Summary
The Customer Portal allows customers to view their invoice/service history, trend reports, pay their balance due, manage their credit cards, submit pest sightings, and view your SDS and material labels, and licenses.
Key Points
Use the following areas to set up your side of the Customer Portal:
Settings/Company Information
Settings/Customer Portal
Settings/Account Documents
Settings/Materials
Customer Account/Notes tab
Customer Account/Billing Page
Customers can access the portal in two ways:
When your invoices are emailed there will be an instruction for the customer to go to the customer portal by clicking the HERE button in the email. The customer does not have to log in.
The customer can type your domain.serviceworkportal.com URL in the browser address bar. The customer needs the email address you have for their account and they need their account number or location number.
Your customers can then upload their credit card information and pay invoices with their credit card, ACH, or PayPal account.
Customer Portal
Click the Settings icon in the upper-right corner
Under Company Setup, click Customer Portal.
Scroll to the bottom of the page to the Customer Portal section
In the Credit card portal message, enter authorization text that tells the customer they authorize you to charge their credit for any unpaid/overdue invoices.**
If you have a PayPal merchant account, enter your ID.
Log in to your PayPal account and follow the instructions to set http://<YOURWEBSITE.serviceworkportal.com/invoices/paypal as your IPN (Instant Payment Notification) url in your PayPal account settings; otherwise, invoices will not be updated
Click Save at the bottom
** You can use the sample text below:
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I understand that by entering my credit card on-file, I authorize <Your Company> to charge the credit card for unpaid or overdue invoices and future regularly scheduled services. Charges will not exceed the amount indicated on each service invoice and a receipt for each payment will be emailed to me as confirmation. Furthermore, I understand that the charges will appear on my statement as a "Pest Control" charge in the description.
I understand that I can remove my credit card from my account at anytime and I have been informed that the credit card information is stored safely and securely in a PCI compliant data server.
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Customer Portal
Click the Settings icon in the upper-right corner
Under Company Setup click Customer Portal
Turn portal on or off - Self-explanatory. A check is on. No check is off.
Set your portal domain name - Pick a name that coincides with your business name (letters must be lowercase). <Your domain>.serviceworkportal.com is a direct URL to our company's customer portal. You can share this with your customers; they will need their account number and email address to log in. You can also use this URL and create a short-cut from your own company web page. Something like My Account
Display SDS Sheets in Portal - Allow customers to view your Safety Data Sheets and labels.
Hide upcoming service list - Do not allow customers to view and confirm upcoming appointments.
Hide Invoices - Do not allow customers to view invoices
Hide Service History. Hide all service history from the customer portal.
Display Diagrams portal. Should a service location have a Floor Plan attached, placing a check in this box will make the floor plan visible in the customer portal. NOTE: This feature must be activated to use Heatmaps.
Use Heatmap on diagrams to display device activity. This feature is used with Device management found in the Business Plan. Heat Map - How does it affect my diagrams?
Show Service Details. Displays the Service details on the Dashboard. NOTE: If Hide upcoming service list is active, this feature will not function
Hide the on-site verification map. When completing a work order, the technician's physical location is recorded and displayed on the customer portal on a map. Placing a check in the box will hide the map.
Notify the office of credit card and autopay changes. If your customer makes changes to the credit card status through the customer portal, the system will email you to notify you.
Allow customer to add note on upcoming work order. Customer can add notes to scheduled work orders. Notes added to the Customer Notes are found under the Notes tab of the work order. NOTE: If Hide upcoming service list is active, this feature will be disabled.
Require 2-factor authentication via e-mail or text (Recommended). Your customers will need to use 2-factor authentication to access their customer portal.
Expire secure links after a... When selected. Any emails, such as invoices, service agreements, and service order reports that contain a direct link to the customer portal, will expire after 1, 3, 7, 14, or 30 days. Should your customer attempt to use the email link after the expiration date. They will be challenged for account number and email address.
Set the background image, colors, and login page message
Choose background - Upload a background image or use any of the four provided
Background Image button - Click Custom and then click Background Image to upload your image
Color overlay - The background color of the portal pages
Overlay opacity - How transparent the overlay is: 0 is see-through, 100 is not
Login page message - Add text describing what the customer will see
Default text color - Make sure the color you pick can be seen with your background image
Tip If you use a credit card service other than Stripe you can put the link to it in the Login page message.
Expect to spend some time playing with these color settings.
Selecting a color is the same as selecting a color for Custom Statuses in Calendar & Settings, click the box to the right of header color and click your mouse in the right side of the color spectrum where the color matches your company color; then click the left side to zero in on a specific color.
If you want to get very specific with the color, you can type in the Hex color code. This is a 6-alphanumeric code that maps out to specific colors. For a list of the Hex color code and its color, see Hex color codes.
The remaining portion for Customer Portal settings addresses the color schemes for each area in the portal. This is automated based on your color selection in settings/company information. You can manually change it, if you want.
Navigation color - Dashboard color
Sub-Navigation color - Area under the Dashboard
Navigation 'hover' color—This color highlights the menu item when the mouse is over it; it's also the selected menu item color.
Buttons' color - Sign in, Confirm, View & Pay buttons, etc.
Default footer color - Bottom of the page where your company address is
Note Keep these colors on the softer, lighter side, it's easier on the eyes.
It's a good idea to coordinate your color scheme using similar colors:
You don't want various colors that don't go well together. Customers may not want to stay there long and may not go online again to pay their bills.
Account Documents
Upload your Business License, Applicator's License, Certificates of Insurance, Contact Information, Service Protocols, and Marketing documents so your customers can see these on your portal.**
Click the Settings icon in the upper-right corner
Under Company Setup click Account Documents
Click the Upload New Document button
Type in the document name, such as Business License or Applicator's License
Select the document type, either Business License or Applicator's License**
Click the Choose File button, find the file and click Open
Click the Create Account Document button
Repeat with the other document
**If uploading anything but a Business or Applicator's License, do not select the document type.
Materials
Upload the SDS and Material Labels so your customers can download them. For more details, see Settings—Pest and Materials.
Click the Settings icon in the upper-right corner
Under Pest & Material Settings, click Materials
Click a material to edit it
At the bottom of the text box list add the SDS Sheet and Label
Click the Upgrade Material button
Customer Account, Notes tab
Attach documents to a note for the customer to view online. If two different people are in the account (billing and location) you can separate the notes based on the role of the person viewing the portal.
From the billing page attach a note for the person who pays the invoices.
From the location page attach a note for the person who receives work orders.
Customer Account, Billing Page
Allow the customer to post pest sightings on the portal.
The bell in the upper-right corner of your browser indicates, with a number when a pest sighting has been submitted. Click the bell, and a drop-down list showing the pest, the customer, the date, and the time will appear. Click the entry, and the customer's account page will appear with the Pest Sightings tab open.
Pay attention to the bell!
Pest Sighting is available in our Business and Pro subscription plans.