Customer Portal: Guide for Customers

To view and edit your details:

1. Hover over your name in the top right corner.
2. Click Preferences.
3. Under Profile > Details, view and edit details as required.
4. Click Save.

To view and edit your existing contacts:

1. Hover over your name in the top right corner.
2. Click Preferences.
3. Under Profile, click the Contacts sub-tab.
4. Click the name of the contact.
5. Make changes as required.
   • To send a password reset email to a contact with login access, click Options next to the username and click Reset Password.
6. Click Update.
7. Click Save.

To create a new contact:

1. Hover over your name in the top right corner.
2. Click Preferences.
3. Under Profile, click the Contacts sub-tab.
4. Click Create Contact.
5. Enter a First Name and other required details.
6. Select whether you want this person to be the contact for a Quote, Job, Invoice or Statement & Overdue Letter, and whether they are the Primary Contact.
7. Under Login Active, select Yes to give this contact their own customer portal login details.
   • To provide login privileges to any contact, the email address is mandatory.
   • Under Site Access, to manually assign sites, select Select Assigned Sites.
   • To assign all sites to this contact, including any sites created in the future, select Assign All.
8. Click Save.
   • This sends a setup email automatically to the contact's email address allowing them to create their username and password.

Contacts created in the portal are sent through to Simpro Premium.

Managing contact's password from the customer portal

1. Hover over the customer's name in the top right corner and click Preferences.
2. Click Contacts and click the required existing contact.
3. Under Credentials, click Options > Reset Password. The customer contact is then sent instructions for resetting their password.

Note that customers can view their contacts' usernames but cannot edit them.

You can create additional login details for your customer portal when editing or creating a contact.

To create login details for another employee:

1. Hover over your name in the top right corner and click Preferences.
2. Under Profile, click the Contacts sub-tab.
3. Open the contact you wish to create login details for, or create a new contact.
4. Under Login Active, select Yes.
   • If you are providing a login, the email address is mandatory.
5. Click Send Setup Email.
6. Under Page Access, select the pages you wish the employee to have access to through the portal.
7. Under Site Access, click an available site to move it to the Assigned Sites field.
   • The employee is able to access quotes, jobs, invoices and assets for Assigned Sites only.
8. Click Create or Update below the contact.
9. Click Save.
10. Click Save and Finish.

The employee can then log in to the customer portal, using the original URL you received along with their login details. You can repeat this process for as many employees as necessary.

You can view any relevant attachments, such as contracts.

To view attachments:

1. Hover over your name in the top right corner.
2. Click Preferences.
3. Under Profile, click the Attachments sub-tab.
4. Click an attachment to open it. To find a specific attachment, enter the attachment name in the search bar and click Search.

To view invoices:

1. Hover over Invoices at the top of the page.
2. Click Unpaid or Paid, depending on the invoices you wish to view.
3. View invoice details as required. To find a specific invoice, enter an invoice or job number in the search bar and click Search.

To switch between All, Unpaid and Paid invoices, click the appropriate sub-tab.

To print an invoice, click Options > Print Invoice.

To download a spreadsheet of invoice details, click the icon in the top right corner, then click CSV.

The Page Summary displays a summary of balance outstanding.

To pay invoices:

1. Hover over Invoices at the top of the page.
2. Click Unpaid.
3. Locate the invoice in the list.
4. Click Options > Pay Online, or select multiple invoices and click Pay Online at the bottom of the screen.
5. In the Payments pop-up window, enter your credit card details, including Name on Card, Expiry, Card Number and CVV.
6. Click Pay.
7. Click Continue to confirm the payment.
8. If the payment is successful, a confirmation appears, along with a receipt number you may wish to record. Click Close.

Alternatively, you can also pay invoices through the Statements page.

To pay invoices through the Statements page:

1. Hover over Invoices at the top of the page.
2. Click Statement.
3. Under Invoices, select the invoice or click Select All.
4. Click Pay Online.
5. In the Payments pop-up window, enter your credit card details, including Name on Card, Expiry, Card Number and CVV.
6. Click Pay.
7. Click Continue to confirm the payment.
8. If the payment is successful, a confirmation appears, along with a receipt number you may wish to record. Click Close.

To make automatic payments in the customer portal:

1. Log into the customer portal with your login credentials.
2. Click MANAGE PAYMENTS.
3. View the list of Automatic Payments that have been set up:
   • Recurring invoice number and name
   • Site
   • Total including tax
   • Frequency
   • Last Payment Date
   • Next Invoice Due Date
4. Click Change Card Details to update the saved payment method.
   • You can use only one card at a time, so changing the card details apply to all payments.
5. Click Options > Cancel Auto-pay for any invoice to stop automatically sending payments.

