Customers in the sidebar opens the Customer Hub: one list of every
customer in your account, with search, filters, bulk actions and export.
Clicking a customer opens their profile, where everything about that account
lives in one set of tabs.
The three list views: Current, All and Inactive
The segment switch above the list picks which customers you are browsing.
The ⓘ beside it explains each one in the app.
| View | Who is in it |
|---|---|
| Current | Customers with recent activity, upcoming service or a reminder due soon, plus any customer pinned to Current. Your day-to-day list. |
| All | Every customer who isn't inactive. |
| Inactive | Customers you deactivated with Make Inactive. They are hidden from Current and All and from pickers elsewhere in the app. |
"Recent" and "soon" use your account's windows: activity in the last 90 days,
or scheduled service or a reminder due in the next 30 days, unless your
account was set up with different windows.
Pin a customer to Current from their profile: Quick Actions → Pin to
Current. A pinned customer shows a Pinned badge and stays on the
Current list whatever their activity. Unpin is in the same place.
Save a view as your default. Switch to the view you want and click
Save as Default; the line under the switch then reads Saved View:
with the view's name. The list opens on that view next time.
Deleted customers are in none of these views. Admins find them under the
header's ⋮ menu: see
Inactive, Deleted and Merged Customers.
The list
On a computer the list is a table with these columns:
| Column | What it shows |
|---|---|
| Customer | The name (click it to open the profile), plus any Pinned or Inactive badge and, for a parent account, a "N divisions" pill. |
| Customer Type | The customer's industry (Construction, Septic, Municipal & Government…), or a dash when none is set. |
| Account Type | Residential or Commercial, shown as a dot and a word. Blank when nobody has classified the customer yet. |
| Phone | The company phone. |
| The company email, cut short with "…" when it is long (hover to see all of it). | |
| Last Job | Days since the customer's last job, or Never. |
Click a column heading with arrows (Customer, Customer Type, Account Type,
Last Job) to sort by it. Unclassified customers always sort to the bottom of
Account Type, in both directions. The list shows 25 customers per page.
Each row's ⋮ menu has View Details, Call and Email (when the
customer has a phone or email) and Add Note.
On a phone the list is a single column of rows: tap a row to open the
customer, or tick rows to select them. Select all is the list's own first
row.
Industry and account type are two different things
Customer Type says what business the customer is in. Account Type
says whether they are a household or a business. A construction company is
Commercial; a homeowner with a septic tank is Residential. The two are set
separately, filtered separately and never fill each other in: PortaPro never
guesses an account type from the industry, so a blank Account Type means
nobody has decided it yet.
Searching
Type in Search customers, contacts, or locations... and the list narrows
as you type. Search looks at:
When a customer matches through a contact or a site, the row says so under
the name: "via Jane Smith" or "via Location: North Yard". The ⓘ
beside the search box explains this in the app.
Search covers every customer, including inactive ones. While the box is
empty you browse the view you picked; the moment you type, results come from
Current, All and Inactive together, and inactive matches carry an
Inactive badge. Click into the empty search box to see your last five
searches.
Filters
Beside the search box (on a phone, behind the filter button next to it):
| Filter | Options |
|---|---|
| Customer type | All Types, No Type, or one industry |
| Account class | All Accounts, Residential, Commercial, Unclassified |
| Billing | All Billing, On Rate Card, Not on Rate Card |
| Agreements | All Agreements, Signed, Not Signed (only when you have a required agreement template) |
Each option shows how many customers it would give you, counted against
everything else you have already narrowed.
On Rate Card means the customer has at least one live rate-card line
today: a line whose end date hasn't passed and that bills for something.
It is worked out from the customer's sites, not from a setting, so it always
matches the Rate Card line on their profile. See
Unclassified lists every customer with no account type. Combined with
Set Account below, it is the quick way to sort a freshly imported book
into residential and commercial.
Parent accounts in the list
A parent account (an umbrella over several division customers) shows as one
row with a "N divisions" pill. Click the pill or the arrow beside the
name to show or hide its divisions, which appear indented under it. When a
search matches only a division, its parent appears above it marked
"parent account" so the match keeps its context. Select all picks
top-level rows only. See Parent Accounts.
Selecting customers and bulk actions
Tick one or more rows and these buttons appear above the list (on a phone,
the title bar turns into a selection bar with the same actions in its menu):
| Action | What it does |
|---|---|
| Merge | Combine two or more selected customers into one (shown when 2 or more are selected). |
| Make Inactive / Reactivate | Deactivate the selection, or (in the Inactive view) bring it back. Admins only. |
| Delete | Move the selection to the 30-day trash, with a typed confirmation. Admins only. |
| Set Type | Give the selection one customer type. |
| Set Account | Mark the selection Residential or Commercial. |
| Set Parent | File the selection under a parent account, or Remove from parent. |
| Invite to Portal | Open the bulk portal invitation wizard with these customers already picked. |
The ⓘ next to Delete explains the difference between deleting and making
inactive. Details:
Inactive, Deleted and Merged Customers.
The header menu
Add Customer is the page's main button. The ⋮ beside it holds:
what your filters and search show, as a CSV in the same layout the import
reads (including customer type and account type), so an export can be
re-imported.
Find Duplicates (left side of the header on a computer, and in the phone
menu) lists groups of customers that look alike by name, email or phone,
with a count when there are groups you haven't dismissed.
Right after a large import, a banner at the top of the list offers
Undo this import for a few days.
Opening a customer: the profile
Click a customer's name (or View Details) to open their profile.
The header
On a computer the header shows Customer List (back to the hub), a
breadcrumb ending in the customer's name, and status badges: Pinned,
Inactive, Do Not Contact, and Agreement Needed or a signed badge
when you use required agreements. A division's breadcrumb includes its parent
account. The email and phone sit under it, each with a copy button; clicking
the phone starts a call.
On the right: Quick Actions (Send Quote, Send Invoice, Send
Agreement, View as Customer, Add Note, Log Manual Activity,
Pin to Current, Mark Inactive or Reactivate Customer, and Do Not
Contact…), Create Job, and a ⋮ menu with Edit, View Portal
and Delete Customer.
On a phone the header is the customer's name with a back arrow, a +
(Create Job) and a ⋮ that holds the same actions. Under it a single
scrolling strip shows the status badges, the parent account, the email, the
phone and any draft invoice or quote counts; tap any of them.
The tabs
| Tab | What's in it |
|---|---|
| Overview | Details (contact information, billing and terms, the Rate Card line, notes), Activity and Notes. |
| Inbox | Every conversation with this customer, filtered by All, Portal, Text, Email, Calls or Requests. |
| Contacts | Contacts, Portal Access and Notification Preferences. See Adding Customers and Contacts and Customer Portal Access. |
| Sites | Street Addresses, GPS Pins and the Rate Card. See Customer Sites. |
| Rentals & Service | The equipment out at the customer's sites and what is due next. |
| Financial | Quotes, invoices, payments, expenses, credits and statements. See The Customer Financial Tab. |
| Jobs & Reports | Jobs and Service Reports for this customer. |
| Documents | Agreements and uploaded customer documents. |
| Pipeline | Open deals and won/lost history. |
| Engagement | The customer's marketing sequence history. |
A parent account has no work of its own, so its profile hides Sites,
Rentals & Service, Financial and Jobs & Reports; open a division
to see those.
The Rate Card line
Overview → Details includes a Rate Card line that reads "N Units
Active". The dot is green when the customer has at least one live
rate-card line on an active site and muted when not. Units on paused sites
aren't counted; a quiet "N sites paused" line appears under it instead.