Run a Portal Invite Campaign

A portal invite campaign emails a one-time login link to a segment of your customers, so they can see visits, quotes, and invoices and pay online. At the end you will have a list staged, checked, approved, and sent, and a page that shows who accepted.

For one customer at a time, see Invite Customers to the Portal.

Before you start

• Portal invite email switched on. Under SettingsCustomer Notifications, Portal invite must have email enabled, or the pre-send checks will stop you.
• Contacts with a name and an email. An invite needs a contact with a first name, a last name, and an email. Customers without one are skipped on the roster with the reason, so you can fix them under DirectoriesCustomers and rebuild.

1. Who & When

Open Sales and BillingCampaigns, choose the Portal tab, and click New Portal Invite Campaign.

1. 1

   Pick a work type, or plan to hand-pick

   Customers With A Site For limits the batch to customers with at least one active site for that work type. Leave it on Any Work Type only when you hand-pick customers on the next step; the builder will not count anyone until one or the other is set.

2. 2

   Read where things stand

   Where Things Stand counts customers who already use the portal (always skipped), who have an invite out that was never accepted, and who have never been invited. If Portal invite email is switched off, a red note says so here rather than after you build.

3. 3

   Name it

   The name auto-fills as Portal invites · Sep 2026 and stops changing once you type. Customers never see it.

2. Which Customers

The banner at the top shows how many invites will send and updates as you change anything.

Customers narrows by list, customer type, work type agreement, tags, exclude-tags, and years. Hand-Pick Customers narrows further: a customer has to match the filters and be on the list. The first forty customers appear below with who is skipped and why.

3. The Email

Leave Subject and Message blank for the standard invite, or write your own. The button and the one-time link are always added. The preview shows the email with sample values, and Send Me A Test delivers it to your inbox with a dead link, so nobody can act on it.

4. Review & Build

Four cards summarize the campaign with Edit links back to each step. Choose Send Emails To and when the batch goes out, then click Build Customer Roster. Nothing sends yet.

5. Review the roster

The roster lists every customer with the reason any of them deserves a look:

Exclude rows one at a time or in bulk. Skipped rows show why: already on the portal, or no contact the portal can invite. Click Review & Approve for the pre-send checks: what blocks, what deserves a glance, and the exact email the first customer will read. Approve, and the batch sends on approval or at the time you chose.

Verify it worked

Open the campaign. How Customers Responded counts who accepted; the roster shows Accepted or Invite Pending on each row, and Export CSV takes the whole list to a spreadsheet. Failed rows can be retried without touching anyone who succeeded.