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. 4The link opens a page with a Continue button. Choosing it signs them in and opens their project. Opening the link on its own signs nobody in, so the email security scanners some customers have, which open every link before it arrives, can’t use it up.

One page, one project, built from what is already in Managolio. Costs, budgets, margins and internal notes 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. 6Photos: every photo on the job. View photos opens a gallery they can search by caption, filter by tag or month, and sort by date.
7. 7Warranty: 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. The Warranty stage is part of Basic and Pro.
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 and Other stay internal. Job photos are not documents and show in their own Photos section.

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.

Yes. Every photo filed on the project shows in the Photos section of their portal, whether it came from Field Ops, the project's Photos tile, the Documents page or a warranty claim. Captions and tags show too, since they are what the customer searches and filters by. There is no switch to hide a single photo, so only add shots to the project that you are happy for the customer to see. Photos from other jobs never show, and each photo opens only for someone signed in to that project, never from a public link.

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.
5. 5Only your customer can sign. Opened while you are signed in to Managolio, these links will not take a signature from you: your customer signs from the link in their email. For a yes they gave you another way, use Mark as accepted on the proposal or service plan, or Approve on the change order.
6. 6A link that opens to Too many requests is not broken: the network it was opened from has sent a lot of requests in a short time. The page says how long to wait, and then the same link opens again.

The Warranty section only takes requests on Basic and Pro, once the project is Complete or in Warranty and until its warranty period ends, 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 emailed, for up to 10 of that project’s claims a day. Any more that day are saved and listed just the same.
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 used, the portal says so and offers to send a new one, with nothing needed from you. If the page it opens says Too many requests, the network it was opened from has sent a lot of requests in a short time: wait the time it shows, then open the link again, or ask for a new one if it has expired by then. Once you change the email on the contact, a link sent to the old address is refused: a link only opens the portal for the address on file. 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. 2To end it sooner on every device at once, open the contact and choose Sign this customer out of the portal under their projects (Owner and Operations). Use it when they signed in on a shared or public computer, or a job changes hands. A new link from any of your emails signs them back in.
3. 3Changing the email on the contact signs the customer out of every device too, and a link sent to the old address no longer signs anyone in.
4. 4If you close your Managolio account, every portal for your jobs stops answering immediately.

Most customer emails include a button that takes them straight to their project: they choose Continue on the page it opens and they are in. The button works once, within 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.

Portal themes are designer layouts for the page your customers see, in your brand. Classic, the layout every portal starts on, is free. Each other theme is one payment in the Marketplace, and yours to keep. Only the account Owner can buy one.

1. 1Open Marketplace, at the foot of the sidebar. Only the Owner sees it.
2. 2Choose a theme to open its page, with screenshots, what is included, and the details.
3. 3Choose View demo to open the theme live in a new tab. Use Preview on to show it on the sample project or on one of your own. Only you can see the demo, and nothing in it takes a payment or sends anything.
4. 4Choose Purchase and pay in the checkout that opens. The theme is marked Owned, and a window asks where to use it.
5. 5Before you own any theme, the Themes tab also offers the Starter bundle: every portal theme in one payment. Once you own a theme, buy the others one at a time.
6. 6Buying needs an account on a plan: a paid plan, or a free plan from Managolio. Accounts on the free trial, behind on a payment, canceled, or scheduled for deletion cannot buy yet, and the theme page says what to fix first. On the trial you can still try every theme on your own projects.

Classic is always free, and you can go back to it at any time. A theme you own can go on one project, on new projects, or on every project. Owner and Operations can change the theme a project uses.

1. 1Right after you buy, choose New projects from now on, Every project, now and new, or Not yet, just keep it. Later, the Use it button on the theme's page in Marketplace offers the same choices.
2. 2Every project, now and new leaves archived projects as they are.
3. 3To change one job, open the project and use the Portal menu beside Customer view. It lists Classic and every theme you own, and saves as soon as you pick, with Undo.
4. 4To set the theme new projects start on, go to Settings → Branding → Customer portal and pick Default theme for new projects. Projects you already have keep their own theme.
5. 5Try on themes, on that same card, previews any theme on your own projects before you change anything.

Settings → Branding has a Logo card and a Portal style card, each with its own Save. Owner and Operations can edit both. Portal style sets how your portal looks in a paid theme; Classic keeps Managolio's look.

1. 1Logo: a PNG or JPEG under 2 MB, on your proposals, invoices, change orders, customer emails and customer portal. Choose Save logo.
2. 2Use company name when no logo: with no logo set, proposals, invoices and emails show your company name instead of the Managolio logo. Paid portal themes always do. It saves on its own.
3. 3Accent color: buttons, links and highlights in every paid theme.
4. 4Font: headings and body text in every paid theme.
5. 5Hero photo: shown behind the headline in the themes that use one. A wide landscape photo works best.
6. 6Welcome line: one sentence, up to 120 characters, under the project name.
7. 7Show phone numbers: a Call button on the project lead card, for the project manager or your business number.
8. 8Choose Save changes on Portal style when you are done. Before you own a paid theme, try the themes on to see your style on them.