Customer payment portal

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Overview

The customer payment portal is a simple, secure page where customers can view their invoices, see all charges, add a tip, and pay online with a credit card. Each customer gets a unique payment link that you can share via text or email. No login is required — customers just open the link.

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How it works

1. You send a payment link to a customer (using the Send Invoice button)
2. Customer opens the link (no login required)
3. Customer sees a list of their invoices
4. Customer clicks an invoice to view the full breakdown
5. For eligible invoices, the customer is first shown a service review page where they rate the service and can optionally add a tip (you can turn this step off — the tip question then moves onto the invoice page)
6. Customer enters their card details and completes payment (when Stripe is connected)
7. Payment is processed and applied to the invoice automatically

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Share the portal link from the customer’s page

You don’t have to wait for an invoice to go out. Open a customer’s page and, under Pays by on the top card, tap Share customer portal access. The Customer portal sheet opens with:

• The link itself, with a Copy link button. Paste it into a text or an email — ProBase doesn’t send anything on your behalf here.
• What [name] sees — a preview of their portal: your business name, their name, and each invoice or service report with its status badge (Paid, Partially paid, Unpaid, or Completed). If there’s nothing for them to see yet, the preview says so rather than showing an empty page.
• Open customer portal, which opens their page in a new tab so you can check it yourself.

Tapping Copy link confirms with a Link copied! message.

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Send a payment link

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What customers see

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Invoice list

When customers open their payment link, they see a list of their invoices and service reports. Each entry in the list shows one of the following: Invoices (with a dollar amount):

• Unpaid — balance is outstanding
• Partially paid — a payment has been made but the full balance is not yet covered (shows the remaining amount owed alongside the original total)
• Paid — fully settled

Service reports (no dollar amount):

• Completed — a $0 service visit from a subscription service. No payment is required; tapping it shows the service details.

They can tap any item to view details and, for invoices, complete payment. If a customer has no invoices or service reports, they see a “You’re all set!” confirmation message.

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Service reports

When you complete a subscription service appointment at no charge (for example, a visit included in a flat-rate monthly plan), customers see a “Service completed” entry in their portal. Before viewing the service details, customers are shown a quick “How was your service?” page where they can rate the experience and optionally add a tip. Tips on service reports work the same way as on invoices — the tip selector only appears once the customer rates, showing the three percentages you set in Tips and gratuity plus an Other option for a custom dollar amount. After rating (or if the service isn’t eligible for review), they see the full service report:

• An AI-generated service summary describing the work performed in plain language (when available)
• The service name and property address for each appointment
• The date of each visit
• Photos taken during the job

The AI summary is written automatically from the notes your crew enters when completing the appointment. It gives customers a clear, readable account of the visit without exposing your internal notes. This gives customers a record of every visit, even when no invoice is generated.

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Checklist Service Report

If you use checklists and mark items to include in the customer summary, those filled-in items appear as a Service Report — showing the readings, completed tasks, and even a customer signature (labeled Signed by customer) captured on the visit. On the invoice, the Service Report is folded into the Service Summary card at the bottom of the page, appearing directly beneath the summary text and after-photos. This gives customers a professional, itemized record of exactly what was done. You control which items appear when you build the checklist — see The customer Service Report.

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Service review

For invoices tied to a completed service appointment, customers are first shown a “How was your service?” page before they can pay. This gives them a chance to rate their experience, optionally add a tip, and preview the full invoice they’re about to pay. The page is laid out as a single, scrolling experience:

1. Star rating at the top. Customers tap 1–5 stars to rate their service. No tip selector is shown until a rating is chosen.
2. Tip selector (appears after rating). Once the customer rates, your three suggested percentages appear as buttons — each showing the dollar amount it works out to — alongside a full-width Other button for a custom dollar amount. Nothing is pre-selected, so customers who don’t want to tip simply leave the section untouched. The percentages come from your tipping settings, and the whole section is hidden if you’ve turned tipping off.
3. Balance Due card. Directly below the tip selector, customers see the same Balance Due card they’d see on the payment page — their name and billing address, invoice number and dates, line items, totals, and the balance due. They can preview exactly what they’re about to pay before continuing.
4. Service Summary card. Below the Balance Due card sits a separate Service Summary card (when there’s anything to show) — the plain-language summary of the work, any after-photos, and the checklist Service Report. This card always renders last, beneath the balance and payment area.
5. Floating “Continue to payment” button. The CTA sticks to the bottom of the screen on mobile and desktop so it’s always within reach.

