Customer Portal for Contractors: Give Clients One Link for Proposals, Invoices, Payments, and Service History

Every contractor and service business has heard questions like:

Can you resend the proposal?

Where is the invoice link?

Did I already pay this?

When was my last service?

Can you send the service history again?

These questions are simple.

But when your team is busy, they become interruptions.

Someone has to search old text messages, emails, proposals, invoices, payment records, job history, and customer notes.

The customer waits.

The office gets distracted.

The owner gets pulled into another small task.

A simple request becomes another manual step.

The DunaHub Customer Portal gives each customer one private link where they can view important records without calling, texting, or emailing the business every time.

With that link, the customer can access:

• proposals;
• invoices;
• payments;
• service history.

No login.

No app download.

No password.

No back-and-forth just to find the same document again.

The workflow becomes:

Customer receives portal link → Customer opens portal → Customer views proposal, invoice, payment, or service history → Your team saves time

What is a customer portal?

A customer portal is a private online page where a client can access information related to their account or service history.

For contractors and service businesses, a portal is especially useful because customer relationships often involve several steps:

• initial inquiry;
• estimate or proposal;
• approval;
• scheduled job;
• completed work;
• invoice;
• payment;
• review;
• repeat service.

Without a portal, those records are often scattered across messages, PDFs, emails, and internal tools.

With a portal, the customer has one place to check the information they need.

Why contractors need a customer portal

Service businesses sell trust.

Customers want to feel that the company is organized, responsive, and easy to work with.

When a customer has to ask for the same link or document several times, the experience feels less professional.

A homeowner may need to find an old invoice.

A property manager may need to check whether a service was completed.

A landlord may need records for several properties.

A commercial client may need to forward an invoice to accounting.

A recurring customer may want to review previous service history before booking again.

If every one of those requests requires a manual response from your office, your team loses time.

A customer portal reduces that friction.

It gives customers self-service access to the information that is already part of their relationship with your business.

What customers can see in the DunaHub Customer Portal

DunaHub’s portal is organized into four main tabs:

• Proposals;
• Invoices;
• Payments;
• Service History.

Each tab supports a different part of the customer journey.

1. Proposals

The Proposals tab lets customers view proposals connected to their record.

This is useful when a customer asks:

• What was included in the estimate?
• What was the total?
• Did I approve this already?
• Can you resend the proposal?
• Which option did you recommend?
• What line items were listed?

Instead of searching old messages, the customer can open the portal and view the proposal.

DunaHub Visual Proposals can include line items, descriptions, quantities, prices, and approval status.

The portal makes those proposals easier to find later.

2. Invoices

The Invoices tab helps customers find billing records.

This reduces messages such as:

I lost the invoice link.

or:

Can you send the invoice again?

The customer can view invoices connected to their portal.

Depending on the account setup, invoices can include:

• line items;
• totals;
• status;
• public invoice links;
• payment options.

DunaHub Invoices help organize billing after completed work.

The portal makes invoice access easier for the customer.

3. Payments

The Payments tab gives customers access to available payment history.

This is useful when they ask:

• Did I already pay?
• Which invoice was paid?
• What payment is still open?
• Can I confirm payment history?

For recurring customers, landlords, property managers, and commercial clients, payment visibility can reduce many small administrative messages.

4. Service History

The Service History tab lets customers view past services.

This is important for businesses that handle:

• maintenance;
• repairs;
• installations;
• cleanings;
• inspections;
• recurring visits;
• seasonal service;
• commercial service accounts.

A customer may ask:

When was the last maintenance visit?

or:

What service did you complete last time?

Instead of making the office search manually, the customer can review the available service history in the portal.

How the DunaHub Customer Portal works

DunaHub creates a unique portal link for each lead or customer.

The process is simple:

1. Open the customer or lead record;
2. Generate the portal link;
3. Copy the link;
4. Send it by text, email, WhatsApp, or another appropriate channel;
5. The customer opens the link and views their available records.

A simple message could say:

Hi {{lead.name}}, here is your customer portal. You can use this private link to view proposals, invoices, payments, and service history with our company: [portal link]

The customer does not need to create an account.

The link provides access.

That also means the link should be treated as private.

Does the customer need a login?

No.

The DunaHub Customer Portal does not require the customer to create an account.

That is important for small service businesses because customers often do not want to:

• create another password;
• download another app;
• verify another email;
• remember a username;
• sign into a new system.

The portal is designed to be simple:

Receive link → Open link → View records

Is the portal link public?

The portal should be treated as private.

The link works like an access key for that customer’s portal.

Do not post it publicly.

