# The Client Hub (your clients' portal)

> The Client Hub is where your clients open the links you send. They approve and sign quotes, pay invoices, save a card for autopay, see their next visit, ask for more work and message you, with no account or password.

The Client Hub is the page your clients see when they open a link from you. There they approve and sign quotes, pay invoices, save a card to pay automatically, check when you're coming, ask for more work and send you a message. They don't need an account or a password: the link is the way in.

To send your clients a plain guide to it, see [Your account with your service company](https://crewtavo.com/docs/clients/for-your-clients/).

## How clients get to it

- **Quotes and invoices you send.** Every quote and invoice you send by email or text carries a link to it in the Hub. In an email it's a **View online** button. See [Create and send a quote](https://crewtavo.com/docs/sales/quotes/) and [Create an invoice and get paid](https://crewtavo.com/docs/billing/invoices/).
- **Automatic emails.** The quote follow-up and the past-due reminder have a link to the quote or invoice in them too. See [Automate reminders and follow-ups](https://crewtavo.com/docs/clients/automations/).
- **Autopay emails.** The autopay invite, each receipt, a failed-charge notice and the copy of their autopay agreement carry a fresh link to their account page, with a **Manage autopay** button in emails. A client on autopay always has one that works. See [Charge clients' saved cards automatically](https://crewtavo.com/docs/billing/autopay/).
- **Their account page.** On the client's page, choose **⋯**, then **Copy Client Hub link**. You'll see "Client Hub link copied. Send it to your client." Paste it into a text or email, for example in their conversation in [Messages](https://crewtavo.com/docs/clients/messages/). There's no button that emails this link for you.
- **From any quote or invoice.** Your business name at the top of a quote or invoice says **Your account** under it, and there's a **Your account** link under that. Either one takes the client to their account page.

:::caution[Anyone with the link can open it]
A Hub link works for whoever has it, so send it only to the client. The bottom of Hub pages says "Private link for Jane Smith. Keep it to yourself."
:::

## See what your client sees

Open a quote or invoice, choose **⋯**, then **Preview as client**. It opens the Hub with "Preview: this is what your client sees." across the top. A preview works for a day, shows drafts too, and can't approve, pay or send a message, so you can click around safely.

## The account page

The account page says "Hi Jane" with their address, then shows what needs them first.

### Waiting on you

Everything the client still has to do:

- **A quote to answer**: "Quote #1042 · valid until Nov 30, 2026" with its total and **Review and approve**. A quote for recurring work shows its price per visit ("$55.00 per visit"). A quote with options says how many and the lowest price ("3 options, from $8,400") with **See your options**. A roofing estimate sent as a price range shows "Between $18,000 and $21,000" with **See your estimate**. If they've asked for changes, it says "you asked for changes".
- **An invoice with a balance**: "Invoice #2051 · due Nov 15, 2026" and **Pay $450.00**. Once it's past due, it says "was due" in red. An invoice being charged to their saved card isn't listed. One whose automatic charge failed says "We couldn't charge your card for this one." with **Update your card**.
- **A card to add**, when you [require a card on file](https://crewtavo.com/docs/billing/autopay/#require-a-card-on-file): "Finish setting up: add your card" with **Add your card**.

When nothing's waiting, the heading says **All caught up** and "Nothing needs your attention right now."

### Pay automatically (autopay)

When you take [autopay](https://crewtavo.com/docs/billing/autopay/), the account page has an autopay card under **Waiting on you**:

- **Not on autopay**: **Pay automatically after each visit**, "Save a card once, and we charge it at the end of the day of each visit.", with **Pay automatically**.
- **On autopay**: **Paid automatically · Visa ending 4242**, with when the next charge goes ("Next charge tonight"), **Change card** and **Turn off**.
- **A step left or something to know**: a card saved but not agreed to ("Visa ending 4242 is saved", with **Finish setting up**), "Your bank account is being checked", "Autopay is paused" ("Contact us to turn it back on."), or "Your card needs updating" with **Update card**.
- **On hold**, when you've turned autopay off or your Stripe key can't charge cards: "Autopay is on hold · Visa ending 4242" ("Charges are on hold for now. Until they start again, invoices come to you to pay."), with **Turn off**.

