure link that needs no sign-in, so a customer can sign before there is even a project to sign in to.

1. 1A proposal opens on its own page with Download PDF. The customer types their full name, ticks the consent box, then chooses Accept & sign or Decline.
2. 2A change order works the same way, with Approve & sign.
3. 3A service plan is signed the same way, and accepting it creates the maintenance project on the spot.
4. 4Once a proposal is accepted, the signed PDF is filed to the project, so the customer can always find it again in their portal documents.

The Warranty section only takes requests once the project is Complete or in Warranty, and only when Warranties is on (Settings → Invoicing, under Contract defaults).

1. 1The customer fills in What's going on? and Details, then chooses Submit request.
2. 2It lands on your Claims page as Submitted and marked Customer, and every Owner and Operations user is notified.
3. 3Every claim on that job shows in their portal with its current status and your resolution notes, whether they filed it or you logged it.
4. 4When you resolve a claim they filed, they get an email about it if Warranty claim resolved is on in Settings → Customer emails. Claims you log internally are never auto-emailed, so send those with Notify customer on the claim.

Owners and Operations can open any project the way its customer sees it.

1. 1Open the project and choose Customer view. It opens in a new tab.
2. 2A banner across the top marks it as a staff preview and links back to the project hub.
3. 3Everything works, including the card checkout, so you can take a payment standing in a customer's kitchen.
4. 4The one thing preview will not do is file a warranty request. Only the customer can submit one.

Every link is single use and expires 30 minutes after it was requested. If it lapses or was already clicked, the portal says so and offers to send a new one, with nothing needed from you. The form gives the same answer whether or not the email and number match, so nobody can use it to fish for your customers, and asking for a run of links in a few minutes pauses new ones for a while.

Signing in lasts 30 days on that device and covers that one project. Sign out sits at the top right of their project page.

1. 1A customer with two jobs signs in once per project number. Their browser holds the most recent one.
2. 2If you close your Managolio account, every portal for your jobs stops answering immediately.

Most customer emails include a button that signs them straight in for 30 minutes, so they rarely need to remember anything. Each of those emails also prints the portal address and their project number in the footer for later.

1. 1Project welcome, sent when a won deal becomes a project. This is the email that introduces the portal.
2. 2The invoice email you send, with View invoice.
3. 3Appointment reminders the day before a consultation, site visit, inspection or walkthrough, plus a correction if you move or cancel one.
4. 4Past-due payment reminders, if you turn those on.
5. 5Warranty claim resolved.
6. 6Turn each of these on or off in Settings → Customer emails (Owner and Operations).

A project that came from a signed service plan has no build lifecycle, so its portal drops the progress timeline and leads with Your maintenance plan: the charge each cycle, what is included line by line, and when the next invoice goes out. A paused plan is labeled Paused and tells them they will not be charged until it resumes. Their invoices still appear in Billing as normal.