Do not send it to the wrong contact.

Use direct channels such as:

• SMS;
• email;
• WhatsApp;
• direct customer message;
• approved customer communication channels.

A good instruction is:

Save this private link. It gives you access to your proposals, invoices, payments, and service history with our company.

Why no-login access is useful

Many customer portals fail because they ask too much from the customer.

A homeowner who just wants to pay an invoice does not want to create an account.

A property manager who needs one proposal does not want to reset a password.

A customer who hires a contractor once or twice a year does not want to download an app.

No-login access reduces friction.

It makes the portal easy enough for real customers to use.

How the portal improves customer communication

Messaging remains important.

Customers may still text, email, call, or use WhatsApp.

The portal does not replace communication.

It supports it.

Without a portal, a customer asks:

Can you resend the invoice?

The team searches for the invoice and sends it again.

With a portal, the team can reply:

Of course. You can also access your invoice anytime through your customer portal here: [portal link]

The same applies to proposals, payments, and service history.

Your team still helps the customer.

But the portal becomes the central place for repeated information.

How the Customer Portal connects to the CRM

The portal is not just a standalone page.

It works as part of the customer journey inside the CRM.

A complete workflow can look like this:

1. Customer contacts the business;
2. Lead enters the CRM Pipeline;
3. Team sends a proposal;
4. Customer approves;
5. Job is scheduled;
6. Service is completed;
7. Invoice is created;
8. Payment is recorded;
9. Customer Portal displays available records.

The CRM organizes the business process.

The portal gives the customer a simple way to view the result.

How the portal helps after a proposal is sent

Customers often lose proposal links.

They open the estimate once, close the tab, receive other messages, and forget where it was.

Then they ask:

Can you send that proposal again?

With the portal, your team can say:

Your proposal is also available inside your customer portal.

This is especially helpful for:

• larger jobs;
• multi-option proposals;
• commercial clients;
• property managers;
• recurring customers;
• customers comparing estimates;
• customers who need internal approval.

The proposal becomes easier to find.

The business looks more organized.

How the portal helps after an invoice is sent

Invoices are one of the most commonly requested items.

Customers ask for invoice links again because they:

• changed phones;
• deleted messages;
• need to forward the invoice;
• want to check the total;
• need a copy for accounting;
• forgot whether they paid;
• manage several properties or jobs.

With the portal, invoice access becomes easier.

This is useful for:

• homeowners;
• commercial accounts;
• landlords;
• property managers;
• HOAs;
• recurring service customers;
• multi-location customers.

Instead of resending links repeatedly, the business can teach customers to use their portal.

How the portal helps with service history

Service history matters for many contractors.

Examples:

• HVAC maintenance;
• gutter cleaning;
• pool service;
• landscaping;
• pest control;
• electrical service;
• plumbing repairs;
• appliance repair;
• cleaning services;
• property maintenance.

A customer may need to know:

• when the last service happened;
• which service was completed;
• whether a recurring visit occurred;
• what work was previously done;
• whether maintenance is due again.

If your office has to search every time, service history becomes a manual task.

The portal gives the customer a self-service view of available history.

Example: HVAC company

An HVAC contractor completes seasonal maintenance for a homeowner.

Six months later, the customer asks:

When did you last service my system?

With a customer portal, the homeowner can open the Service History tab and review the available record.

The office does not need to search messages or job notes.

Example: cleaning company

A cleaning company serves residential and commercial clients.

A recurring customer can use the portal to view:

• previous services;
• invoices;
• payments;
• new proposals.

For commercial cleaning, a manager may need to send invoices to accounting.

The portal reduces repeated requests.

Example: landscaping company

A landscaping company handles:

• monthly maintenance;
• seasonal cleanup;
• mulch installation;
• planting projects;
• one-time improvements.

The customer can use the portal to review:

• previous services;
• invoices;
• paid records;
• open proposals.

If the customer wants a new service, the team can refer back to the existing history.

Example: property manager

A property manager works with multiple homes, units, or commercial properties.

They may need to know:

• which service was performed;
• when it happened;
• which invoice belongs to which job;
• which invoices are open;
• what proposal was approved.

A customer portal makes this much easier.

For property managers, access to records is not a luxury.

It is part of the working relationship.

Example: landlord with multiple properties

A landlord may hire a contractor for several properties.

Without a portal, the landlord may ask:

• Which invoice was for the duplex?
• Did I pay the rental-house repair?
• What service happened at the condo?
• Can you resend the proposal for the second property?

With a portal, the landlord can access available records from one private link.

This saves time for both sides.