Each opens **Pay automatically**, where the client saves a card or bank account on Stripe's secure page and agrees to your terms in three steps (**How it works**, **Add a card**, **Agree**). They tick **I agree to these terms** and choose **Finish**. Crewtavo never sees the card number, and the client gets a copy of what they agreed to by email (or by text, without an email address). See [What the client does](https://crewtavo.com/docs/billing/autopay/#what-the-client-does).

Once on, the same page shows the card, since when, when it expires and the next charge, with **Change card** and **Turn off autopay**. Turning it off asks "Turn off autopay? We'll send invoices to pay instead." with **Turn off autopay** and **Keep it on**. To turn it back on, they save a card again.

### Next visit

The next visit on the client's jobs, with its date, name, address and the first names of the crew on it. The time comes from the visit's start on your schedule and the **Arrival window** in **Settings → Company**:

- With an arrival window, like 2 hours: "Arriving between 8:00 AM and 10:00 AM".
- With none (**None: the start time**): "Starting at 8:00 AM".
- An anytime visit: "Time to be confirmed".

The visit's end time isn't shown: it's how long the work takes, not when the crew arrives.

The card says **On the way** once the crew taps **On my way**, and **Working now** once they start. See [Your day in the field](https://crewtavo.com/docs/field/your-day-in-the-field/).

Under the visit:

- **Reschedule** and **Cancel**, on a visit from tomorrow on that hasn't started. See below.
- **Add to calendar** downloads the visit for the client's phone or computer calendar.
- **Message us** opens "Ask to change a visit", with a message started for them ("Could we move the … visit on …?"). On a visit today, or one that's started, it's **Ask to change** instead, with "To change this visit, call (555) 555-0123." (or "message us" without a phone number).
- **All visits** opens **Visits**: everything **Coming up**, and the last few visits under **Done**.

:::note
Only visits on the client's jobs show here. An assessment booked from a request doesn't. Anything else on a job's schedule does, tasks included (like a task an automation makes on the job), so name those as if the client will read them.
:::

#### Reschedule and Cancel

**Reschedule** shows the open days and times in the next 3 weeks, on your workdays and hours, when the visit's crew isn't busy. The client picks a **Day** and, for a visit at a set time, a time (an **Arrival window** if you set one), or chooses "None of these work? Tell us what suits you" and writes it, then **Send request**. **Cancel** asks **Why?** (optional) and has **Ask to cancel**.

Either one is a request: "Nothing changes until Acme Lawn confirms." The visit says **Change requested** and "We'll let you know by email." A new request takes the place of one still waiting.

Owners, admins and office staff who can schedule, and the lead of the visit's crew, get a notification ("Jane Smith asked to move Lawn mowing"), and it's under **Needs attention** on **Home**. Open the visit on the **Schedule** and choose **Approve** (**Approve and cancel it** for a cancel), or **Decline** with a note for the client if you like. When the client wrote what suits them instead of picking a time, change the visit's date and time and save: that approves it. Approving moves or cancels the visit; for a recurring job, only that visit. Either way, the client is emailed if [email is connected](https://crewtavo.com/docs/connections/email/) and they have an address.

### Request work, Message us and Refer a friend

Under the visit are **Request work** and **Message us**, and **Refer a friend** once referrals are set up:

- **Request work** opens a short form: **What do you need?** (the categories on your [price list](https://crewtavo.com/docs/sales/price-list/) to tick, and **Something else**), **Where?** if they have more than one property, **Tell us about it**, **When would you like it done?** (**As soon as possible**, **In the next month** or **I'm flexible**) and a **Promo code**. **Send request** shows "Request sent" with a reference number.
- **Message us** opens "Message Acme Lawn" ("They'll reply by email or text."). The message button at the top of every Hub page does the same, and the phone button calls you if your business has a phone number.
- **Refer a friend** shares the client's referral link. It only shows once you've set a credit or an offer in **Marketing → Referrals**. Once they've earned credit, it says "You have $25.00 in referral credit. It goes on your next invoice." See [Referrals and referral credits](https://crewtavo.com/docs/clients/referrals/).

