PortalEase guide

Everything you need to run your client portal.

Use this guide to set up your portal, invite people, and work with documents, projects, invoices, and conversations.

Portal owner

Sets up branding, features, users, projects, and invoices.

Manager or employee

Works on the enabled tools and can manage portal content.

Client

Views their shared work, documents, invoices, and conversations.

01 — Get started

Create and open your portal

1. Create a portal. Choose its name, contact email, owner login, branding colour, and optional logo.
2. Verify your email. Use the verification link sent to the owner email before using the protected tools.
3. Sign in. Open the portal URL and log in with your account credentials.

Your dashboard

The dashboard is your home screen. It surfaces portal information and recent activity; the left sidebar shows only the tools enabled for your portal and role.

02 — People & access

Add users and keep profiles current

Add a user

Open Users in the sidebar.
Select the option to register a new user.
Enter their name, email, temporary password, and role.
Save the user, then share their portal link and credentials securely.

Roles at a glance

Service provider: portal owner; manages configuration and users.
Manager / employee: works with enabled management tools.
Client: sees only their own shared content and assigned items.

Users can edit their profile details and upload a profile picture from their profile page.

03 — Documents

Share files with the right client

Choose Share files/documents.
Give the document a clear name and select the file to upload.
Select the person who should receive it and choose its visibility.
Share it. The recipient receives a notification and can find it under Shared files/documents.

04 — Projects

Track client work in one place

1. Create
Open Projects and start a new project.
2. Assign
Name it, choose the customer, and set start and end dates.
3. Review
Open a project to view its details and related invoices.
4. Client view
Clients see only projects assigned to them.

05 — Invoices

Create, send, and record invoice payment

Open Invoices and create a new invoice.
Add its name, invoice file, description, expiry date, payment amount, customer, and optional project.
Save it. The invoice file is shared with the selected customer.
The customer can open and download their invoice, then use the payment action when it has been paid.

Payment status

Once payment is confirmed through the portal, the invoice is marked paid and the payment-complete screen is shown. Keep the attached invoice file as the source document for your records.

06 — Conversations & notifications

Keep communication in the portal

Conversations

Open Conversations from the sidebar, choose a conversation, and send messages there so client communication stays connected to the portal.

Notifications

Use the bell in the top bar to review notifications, including alerts when a document is shared with you.

07 — Portal settings

Make the portal yours

General

Change the portal name and contact email from the settings icon.

Branding & logo

Set your branding colour and upload a PNG, JPG, or JPEG logo.

Feature controls

Enable or disable Documents, Projects, Invoices, and Conversations. Disabled tools are hidden from users.

Note: Deleting a portal is permanent. Review the danger-zone warning carefully before confirming it.

Need more help?

Contact the PortalEase team and include the portal name and a short description of what you need.

Contact support