Example: electrical contractor

An electrical contractor may use the portal to share commercial service records such as proposals, invoices, payments, and service history.

The portal is useful for customer communication.

But it should not be treated as a replacement for:

• permits;
• safety records;
• inspection documents;
• code documentation;
• technical records;
• professional compliance requirements.

The portal supports the customer relationship.

It does not replace trade-specific documentation.

Example: plumbing company

A plumbing company completes a repair and sends an invoice.

Later, the customer calls about a related issue.

The team can review the customer record, and the customer can access the portal for their own available service history.

This creates a better support experience.

The customer is not starting from zero.

Example: home improvement contractor

A home improvement contractor may send multiple proposals for phases of a project.

The customer can use the portal to find:

• the first proposal;
• the revised proposal;
• invoices;
• payments;
• service history.

This helps when projects have several steps or when customers need to compare versions.

When should you send the portal link?

You do not need to send the portal link to every new lead immediately.

It is most useful when the customer has something to access.

Good moments include:

After sending the first proposal

The customer can review the proposal later.

After the first approval

The customer is becoming an active client.

After the first invoice

The customer may need to pay, download, or forward billing information.

After the first completed job

The customer now has service history.

For recurring customers

They are more likely to need ongoing access.

For commercial clients

They often need records for accounting or internal review.

For customers with multiple properties

They benefit from centralized history.

How to send the portal link by text

A simple SMS can say:

Hi {{lead.name}}, here is your customer portal. You can use this private link to view proposals, invoices, payments, and service history with us: [portal link]

Keep it clear.

Do not send only a bare link.

Explain what the portal is for.

How to send the portal link by email

Email is useful for commercial clients, landlords, property managers, and customers who need records.

Example:

Hi {{lead.name}}, We created a customer portal for you. You can use this private link to view proposals, invoices, payments, and service history with our company: [portal link] Please save this link for future reference.

A formal version for businesses:

Hello {{lead.name}}, To make it easier to access records related to your services, we created a customer portal for your account. The portal includes available proposals, invoices, payments, and service history. You can access it here: [portal link]

How to send the portal link by WhatsApp

For customers who prefer WhatsApp:

Hi {{lead.name}}, we created your customer portal. Save this link so you can view proposals, invoices, payments, and service history anytime: [portal link]

WhatsApp remains the conversation channel.

The portal becomes the reference point for records.

How to explain the portal to customers

Avoid technical language.

Do not say:

This is your unique tokenized portal URL.

Say:

This is your private customer link. It keeps your proposals, invoices, payments, and service history in one place.

The customer should understand the value immediately.

Customer Portal and post-service experience

Customer experience does not end when the technician leaves.

After the service, the customer may need:

• invoice access;
• payment confirmation;
• service history;
• future maintenance;
• another proposal;
• a review link;
• support.

The portal helps keep that relationship organized.

A complete post-service flow may look like this:

1. Job is completed;
2. Invoice is sent;
3. Customer pays;
4. Review request is sent;
5. Portal keeps records available;
6. Customer returns for another service.

The portal helps turn a one-time job into an easier repeat relationship.

Customer Portal and retention

Service businesses should not depend only on new leads.

Existing customers are valuable.

They already know the company.

They may need:

• seasonal maintenance;
• annual service;
• recurring cleaning;
• follow-up repairs;
• upgrades;
• additional work;
• new proposals;
• service at another property.

The portal helps keep the relationship organized over time.

When the customer returns, your team does not need to start from zero.

Customer Portal for B2B service businesses

Business clients often require more organization than residential customers.

They may have:

• an office manager;
• an accounting department;
• a property manager;
• a facility manager;
• multiple decision-makers;
• internal approval processes;
• recurring service records;
• invoice documentation needs.

A portal helps because it gives the customer one reference point.

Industries that may benefit include:

• commercial cleaning;
• facility maintenance;
• HVAC service;
• electrical service;
• plumbing service;
• landscaping;
• pest control;
• property maintenance;
• equipment repair;
• recurring inspection services.

For B2B clients, easy access to records can be part of the value you provide.

Does the portal replace human support?

No.

The portal handles simple access to records.

Customers may still need a person for:

• questions;
• complaints;
• changes;
• negotiations;
• disputes;
• refunds;
• scheduling;
• new service requests;
• corrections;
• urgent support.

The best experience combines:

self-service access + human help when needed

The portal reduces repetitive requests.

It does not remove the need for customer service.

Does the portal replace contracts or legal documents?

No.

The Customer Portal organizes customer-facing service records inside the DunaHub workflow.