### Recent

The last few things that happened: payments ("Payment on invoice #2051", or "$45.00 charged automatically to Visa ending 4242"), finished visits, quotes they approved, and requests you haven't finished with. A payment or quote opens when they tap it.

## Quotes in the Hub

From a quote, the client picks an option if there are several, ticks any add-ons, reads the agreement (adding their initials where it asks), then types their name, signs with a finger or mouse and chooses **Approve quote**. They can choose **Request changes** instead at any step. Once signed, the quote shows "Signed on Nov 3, 2026" with **Print or save PDF**, and the signed copy stays there for them.

A quote for recurring work shows **Total per visit** and **How often** ("Every 2 weeks, Tuesday, April to October"). With autopay, a quote for work priced per visit also offers **Approve and set up autopay**, which goes straight on to saving a card, and a business that requires a card on file has **Approve and add your card** instead. See [When the client says yes](https://crewtavo.com/docs/sales/when-a-quote-is-approved/#approve-and-set-up-autopay).

What happens next is in [When the client says yes](https://crewtavo.com/docs/sales/when-a-quote-is-approved/). For options side by side, see [Offer Good, Better and Best options](https://crewtavo.com/docs/sales/good-better-best-options/). For roofing estimates sent as a price range, where the client chooses **Yes, send someone out**, see [Roofing estimates](https://crewtavo.com/docs/measuring/roofing-estimates/).

Clients can add a promo code to a quote that's waiting for an answer, with **Have a promo code?** under the subtotal.

## Paying an invoice

The invoice shows what's on it, any payments, and the **Balance due**. With [Stripe connected](https://crewtavo.com/docs/connections/stripe/), the client chooses **Pay $450.00 by card or bank** and pays on Stripe's page for that invoice. The payment shows on the invoice once Stripe reports it. A bank payment shows "Your bank payment is on its way" until it clears, which usually takes a few business days.

With autopay, the invoice says how it's being paid instead:

- "Charging your Visa ending 4242 now", with no **Pay** button, so they can't pay twice.
- "Paid automatically with Visa ending 4242 on Nov 3".
- When the charge failed: "We couldn't charge your Visa ending 4242. We'll try again in a few days, or you can pay now." with **Update your card**, and **Pay** stays.
- Paid by hand, with no card saved yet: "Paid. Pay automatically next time?" with **Save a card**.

Without Stripe, the invoice says "To pay, contact Acme Lawn at (555) 555-0123." Record their payment yourself when it comes in.

### Let clients add a tip

1. Open **Settings → Company** and find the **Defaults** card.
2. Turn on **Let clients add a tip when they pay online**.
3. Choose **Save company settings**.

Invoices then ask "Add a tip for the crew?" with **No tip**, **10%**, **15%**, **20%** and **Other**, and the pay button adds the tip to the total. Invoices made in Stripe don't offer a tip. Only owners and admins can change this setting.

A client can also add a promo code to an invoice with **Have a promo code?**, as long as nothing's been paid on it yet and it isn't being charged to their card.

### Tip on a saved card

With tips on, the receipt after an automatic charge asks "Add a tip for the crew?" and links to the invoice. There the client picks **10%**, **15%**, **20%** or **Other** and chooses **Add a $6.75 tip to your Visa ending 4242**. It's charged to the card that paid the invoice: at least 50¢, up to the invoice's total, once per invoice. They see "Your $6.75 tip is on its way to the crew." A bank account can't take a tip this way, and only the client's own link can add one (see below).

