Client Portal Billing

The client portal brings together your invoices, statements, budget consumption, retainer periods, and quotes or changes awaiting your decision. Sign in with your client organisation account. Your agency controls which areas are available.

Before you start

Your client relationship and organisation membership must be active. You also need the matching permission in your client organisation:

Area	Permission	Agency setting
Invoices and statements	Client portal: billing	Enable client billing portal
Budgets and retainers	Client portal: budgets	Enable client billing portal and Show what has been billed to date
Quotes and changes	Client portal: approve changes	Enable client billing portal and Allow quote and change acceptance

Client owners and administrators have these permissions by default. Agency settings still apply. Portal access does not use a seat on your agency’s plan.

If an area is unavailable, ask your account manager. Removing access takes effect on the next request, including when you submit a decision on an open document.

Set up access as the agency

Finance must be turned on, and you need Finance: manage settings in the agency.

1. Open Organisation settings, then Client billing.
2. Select the client. If no profile exists yet, choose the client under Client without a billing profile, then select Open billing profile. You can do this before creating an invoice.
3. Turn on Enable client billing portal.
4. Choose Allow quote and change acceptance if the client should make decisions on issued quotes and changes. For budget and retainer access, also turn on Show what has been billed to date further down the profile.
5. Select Save profile. Wait for Billing profile saved, then check the saved choices. Confirmation appears beside Save even when success notifications are hidden. The client also needs the permissions listed above in their own organisation.

If the save cannot be confirmed, select Reload saved profile and review the saved choices before editing again. Do not assume a connection error means the change failed. If the profile list cannot load, use Reload profiles and reopen the client; unsaved edits are discarded.

Turning off Enable client billing portal blocks billing, budgets and acceptance on the next request. It keeps the acceptance choice and saved documents. These controls do not apply to the internal billing profile.

Review invoices and download a statement

1. Open Billing, then Invoices in the portal navigation.
2. Open an invoice to review its amount due, payment history and any payment plan.
3. Review the styled invoice document. Use Download PDF for a saved copy, or ask a question from its detail page.
4. Return to Invoices and find Statements.
5. Choose Download PDF beside the statement period you need.

Credit notes show Credit amount, with no due date, outstanding balance or payment action. They adjust an invoice; any separate credit on your account is listed under Credit on your account. See Invoices.

A statement shows its opening and closing balance. Preparing PDF means the file is not ready; return shortly. A download may also be refused if access has changed. An invoice PDF that includes time detail your agency has since hidden is unavailable; ask your account manager for a suitable copy.

The portal can show payment options and plans. Payment collection is not yet available in this screen. See Online Payments and Payment Plans.

Track budgets and retainers

1. Open Budgets in the portal navigation.
2. Review the agreed, invoiced and remaining amounts for budgets your agency has marked visible to you.
3. In Retainers, find the Current period, its agreed fee and any rollover assigned to it.
4. If your agency shows hours, review Allowance (hours), Used (hours), Remaining (hours) and Excess (hours).
5. Use Next and Previous to browse period history.

Retainer usage includes approved time. Unapproved time and hidden budget sections do not appear in these hours. Rollover already included in the allowance must not be added again. Monetary rollover is shown as the credit or correction assigned to that period.

Period end dates are exclusive: a period ending 1 October covers work before 1 October. A rollover expiry also excludes periods starting on that date or later. Rollover is shown for its assigned period, not as a promise of unused credit in a future period.

See Retainers for how period fees, rollover and invoicing work.

Accept or decline a quote or change

1. Open Quotes and changes.
2. Choose the document to review its issued version and full terms. For a quote, select any offered options and check the recalculated total.
3. Choose Accept this quote or Accept this change.
4. Enter your name, email and required typed signature. Confirm the consent box.
5. If required, request a verification code and enter the code sent to your email.
6. Submit the acceptance and keep the receipt reference.

The receipt keeps the original signer evidence. Repeating a successful acceptance returns that receipt. An expired, withdrawn or replaced document cannot be accepted. A change may still need the agency’s internal approval before it takes effect.

To decline, choose Decline, enter a reason and submit. An OTP-protected quote requires a code requested for that decline. A code requested for acceptance or a different email will not work. You can also ask a question on a quote before deciding.

See Quotes for options, packages and acceptance.

Your information stays separate

The portal shows your client’s documents and visible commercial figures. It does not show internal cost, margin, staff details or internal notes. A document link sent by email opens only that document; it does not grant access to your portal account or other documents.

For agency setup, see Client Organisations. To follow up unpaid invoices, see Getting Paid.