Client portal
A client portal for Quebec small businesses.Your clients write, follow up, approve and pay.
The OKTO PSA client portal is the web space where the clients of a service business describe what they need in one sentence, follow their requests, approve a quote and pay an invoice. It is part of OKTO PSA, business management software built and hosted in Quebec.
It speaks French or English depending on the client, carries your logo and colours, and every request reaches you as a complete ticket, attachments included.
What does your client see when they open the portal?
A home page that answers three questions: what can I ask for, what is waiting on me, and where are my requests. Everything else is one click away.
Their need in one sentence
The client types “my printer stopped working” and clicks Send. The request is opened for them, under their name. Shortcuts cover common requests, such as booking an appointment.
What is waiting on them
The “Waiting on you” block lists quotes to approve, invoices to pay and appointments to book. Your client sees right away what is holding things up.
Their open requests
Each request shows its stage: Received, In progress, Resolved. The client replies or adds a photo or a file to the same request, without writing a new email.
Quotes and invoices
They read a quote, download the PDF and approve or decline it online. They find their invoices and receipts, and pay by card when online payment is set up on your instance.
Appointments and documents
They pick an appointment, move it or cancel it. The documents you share with them are sorted by space and by project.
Their devices
The devices you manage for them, each with its own record. For a client who has none, the tile simply does not show.
Attachments
How does a client attach a photo or a video from their phone?
They drag or paste it into the request, or pick it with the paperclip. The portal accepts iPhone photos as they are, videos and voice messages. Every file is checked before it is attached.
- HEIC and HEIF phone photos, no conversion needed
- MP4, MOV, 3GP and other videos
- MP3, M4A and WAV audio files
- Your team sees the attachments from the very first message
French and English
Which language does the portal use with your clients?
Theirs. Each client record has a language, French or English, and each contact can have their own. The portal opens in that language, and the emails sent to the client follow it too.
- One language per client, and per contact when needed
- Portal and emails in the same language
- A FR and EN switch stays available in the portal
- Guided tour and “?” help in both languages
Sign-in
How do your clients sign in?
With their Microsoft or Google account, if you turn it on, or with their email address. The first sign-in goes through a link sent by email, so nobody sets a password blindly.
Link a client’s email domain to their record: a new employee who signs in with Microsoft or Google gets access on their own.
- One switch per client, and one person can be blocked on their own
- Quotes and invoices for decision makers only, others see requests and devices
- Your logo, name and colour in the header
Secret notes
How do you send a password to a client without leaving it in an email?
With a secret note. From a ticket, you write the note, OKTO PSA encrypts it and suggests a password that you give by phone or by text. The client opens a page in your colours, reads the note, and then it is erased: on first reading, or after 24 h, 48 h, 7, 14 or 30 days.
- Who received what, opened or not, and one-click revoke
- “I didn’t get the password” shows your contact details
- Also works for someone without portal access
Why does a client portal cut down on calls?
Because the client finds on their own what they were going to ask. Three things help them find their way from the first visit.
A guided tour
On the first visit, a tour shows each section the client actually has. It can be replayed from the account menu.
A “?” help on every page
Each page explains what it is for, and a tooltip appears when hovering over buttons, tiles and statuses.
One address for everything
Requests, quotes, invoices, appointments and documents in one place, instead of five emails that get lost.
Frequent questions
The questions we get asked
Your question is not here?
Write to us. A person in Trois-Rivières answers, within one business day.
Ask your questionIt is the web space where your clients sign in to send a request, follow their tickets, review their quotes and invoices, and see their devices. The home page shows what is waiting on their side and their open requests.
Yes. The client opens the quote and approves or declines it in a few clicks, with no printing or paper signature.
Yes, once card payments are connected on your instance. The client sees invoices due and already paid, manages saved cards and can authorize automatic payment.
Through a link received by email, which has them create their own password. Nobody sends them a password chosen on their behalf.
Yes. The portal accepts phone photos (HEIC included), videos, audio files, PDFs and Outlook emails, dragged or pasted into the message. Each file is checked before it is attached.
Show the portal to one of your clients.
We open the portal with you, with sample data, and look at how to roll it out to your clients. To explore on your own first, the interactive demo shows OKTO PSA from the inside.