Using the client portal to optimize your job management and execution in Buildxact

Audience: Builders

Read time: 4 mins

Setting up a Client Portal for your customer's projects will help you manage communication and collaboration, while providing an excellent experience for your customers.

Instead of emailing documents, use the Client Portal to share documents with your customers. This will provide your customers with a central repository they can access to view any documents, plans or images that you have shared with them.Additionally, note that document sharing in the Client Portal requires manual selection of files. Clients can only view the documents you have specifically chosen to share with them, ensuring controlled visibility.

It's hard to manage and track communication with your customer when there are so many different communication methods available - phone calls, texts, emails, messaging apps. Keep all your communication centralized and recorded with the Messaging function inside the Client Portal. Your customer will be able to send messages to your Buildxact account, and you can reply, include attachments, and refer to documents you have sent previously. This centralized communication system remains operational across different phases of the project, ensuring that messages and updates are consistently managed.

Share your quotes, variations/change orders and invoices to the Client Portal for easy access and viewing by your customer. Keep track of what has been sent, when and by who. During the estimate-to-job conversion process, you can continue to share relevant documents; however, note that the Schedule tab becomes locked once a job is created and you must use the Job Schedule instead.

The Buildxact client portal operates by linking to the lead associated with a project. From there, you can launch the portal and limit the client’s access to selected documents. This structure ensures better control over shared information but requires manual updates for every document. Ensure that clients understand the selective sharing methods and any functional restrictions, such as the locked Schedule tab after a job conversion, to manage their expectations.

The Client Portal continues to exist and be accessible for your customers even after your work is done. You can use the Client Portal as a place to store your digital handover documentation in one easy place for your customer to access whenever they need it.
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