If a customer wants to enter a custom tip amount, they tap Other to reveal a dollar-amount input. (If you’ve set tipping to Custom amount only, that dollar box is shown from the start and there are no percentage buttons.) Once the customer taps Continue to payment, their rating is saved, the tip (if any) is added as a line item to the invoice, and they’re taken to the payment page. The Continue to payment button won’t move them along until they’ve picked a rating — tapping it without stars shows A star rating is required — please select one above. just beneath the button. If an invoice is not eligible for review (for example, if the customer has already rated it or already paid), they go directly to the invoice payment page.

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Invoice detail and payment

When a customer opens an individual invoice, the page is laid out top-to-bottom as:

• Your business information (logo, name, address, phone, email, and website — whatever you’ve configured in Business Profile settings) shown above the cards
• A Balance Due card with their name and billing address, the invoice number, the Issued date (plus the Due date, if you’ve opted into showing overdue status), all line items with titles and quantity, any carried-forward charges from previous invoices, and the totals (subtotal, tax, any credits applied, total, and balance due)
• The payment form (when Stripe is connected and a balance is owed)
• A separate Service Summary card at the bottom (when available) with an AI-generated description of what was done, any after-photos your crew uploaded during job completion, and — when a checklist is set to show on the invoice — the checklist Service Report items right below

After-photos render as a 3-column grid of thumbnails directly under the summary text. Customers can tap any thumbnail to open the full-size image in a new tab. Line items show the quantity inline (e.g., QTY: 2). When a quantity is greater than 1, the unit price is shown below the item name and the total for that line is shown separately — giving customers a transparent breakdown. The page is headed Pay invoice, and stays that way even when the due date has passed. By default the due date isn’t printed on the customer’s page at all, and nothing calls out that they’re late. If you’d rather they see it, turn on Show overdue status to customers in Payment terms and due dates: the Due date then appears next to Issued, past-due invoices read Pay past due invoice, and that date is highlighted in amber. If you’ve turned the rating step off, customers land on this page the moment they tap an invoice — no “How was your service?” screen in between. The tip question then moves here too: an Add a tip section renders just above the payment form, and the Pay button’s total updates live as the customer chooses an amount. The tip is charged together with the invoice, so they can change it right up until they pay. (It’s skipped when a tip is already on the invoice, when tipping is off, or when Stripe isn’t connected — as in the example above.) Customers paying down their whole balance rather than a single invoice get a slightly different page, with an Add a tip (optional) row that includes a No tip button alongside your percentages.

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Payment form

When Stripe is connected, customers see a secure payment form where they can enter their credit card details and complete payment. The form asks for the card number, expiration date, security code, country, and ZIP code, with the Pay $[amount] button underneath and the line Your payment is processed securely by Stripe. below it. The payment form is powered by Stripe and is fully PCI-compliant. Card details are never sent to ProBase — they go directly to Stripe’s secure servers.

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The Pay button waits for the card fields

The card fields load from Stripe a moment after the rest of the page, so the Pay button starts out greyed out and only becomes tappable once the card fields are ready. On a slow connection that can take a second or two — it means a customer tapping the moment the page appears can’t submit a payment before the form is ready to take it. Once tapped, the button shows a spinner while Stripe checks the card. If something goes wrong, the button comes back and a short red message appears just under the card fields — the reason from Stripe (for example a declined card), or We could not process your payment. Please try again. if the payment couldn’t be attempted at all. Either way the customer can simply tap Pay again.

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Communication consent (optional)

Customers may be asked to consent to receive text message communications about their account and services. This consent is optional and not required to complete payment.

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When Stripe isn’t connected

If you haven’t connected Stripe yet, customers will see a message that online payments aren’t available. They can still view their invoices and charges, but they’ll need to contact you directly to arrange payment.

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Quote links

In addition to payment links, you can also share quote links with customers. A quote link lets customers view the full quote details and approve or decline it on their own — no login required. When a quote is in Sent status, a customer quote link appears on the quote detail page in ProBase. Copy and share that link via text, email, or any other method. Customers can:

• Review the quote details and full pricing breakdown — base service, any additional line items, subtotal, tax, and total
• Tap Approve to accept the quote (the confirmation shows the full total including line items and tax)
• Tap Decline and select a reason (Too expensive, Found another provider, etc.)

If the quote has a valid-until date that has passed, customers see an expiration notice and are prompted to contact you for an updated quote. See Managing quotes for full details including screenshots of the customer quote experience.

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Best practices

• Send after completing work — Use Create Invoice right after finishing a job, then Send to Customer, so the customer can see their charge and pay
• Follow up on overdue invoices — Re-share the link when following up on outstanding balances
• Let customers bookmark it — The link never expires, so customers can return anytime to check their balance