It does not automatically replace:

• legal contracts;
• permit documents;
• inspection records;
• professional compliance documents;
• tax records;
• accounting records;
• safety documentation;
• insurance documentation;
• trade-specific records.

Use the portal for proposals, invoices, payments, and service history.

Use the correct professional systems for documents that require them.

How to use the portal with recurring customers

Create a repeatable process.

A simple routine:

1. Customer completes the first service;
2. Team generates portal link;
3. Link is sent with a short explanation;
4. Customer is told to save it;
5. Future proposals and invoices are referenced through the portal;
6. Office uses the portal when customers request records;
7. Team reviews the customer history before future work.

Recurring customers benefit the most because their relationship has more history.

How to use the portal with invoices

After sending an invoice, add a message like:

This invoice is also available in your customer portal for future reference.

This teaches the customer where to find billing records later.

For customers who often request invoices again, the portal can save repeated office time.

How to use the portal with proposals

After sending a proposal, mention:

You can also access this proposal anytime through your customer portal.

This is useful for customers who need to review the proposal with:

• spouse;
• property manager;
• HOA;
• business partner;
• accounting team;
• internal approver.

The portal helps keep proposal access organized.

How to use the portal with service history

For maintenance customers, send a reminder:

Your service history is available in your customer portal if you ever need to review past visits.

This is useful for:

• proof of service;
• warranty conversations;
• future maintenance;
• recurring visits;
• property-management records.

How to manage active portal clients on Free

The Free plan includes 10 active portal clients total.

This is not a monthly reset.

It is a limit on active portal tokens.

That means a Free user should choose carefully who receives a portal link.

Good candidates include:

• recurring customers;
• customers with active invoices;
• customers with open proposals;
• commercial clients;
• landlords;
• property managers;
• higher-value customers;
• customers likely to return.

If a portal token is no longer needed, it can be revoked to free a slot.

How to decide who gets a portal first

If you are using Free, prioritize customers who will benefit most.

Use the portal for:

Recurring customers

They need ongoing access to history.

Commercial clients

They often need billing and service records.

Customers with open proposals

They may need to revisit the estimate.

Customers with invoices

They may need payment access.

Multi-property customers

They need better organization.

Higher-value customers

A professional portal improves the experience.

Do not waste active portal slots on cold leads who may never move forward.

How much does DunaHub Customer Portal cost?

Current DunaHub portal limits are:

Plan	Monthly price	Customer Portal
Free	$0	10 active portal clients
Starter	$9.90/month	Unlimited
Pro	$49/month	Unlimited

Free

Free may fit:

• owner-operators;
• new contractors;
• small service businesses;
• companies testing customer portals;
• teams with a few recurring customers.

Starter

Starter may fit:

• small teams;
• businesses with regular proposals and invoices;
• companies that serve recurring customers;
• teams that want unlimited customer portals;
• businesses with up to five users.

Pro

Pro may fit:

• growing service companies;
• teams with more users;
• companies with higher customer volume;
• businesses using more advanced workflows;
• operations connecting CRM, Jobs, invoices, payments, and portal access.

The right plan depends on customer volume and how many people need ongoing access to their records.

What the portal does not customize

DunaHub’s portal has four fixed tabs:

• Proposals;
• Invoices;
• Payments;
• Service History.

Do not promise custom tabs for each customer unless that feature is available in your account.

The portal is designed to be simple and standardized.

That simplicity is part of why it works well for small service businesses.

Branding in the Customer Portal

The portal applies your business logo and colors.

This helps the customer recognize the portal as part of your company experience.

A branded portal looks more professional than a random document link.

It reinforces trust after the sale.

WhatsApp button inside the portal

The portal includes a floating WhatsApp button.

This gives customers an easy way to contact the business when they need help.

That matters because the portal should not trap the customer in self-service.

If they need a person, they should be able to reach the team.

Common mistakes with customer portals

Sending the link with no explanation

A customer may ignore a bare link.

Explain what it contains.

Waiting until the customer asks

Introduce the portal before the customer needs it.

Not telling the customer to save the link

If they lose it, they may return to asking your team for everything.

Sending the portal to the wrong person

The link is private.

Confirm the recipient.

Promising unsupported documents

The portal shows the records available through the feature.

Do not promise files, permits, contracts, or documents that are not part of the portal.

Confusing portal access with accounting records

Invoices and payment records in the portal support customer communication, but they do not replace bookkeeping or tax systems.

Not revoking unused Free tokens

Free users should manage active portal slots carefully.

Not training the team

Everyone should know when to generate, send, and reference the portal.

