Set up the client portal

The client portal is what your clients see when they open an invoice or quote you’ve sent them — no login required. A well-configured portal looks professional, answers client questions before they ask, and makes it easy for them to pay.

What clients see

When a client opens a public invoice or quote link, they see:

• Your company name, phone, and email
• Your company logo (if uploaded)
• The invoice or quote details (line items, totals)
• A Pay Now button (if BuddyPay is set up)
• A Download PDF option

Configure company information

The company name, phone, email, and website that appear on client-facing documents come from Company Settings.

1. Go to Settings → Company Settings (under Company Management) → General Settings tab.
2. Fill in or update your Company Name, Phone Number, Email Address, and Website URL.
3. Click Update Settings.

Upload your company logo

Your logo appears at the top of client-facing invoices and quotes.

1. Go to Settings → Company Branding (under Company Management).
2. Click Change Logo to upload a new logo image.
3. Click Update Settings to save.

Turn on online payments (BuddyPay)

Service Buddy uses BuddyPay (powered by Rainforest in the US, Stripe internationally — both fully integrated) so clients can pay directly from the invoice link.

1. Go to Settings → Service Buddy Payments (under Company Management).
2. Follow the on-screen steps to set up BuddyPay for your business.
3. Once set up, a Pay Now button appears on invoices you send to clients.

Control what appears on invoices

In Settings → Invoice (under Work Settings), the System Notifications tab includes:

• Show Product/Service Description — display the line item description in the client’s invoice view.

The Custom Settings section on the same page also includes:

• Hide Due Date — when enabled, new invoices won’t display a due date by default (can still be set per invoice).
• Invoice Payment Terms — set the default number of days until an invoice is due.

In Settings → Company Settings, you can toggle:

• Show Title in Client Preview — adds a title block at the top of the client-facing document.

What happens next

• Changes to company info and branding apply to all new documents immediately.
• Clients open the link, see your branding, review the details, and pay — all without creating an account or calling your office.

FAQ

Do clients need to create an account to use the portal?

No. The portal is a public, no-login page. The client clicks the link in your email or text, sees your branding and the invoice or quote, and can pay or download a PDF without signing up for anything.

Where does the company info on the portal come from?

From Settings → Company Settings — name, phone, email, website, and address. Update those fields and every client-facing document picks up the change immediately.

How do I change the logo that appears on client documents?

Go to Settings → Company Branding and use Change Logo to upload a new image. PNG with a transparent background works best for printed PDFs and emails.

Can I customize what appears on the invoice the client sees?

Some of it, yes. Settings → Invoice controls fields like the line item description visibility and whether a due date is shown. Settings → Company Settings has a Show Title in Client Preview toggle for the top title block. Branding (logo, colors, footer) is shared across all client-facing documents — there’s no per-invoice template.

Does the portal work on a phone?

Yes. The portal is fully mobile-responsive — clients on a phone, tablet, or desktop see the same content reflowed for the screen size, including the Pay Now button.

Can I see when a client opens the invoice or quote?

Yes — the activity log on the invoice or quote shows when the link was first viewed. If a link was sent days ago and never opened, that’s usually the cue to follow up by phone or text.

Can a client share the portal link with someone else (their accountant, a partner)?

Yes — the link is public. Anyone with the URL can view the invoice or quote. If you don’t want that, send the invoice through email instead so only the recipients on your email get the link in their inbox.

What if I’m not using BuddyPay yet — can I still use the portal?

Yes. The portal still shows the invoice or quote, branding, and a Download PDF option. Without BuddyPay, the Pay Now button doesn’t appear — clients pay you offline (cash, check, separate transfer) and you record the payment manually with Record a payment.

Next steps

• Learn how to share a public invoice or quote link with a client.