Give customers a place to answer their own questions
Order status, invoices, documents and support requests in one login area, so your team stops repeating the same answers by phone and email.
- First module built in
- 3 to 5 weeks
- Works with
- Tally, Zoho, SAP or Busy
- Logins
- For every contact at a customer
What this addresses
A large share of customer contact is people asking for information you already have, and each question is small enough that nobody treats it as a problem.
- The same status questions arrive daily by phone, email and WhatsApp
- Invoices and documents are re-sent because customers cannot find the original email
- Requests raised over WhatsApp get lost when the person handling them is away
- Larger clients expect a self-service portal and notice when there is not one
Most of your customer contact is complaints rather than status questions? The Complaint and Ticketing System can run inside this portal, or on its own.
How it is put together
A secure area where each customer signs in and sees only their own information: current orders and their status, past orders, invoices and payment history, shared documents, and a way to raise a request that is tracked rather than lost in an inbox. On your side, an admin console shows every customer, every open request and the full activity history.
What the system contains
Modules are delivered in phases, starting with the one that removes the most work. You own the finished system, code and data included.
- 01
Sign-in and account setup
Email or phone OTP sign-in, invitation-based onboarding and an optional extra login code for security. Several contacts can sit under one customer account, each with their own permissions.
- 02
Order and service status
A live view of everything in progress with clear status labels, expected dates and a timeline of what has happened so far. This alone usually removes the largest share of incoming queries.
- 03
Invoices and payments
Downloadable invoices, payment history, outstanding balance and optional online payment, plus statement download for accounts teams doing reconciliation.
- 04
Document centre
Contracts, certificates, test reports, delivery notes and any other shared file, organised and searchable, with a record of who downloaded what.
- 05
Requests and notifications
A form that creates a tracked request with a reference number and a conversation thread, and email or WhatsApp alerts when a status changes or a request is answered.
- 06
Admin console
Your team's side: customer management, request queue, bulk document upload, status updates and an audit trail of every action.
Who it suits, and how it adapts
Integration effort depends on what each system offers. We assess it before quoting.
Who this suits
- Manufacturers and suppliers whose customers place repeat orders
- Schools and coaching institutes sharing fees, results and notices
- Clinics and labs sharing reports with patients
- Professional firms with ongoing client engagements
- Any business where staff spend real time answering status queries
What it can connect to
- ERP or accounting systems (Tally, Zoho, SAP, Busy) for order and invoice data
- Payment gateways such as Razorpay or Stripe for online payment
- WhatsApp Business for status notifications
- Courier tracking for goods in transit
- Your existing CRM for customer records
How it can be customised
- Your own branding, domain and language, including regional languages
- Status labels and workflow stages that match your process
- Additional modules such as quotations, complaints or reorder
- Custom fields on customers, orders and documents
- Approval steps before certain documents become visible
From first call to first module
The first module is usually built in 3 to 5 weeks. Durations depend on scope, integration complexity and how quickly access and decisions are available.
- 0145 min
Free scoping call
We talk through what your customers ask for most often and what data is available to answer it. This usually identifies the first module clearly.
- 023-5 days
Written proposal
Module list, integration approach, phased plan, fixed price and timeline. No work starts before you approve it.
- 033-5 weeks
First module build
The single highest-value module, built and released first so value arrives in weeks rather than months.
- 042-4 weeks
Pilot and rollout
A small group of real customers use it while the existing process continues, then a staged rollout to everyone.
Customer Portal questions
Hosting, backups and updates after launch:
Cloud Hosting & SupportNot covered here?
Ask us directlyIs this a ready-made product I can buy today?
No. It is a blueprint we have designed and can build for you. The modules and workflow are already worked out, which is why delivery is faster than starting from nothing, but each build is configured and extended for your business.
How do we get customers to use it?
Start with the thing they contact you about most, make sure it works properly on a phone, and give access to your most active customers first. Over time, pointing routine requests to the portal moves the habit across. Launching every module to everyone at once rarely works.
Can it show data from our existing ERP?
Yes, and that is usually the intention. If your ERP has an API we read from it directly. If not, we use a database view or a scheduled import. The portal becomes a customer-facing window onto data you already maintain rather than another place to enter it.
What if a customer has several people who need access?
That is supported. One customer account can have several users with different permissions, so a purchase manager sees orders while an accounts person sees invoices and statements.
Where is it hosted and who maintains it?
On a cloud server in an account in your name, usually in an Indian region. We can look after updates, backups and monitoring under our Cloud Hosting & Support service, or hand it to your own IT team with full documentation.
Around the customer portal
Services behind it
Often combined with
Which question do your customers ask most?
Tell us what customers phone and email about every week. We will suggest which part of the portal to build first and what data it needs from your existing systems.
The first conversation is free, with no obligation.