Customer Portal
Give customers self-service access to their invoices, estimates, and fleet information.
Overview
The Customer Portal allows your customers to log in and view their information without calling your shop. Customers can check invoices, approve estimates, view maintenance history, and pay via Square.
- Self-service access — Customers log in anytime, 24/7
- Invoice viewing — See all invoices and payment status
- Online payments — Pay invoices via Square checkout
- Estimate approval — Review and approve repair estimates
- Fleet visibility — See assets and maintenance history
- Telematics view — Live vehicle data (if connected)
ℹ️ Pro feature
Enabling Portal Access
Portal access is enabled per customer. Not all customers need portal access — you decide who gets it.
Enable for a customer
- 1
Open customer record
Navigate to Customers and select the customer. - 2
Go to Portal Settings
Find the Portal Access section. - 3
Enable portal
Toggle Portal Access Enabled to on. - 4
Confirm email
Ensure the customer has a valid email address — this is how they log in. - 5
Send invite (optional)
Click Send Portal Invite to email them login instructions.
Customer login
Customers access the portal at /portal on your BayTrack URL. Login is passwordless — they enter their email and receive a magic link.
- Customer enters their email address
- BayTrack sends a secure login link (valid for 15 minutes)
- Customer clicks the link to access their portal
- Session remains active for 7 days
Invoices in the Portal
Customers can view all their invoices and payment status.
What customers see
- List of all invoices (issued, paid, partial, overdue)
- Invoice details — line items, totals, due date
- Payment history for each invoice
- Download invoice as PDF
Online payments
If you have Square connected, customers can pay invoices through Square from the portal.
- Customer clicks Pay Now on an outstanding invoice
- They're taken to a secure Square checkout page
- After payment, the invoice is automatically marked as paid
- You receive notification of the payment
💡 Partial payments
Estimates in the Portal
Customers can review repair estimates and approve work.
Estimate workflow
- 1
You send an estimate
Create an estimate in BayTrack and send it to the customer. They receive an email notification. - 2
Customer reviews
Customer logs into the portal and reviews the estimate details. - 3
Customer approves or declines
They click Approve to authorize the work, or Decline if they don't want it. - 4
You get notified
You receive a notification of their decision so you can proceed accordingly.
Estimate details visible
- Asset being repaired
- Labor and parts line items
- Estimated totals
- Your notes and recommendations
- Validity period
Fleet & Asset Visibility
Customers can see their assets and maintenance history.
What customers see
- Asset list — All their vehicles and equipment
- Asset details — VIN, year, make, model, current status
- Maintenance history — Past work orders for each asset
- PM schedules — Upcoming preventive maintenance
- Inspection history — Past DVIRs and inspection results
Telematics data (if connected)
If you have telematics integration and the customer's vehicles are connected, they can see:
- Current location
- Odometer reading
- Engine hours
- Fault codes
ℹ️ Privacy note
Portal Notifications
Customers receive email notifications for important events:
- New invoice — When you issue an invoice
- New estimate — When you send an estimate for approval
- Work order completed — When their vehicle is ready
- Payment confirmation — After they pay an invoice
Customers can manage their notification preferences from their portal settings.
Portal Branding
The portal shows your shop's branding for a professional experience.
- Your logo appears in the portal header
- Your shop name and contact info are displayed
- Theme colors match your organization settings
Configure branding in Settings → Organization.
Security & Access Control
The portal is designed with security in mind.
- Passwordless login — Magic links prevent password reuse attacks
- Session expiry — Sessions expire after 7 days of inactivity
- Data isolation — Customers only see their own data
- Revocable access — You can disable portal access anytime
- Audit trail — Portal logins are logged
Disabling access
If you need to revoke a customer's portal access:
- Open the customer record
- Toggle Portal Access Enabled to off
- The customer will be logged out and cannot log back in
Driver Portal
In addition to the Customer Portal, there's a separate Driver Portal for drivers to submit DVIRs and view their assigned vehicles.
- Drivers access at /driver-portal
- Submit pre-trip and post-trip inspections
- View assigned vehicles
- See inspection history
💡 Different purposes
Tips & Best Practices
- Enable for fleet customers — Larger customers benefit most from self-service
- Send estimates via portal — Faster approval than phone/email
- Share Square payment links — Reduce manual payment recording with automatic tracking
- Keep contact info current — Magic links only work with valid emails
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