Client Portal
A tour of the customer-facing side of Rotor — quote links, agreement signing, invoices and payment links, visit notifications, and review requests — including what customers can do without logging in and what branding they see.
Written By Support Team
Last updated 4 days ago
Your customers don’t have to log into Rotor the way your team does. What they experience instead is a set of branded, link-based pages sent by text and email: a quote to approve, an agreement to sign, an invoice to pay, and notifications about their visit. Knowing exactly what lands on their phone helps you set expectations at the door and troubleshoot when someone says "I never got anything." Where behavior below isn't documented elsewhere in the help center, it's flagged so you can confirm with support before promising it to a client.
How customers get in
Access is by secure link, not by username and password. Every link is generated by an action your team takes — sending a quote, requesting a signature, sending an invoice, or sending the payment-method link from the customer's Payments tab. Links go out over SMS, email, or both, depending on how you've configured each message in Settings → Messaging.
That means a customer with no email on file can still do everything, as long as you send by SMS. It also means links are personal — a customer who forwards one is forwarding access to their own record.
If the client does get logged out, or you attach your client portal login page to your website, the client can login by entering their contact information (either their email or password) and Rotor will deliver a short code to them to login.
The quote view
When a customer opens their quote link, they see a full proposal, not a bare price:
The job breakdown with dates, so a quarterly pest plan shows all four visits.
Line items and pricing, plus any discounts.
Tax and total.
Your client-facing notes — the internal notes your team wrote stay hidden.
They then choose one of three buttons: Approve, Decline, or Request Changes. You get notified on any of these, and the quote's status updates on your side. If you enabled Auto-advance to agreement when building the quote, approving pushes them straight into the agreement instead of leaving them to find it. Email delivery also includes a PDF of the quote. See Quotes: Web.
Signing an agreement
The agreement is the document that turns an approved price into a signed service plan. Customers see your logo, your accent color, your business information, the service and frequency they're signing up for, the pricing breakdown, your guarantees, and your terms and conditions.
They can sign two ways: in person on your rep's device at the door, or remotely through a link you send by text or email. If they don't sign, Rotor can chase them for you — signature reminders are configurable in Settings → Messaging, including how many go out and how long after the original request. Once signed, they receive a confirmation message with the signed agreement attached as a PDF, branded with your colors and logo. See Agreements.
Invoices, payment, and cards on file
Invoices are sent manually by your team, with a message you control. The customer receives the invoice and pays through the link — Stripe handles the processing, so card and bank payment options depend on your Stripe setup. After payment they get a receipt message, also customizable.
Separately, from a customer's Payments tab you can send a Client Portal Link so the customer adds their own payment method rather than reading a card number over the phone. This is the step to use before turning on monthly or start-of-month billing, which requires a card on file.
If an invoice goes unpaid, payment reminders can be scheduled automatically at intervals you set. Full billing detail is in Financials: Invoices, Payments, and Payouts.
Visit notifications
Most of what a customer receives is not a page at all — it's a message. All of these are configured in Settings → Messaging:
Visit reminders before a scheduled visit, at intervals you choose, by SMS, email, or both.
On My Way, sent when your tech taps the button. The wording is editable; the notification itself can't be turned off.
Visit created/scheduled and visit rescheduled — both worth using carefully, since scheduling a full quarterly plan at once sends one message per visit.
Visit started and visit finished.
Job cancelled.
Customers can reply to these messages, and their replies land in your Inbox and on the customer's Conversations tab — so from their side it reads like a normal text thread with your business, not an automated system.
Review requests
Set your review URL once at the top of Settings → Messaging, then insert it into any message template with the {{review_link}} variable. Change the URL later and it updates everywhere. The usual pattern is a workflow triggered on job completion that waits a few hours and then texts the customer the review link. See Workflows & Automations.
What customers can and can't do
The branding they see
Everything customer-facing pulls from Settings → Business Settings. Upload your logo and set your brand colors there and they're applied to communications, default forms, and the customer portal. Your business email is where replies to automated quotes and invoices go, and your business phone number is what appears on quotes and invoices as your main contact — it doesn't have to be the number assigned to your Rotor account.
Agreements and web forms inherit that branding automatically but can be overridden individually — a holiday lighting agreement can carry a different logo and accent color than your window cleaning one. If your logo looks poor against the agreement background, upload a transparent version.
Before you send anything to a real customer
Send yourself a test quote and a test invoice, and open them on a phone rather than a desktop.
Confirm the logo, colors, business phone, and business email are set — every customer-facing page inherits them.
Check whether the customer has an email on file. If not, send by SMS rather than assuming it went through.
Review visit notification settings before scheduling a full recurring plan, so nobody gets four "visit scheduled" texts at once.
Congratulations! You now know exactly what your customer sees at every step, from the first quote link to the review request after the job.
Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.