Customer Portal setup checklist

• Decide which customers should receive portal access;
• Prioritize recurring customers;
• Prioritize customers with proposals or invoices;
• Generate the portal link from the lead record;
• Send the link by SMS, email, or WhatsApp;
• Explain what the portal contains;
• Tell the customer to save the link;
• Mention the portal after sending proposals;
• Mention the portal after sending invoices;
• Use the portal when customers request records;
• Review active portal clients;
• Revoke unused tokens on Free when needed;
• Train the team;
• Create a standard portal message;
• Avoid using the portal for documents outside its scope;
• Keep customer records organized in the CRM.

Message templates for sending the portal

General customer message

Hi {{lead.name}}, we created your customer portal. You can use this private link to view proposals, invoices, payments, and service history with our company: [portal link]. Please save it for future reference.

Invoice-related message

Your invoice is ready. You can view it here: [invoice link]. It is also available in your customer portal for future reference: [portal link].

Proposal-related message

Your proposal is ready. You can review it here: [proposal link]. You can also access it anytime through your customer portal: [portal link].

Recurring customer message

To make future service easier, here is your customer portal. It includes your proposals, invoices, payments, and service history: [portal link].

Commercial client message

Hello {{lead.name}}, we created a customer portal for your account. This private link provides access to available proposals, invoices, payments, and service history related to services with our company: [portal link].

Simple routine for using the portal

After sending a proposal

Tell the customer the proposal is also available in the portal.

After sending an invoice

Remind the customer that invoices can be found in the portal.

After completing a service

Mention that service history will be available there.

For recurring customers

Use the portal as the main reference point for records.

When a customer asks for a document again

Send the portal link instead of manually searching each record.

Over time, customers learn where to look.

Summary: give customers one place to find the records they keep asking for

The Customer Portal is not just a nice extra feature.

It solves a real operational problem for contractors and service businesses:

customer records are often scattered across too many messages and tools.

With DunaHub, each customer can receive one private link to view:

• proposals;
• invoices;
• payments;
• service history.

The business saves administrative time.

The customer gets a more professional experience.

The workflow becomes:

Lead enters → Proposal is sent → Job is completed → Invoice is created → Payment is recorded → Portal keeps the history available

The customer does not need to search old messages.

Your team does not need to resend the same documents over and over.

And your company looks more organized from estimate to post-service.

Frequently Asked Questions

What is the DunaHub Customer Portal?

It is a private customer link where clients can view proposals, invoices, payments, and service history.

Does the customer need an account?

No. The customer accesses the portal through a private link.

Does the customer need to download an app?

No. The portal works through a browser link.

What tabs are included?

The portal includes Proposals, Invoices, Payments, and Service History.

Can customers see proposals?

Yes. Customers can view available proposals in the portal.

Can customers see invoices?

Yes. Customers can view invoices connected to their record.

Can customers see payments?

Yes. The portal includes a Payments tab.

Can customers see service history?

Yes. The portal includes a Service History tab.

Is the portal branded?

Yes. It uses the company’s logo and colors.

Does the portal include WhatsApp?

Yes. The portal includes a floating WhatsApp button.

How do I generate a portal link?

Open the lead record and use the option to generate the portal link.

Can I send the portal by SMS?

Yes. You can send the private link by SMS.

Can I send the portal by email?

Yes. The link can be sent by email.

Can I send the portal by WhatsApp?

Yes. The link can be shared through WhatsApp.

Is the portal link public?

No. It should be treated as private because it gives access to customer records.

Does Free include Customer Portal?

Yes. Free includes 10 active portal clients.

Is the Free limit monthly?

No. It is a total active-token limit, not a monthly allowance.

Can I free a portal slot on Free?

Yes. Revoking an active token frees a slot.

Does Starter include unlimited customer portals?

Yes. Starter includes unlimited customer portals.

Does Pro include unlimited customer portals?

Yes. Pro includes unlimited customer portals.

Can I customize the portal tabs per customer?

Current documentation lists four fixed tabs and no per-lead tab customization.

Does the portal replace contracts?

No. Legal contracts and formal documents should stay in the proper systems.

Does the portal replace accounting software?

No. The portal helps customers access records, but it does not replace accounting or tax systems.

Who benefits most from a customer portal?

Contractors, maintenance companies, cleaning companies, HVAC businesses, electricians, plumbers, landscapers, property managers, landlords, and any service business with recurring customers or repeated records.

Give customers one simple place to find everything

Your business should not need to resend the same proposal, invoice, payment record, or service history every time a customer asks.

Create your free DunaHub account, generate your first Customer Portal link, and give clients a more organized experience from estimate to post-service.