If a customer has multiple contacts, only the customer contact who is selected as the Primary Contact for invoice can set up automatic payments. To select a Primary Contact, go to People > Customers and open a customer. Go to the Contacts tab and open a contact. Under Contact For select Invoice and select Primary Contact. Learn more in How to Create Contacts.

To view and edit sites:

1. Hover over Sites at the top of the page.
2. Click Sites.
3. Click the site. To find a specific site, enter a site name in the search bar and click Search.
4. Edit the Site Details as required and click Save.
5. View and edit contacts and view attachments as required through the Contacts and Attachments tabs.
6. Click Save and Finish.

To download a spreadsheet of site details, click the icon in the top right corner, then click CSV.

New sites created in the portal are sent to Simpro Premium. To create a new site:

1. Hover over Sites at the top of the page.
2. Click Create New Site.
3. Enter New Site Details as required and click Save.
4. If you wish to add site contacts, click the Contacts tab and click Create Contact. When you have finished creating the contact, click Save.
5. Click Save and Finish.

To request a quote through the customer portal:

1. Click Request a Quote at the top right corner of the screen.
2. Select a Site for the quote, or click Create New to create a new site, then return to this screen.
3. Select a Customer Contact.
4. If required, enter an Order Number and select a Preferred Date using the date picker.
5. In the Description field, enter as much detail as you can about the work you would like us to provide a quote for.
   • You can also select a pre-written script from Insert Script.
6. If the Assets section appears below the Description, click the search bar to view and search assets requiring maintenance, and click Add.
   • You can search the asset using the asset ID, location, name, and other details specific to that asset.
7. If the Optional Items field appears at the bottom of the screen, select an item from the Items drop-down list, adjust the Quantity and click Add as required.
   • This item depends on your reason for booking the quote, for example, a six month service of an asset or an inspection and maintenance of a fire extinguisher, and has an associated cost.
   • Alternatively, you can leave this area blank.
8. Under Attachments, drag and drop attachments or click to upload attachments, such as a photo of the work you have quoted, as required.
9. When finished, click Submit.

Your quote appears in our system for review.

After you have requested a quote, go to Quotes > Outstanding to view it. Once we have reviewed and actioned the quote, it appears under Quotes > Actioned instead, with the estimated Cost included.

Once a quote has been approved, you can add attachments if required by clicking Options > Attachments.

In Simpro Premium, go to System > Setup > System Setup > Defaults > Customer Portal. Under Enabled Pages use the Modify Table View option for Jobs / Quotes to customise the information displayed in quotes / jobs tables in the Customer Portal.

To book a job through the customer portal:

1. Click Book a Job at the top right corner of the screen.
2. Select a Site for the job, or click Create New to create a new site, then return to this screen.
3. Select a Customer Contact.
4. If required, enter an Order Number and select a Preferred Date using the date picker.
5. In the Description field, enter as much detail as you can about the job.
   • You can also select a pre-written script from Insert Script.
6. If the Assets section appears below the Description, click into the search bar to view and search assets requiring maintenance, and click Add.
   • You can search the asset using the asset ID, location, name, and other details specific to that asset.
7. If the Optional Items field appears at the bottom of the screen, select an item from the Items drop-down list, adjust Quantity and click Add as required.
   • This item depends on your reason for booking the quote, for example, a six month service of an asset or an inspection and maintenance of a fire extinguisher, and has an associated cost.
8. Under Attachments, drag and drop attachments or click to upload attachments, such as a photo of the job site, as required.
9. When finished, click Submit.

Your job appears in our system for review and scheduling.

Add attachments to an existing job by clicking Options > Attachments on the job.

After you have booked a job, go to Jobs > Pending to view it. Once we have scheduled the job, it appears under Jobs > Progress Jobs instead, and is displayed the Scheduled date. If you hover over its Status, you see it has changed from 'Job : New Service' to 'Job : In Progress'. After the job is complete it appears under Jobs > Complete. After it has been invoiced it appears under Jobs > Invoiced, and after the invoice is paid it is listed under Jobs > Archive.

In Simpro Premium, go to System > Setup > System Setup > Defaults > Customer Portal. Under Enabled Pages use the Modify Table View option for Jobs / Quotes to customise the information displayed in quotes / jobs tables in the Customer Portal.