## Where client actions show up in Crewtavo

| The client… | It shows up | Who's told |
| --- | --- | --- |
| Approves a quote | The quote is **Approved** | Owners, admins and office ("Quote #1042 approved") |
| Chooses **Request changes** | The quote is **Changes requested**, and their note is in [Messages](https://crewtavo.com/docs/clients/messages/) with the subject "Changes requested" | Owners, admins and office |
| Says yes to a price range | The estimate in Roofing | Owners, admins, office and estimators ("Jane Smith wants a visit") |
| Pays an invoice | The payment on the invoice | Owners, admins and office, once it's paid in full |
| Sets up autopay | The **Autopay** card on their page says **Active** | Nobody, unless you add an automation for **Autopay is set up** |
| Turns off autopay | The **Autopay** card on their page | Owners, admins and office with **Invoices and payments** ("Jane Smith turned off autopay") |
| Sends **Request work** | [Requests](https://crewtavo.com/docs/sales/requests/), from "Client Hub" | Owners, admins and office ("New request from Jane Smith") |
| Asks to **Reschedule** or **Cancel** a visit | The visit on the **Schedule**, marked **Change requested**, and **Needs attention** on **Home** | Owners, admins and office, and the crew's lead ("Jane Smith asked to move Lawn mowing"). It isn't an automation, so it always goes. |
| Sends **Message us** or **Ask to change** | Messages, under **From clients**, with the subject "Message from the client portal" or "Asked to change the visit on …" | Nobody: check Messages |
| Shares their referral link, and a friend fills it in | A new lead and request, and **Marketing → Referrals** | Owners, admins and office, as a new request |

The notifications come from your starter automations, so you can change who gets them or turn them off. See [Automate reminders and follow-ups](https://crewtavo.com/docs/clients/automations/).

## Your logo and colors

The Hub shows your business name, logo and phone number at the top of every page. Without a logo it shows your initials on your brand color. To add one, see [Add your logo](https://crewtavo.com/docs/getting-started/add-your-logo/).

Your **Brand color**, in **Settings → Company**, colors the Hub's buttons and highlights. Pick one of the swatches or your own color, then choose **Save company settings**. The text on your color switches between white and dark by itself, so it stays readable. Times and dates in the Hub follow your business's time zone, wherever the client is.

## The client's own links

Every Hub link you send to the client's own email or phone on file is **their own link**: quotes and invoices you send them, the autopay invite, receipts and notices, the copy of their autopay agreement, and an automation's email or text to them. Links they reach from one of those are their own too.

Links that someone on your team gets are **your copy**: **Copy Client Hub link**, **Copy link** when sending, a send typed to an address that isn't the client's, and the links in what your team reads (the copy on the client's timeline, notifications, notes, tasks and an automation's preview).

Your copy opens the same pages and can approve, sign, pay and save a card through Stripe's page. It can't do two things that need the client:

- **Add a tip to their saved card.**
- **Agree to a card that's already on file**: one brought in from Stripe, or one the client saved through another link. Only a card saved through that same copy can be agreed to there.

So for those, send the client their own link: an autopay invite or a **Resend** does it. Links sent before autopay came to Crewtavo work like your copy for these two things.

## When a link stops working

Client links expire, so an old link in someone's inbox doesn't open their account forever:

| Link | Works for |
| --- | --- |
| A quote | 60 days |
| An invoice | 90 days |
| The account page | 120 days |
| A signed copy sent after signing on the iPad | A year |
| A review request's link | A year |
| A referral link, or a campaign's unsubscribe link | Ten years |
| **Preview as client** | A day |

Each link counts from when it was made: when you sent or copied it, or when an automatic email went out. Links inside the Hub are made fresh each time a page opens, like the quotes and invoices on the account page and the **Your account** link on a quote. So a client who still has one working link can get to everything, but a link they saved or got in an email still runs out on time.

When a link has run out, the client sees **This link isn't working** with "This link has expired or isn't valid. Ask for a new one." They also see this page, with another line under the heading, for a quote you've moved back to draft ("This quote isn't ready yet.") or a voided invoice ("This invoice was cancelled. Contact us with any questions.").

### Send a fresh link

- **A quote still waiting for an answer**: open it and choose **Resend**.
- **An invoice**: open it and choose **Resend**.
- **Anything else**, like a signed quote or their visits: on the client's page, choose **⋯**, then **Copy Client Hub link**, and send them that. Their account page links to all their quotes and invoices.

In **Resend**, **Copy link** gives you the link to paste into your own message.

## Who can share Client Hub links

Owners, admins, office staff and estimators whose role has **Quotes and sales** can copy a client's Hub link, preview quotes as the client, and send quotes. Sending and previewing invoices is for owners, admins and office staff whose role has **Invoices and payments**. See [What each role can see and do](https://crewtavo.com/docs/team/roles-and-permissions/).

Source: https://crewtavo.com/docs/clients/client-hub/ (last updated 2026-11-04)