PortaPro Docs

Win and serve customers

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Customer Portal
24/7 access to schedules, invoices, and service history.
price_change
Quotes & Invoices
View, approve, and pay documents online.
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Online Booking
Customers book roll-offs and event rentals on your website and pay a deposit. Nothing is scheduled until you approve.
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Payment Processing
Secure online payments with flexible options.
sms
Inbox
Portal messages, text (SMS), and email in one inbox per customer, plus a Requests tab for everything customers ask for in the portal.
signature
E-Signatures
Sign contracts digitally with audit trails.
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Service Checklists
Standardized pumping and cleaning workflows.
map
Venue Blueprinting
Pin inventory clusters on satellite maps, link to quotes, and send branded site plans.
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Email From Your Inbox
Send invoices, quotes, and sales email from your real address, with your real deliverability.

Run the field

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Job Schedules & Dispatch
Create jobs, dispatch routes, and manage recurring service.
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Route Optimization
Routes planned around tank capacity, disposal-site hours, and service windows.
smartphone
Mobile App
Offline-first workflows for field operations.
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Unit Pins
Every unit's exact spot on the site map. Drivers move pins from the field.
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Services Hub
Service requests, checklists, and proof-of-work logs for every job.
sms
Team Chat
Channels and direct messages for drivers, dispatch, and the office.
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Walkie-Talkie
Push-to-talk inside the PortaPro app, on the channels your crew already uses, with searchable transcripts.
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Calls & Huddles
1:1 calls and channel huddles for your crew, plus meetings customers join from a browser.

Control the business

inventory
Equipment Inventory
Availability by date, so a weekend booking shows before the weekend.
festival
Event & Tent Rentals
Kits, tents booked by size, pull sheets, scan-back check-in, and charges for what comes back missing.
dashboard
Event Layouts
Tents and tables to scale on the venue or its floor plan, seating charts from the guest list, and a share link for comments and approval.
calendar_month
28 Day Invoicing
Bill every site automatically on the industry-standard 28-day cycle, with duplicate prevention built in.
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Bookkeeping & Billing
Quotes, invoices, expenses and receipts, bank reconciliation, and QuickBooks, Xero and FreshBooks sync.
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Customer Accounts
Profiles, sites and locations, contacts, and history.
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Leads & Deals
The CRM built into PortaPro.
outdoor_garden
Temporary Fencing
Draw the fence on the satellite map or type the feet: panels, gates, stands, clamps and sandbags counted for you, screen priced by the foot.
Roll-Off Rentals
Live ledger for every container on the ground, overage and landfill disposal billed from the weight ticket, and dumpster requests from the customer portal.
local_shipping
Fleet Management
Maintenance, compliance, inspections, and vehicle tracking.
my_location
GPS Tracking
Plug-in trackers for the trucks, battery tags for the units, and an alert when a unit leaves its pin.
phone_in_talk
Business Phone
A real business line with an IVR, ring groups, voicemail, and recording. Click to dial, ring your cell, and every call logs itself on the customer.
manage_accounts
Team Management
Roles, the time clock, and the credentials about to expire.
person_add
Hiring
A careers page, an application built for CDL drivers, and a Hire button that turns the applicant into a team member.
wallet
Payroll
W-2 and 1099 payroll inside PortaPro. In beta, rolling out in stages.
bar_chart
Reporting & Analytics
Gallons by disposal site, overdue sites, and reports on your billing cycle.
water_drop
Septic Service
The tank on the customer's record, pump-out dates predicted, and every septic report form, from pumping to real estate transfer, shipped and attached to the job.
Also in PortaPro:QuickBooks Sync,Xero Sync,FreshBooks Sync,Claude & ChatGPT,Equipment Scanning,Shared Truck Devices,Consumables,Marketing Tools,Automated Review Requests,Septic Reminders,Celebrations,Help & Support

Run your portable sanitation operation from lead to ledger.

One system, 46 features, no per-user or per-vehicle fees or limitations.See all featuresarrow_forward

Learn & Discover

calculate
ROI Calculator
Estimate time, labor, fuel, and cost savings with PortaPro.
route
Route Efficiency Simulator
See how optimized routing can increase weekly service stops.
scale
Dumpster Weight Calculator
Estimate debris weight and the roll-off size it needs.

Support & Training

headset_mic
Support
Submit a request, email our team, or book a call.
support
Help Centeropen_in_new
Guides, documentation, and step-by-step setup resources.
favorite
Our Promise
Why we refuse to let software get worse over time.

GPS Asset & Vehicle Tracking

How GPS tracking works
location_on
Unit tracking device
A sealed battery tag inside the unit. It reports when the unit moves, and the battery lasts five to seven years.
navigation
Vehicle tracker
Plugs into the truck's OBD-II port. Live location, plus odometer and fuel on supported trucks.

Solutions

local_shipping
In the Field
A service day from the yard to the invoice, and where each job goes wrong.
wc
Portable toilet operators
Same-day missed stops, proof for every stop, and rate card invoices.
water_drop
Septic operators
Pump-outs predicted from the tank, and the county's own forms filled from the job.
water_drop
Grease trap service
Each trap on its own cadence, and the FOG 25% rule measured.
Roll-off haulers
Days past term, tons over the allowance, and landfill fees on one final invoice.
celebration
Tent and party rentals
A tent booked by size, packages as one line, every chair checked in.
festival
Event and festival operators
A site plan on the quote, and a weekend priced as a weekend.
account_balance
Municipal contracts
Invoices before the period with the PO printed, and a record of every park visit.
domain
Multi-location operators
Several yards, service territories, divisions, and roles in one account.
Why Operators SwitchPricing
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homeHelp Centerchevron_rightCustomer Portalchevron_rightStaff View, Security and Privacy in the Portal

Staff View, Security and Privacy in the Portal

schedule3 min read
calendar_todayUpdated October 10, 2026
staff viewsecurityprivacyread-only

On this page

Staff view (read-only)Who can open your portalSigning inYour payment detailsLinks that open without signing inWhat the company can seeGood habitsRelated articles

Need more help?

Need more help?

Contact Us

Have questions about PortaPro? Fill out the form below and our team will get back to you within 24 hours.

Or schedule a quick call at a time that works best for you.

Contact Us

Have questions about PortaPro? Fill out the form below and our team will get back to you within 24 hours.

Or schedule a quick call at a time that works best for you.

PortaPro

Contact:
support@portaprosoftware.com

© 2026 PortaPro. All rights reserved.
All-in-one software for portable sanitation operators.

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Privacy Policy·Terms of Service·Accessibility·Contact

Who can open a customer's portal, what office staff can and can't do when

they look at it, how payment details are handled, and what the company can

see.

Staff view (read-only)

Office staff (owners, admins and dispatchers) can open a customer's portal

to see exactly what the customer sees, from the customer's profile with

Quick Actions → View as Customer or ⋮ → View Portal. Drivers can't.

A bar across the top reads Staff view, you are viewing this customer's

portal in read-only mode.

In staff view, staff can see everything in the portal: locations,

units, jobs and service reports, invoices and payment history, agreements,

requests, dumpsters, event layouts and the customer's message history.

Staff can't act as the customer:

  • No Make Payment, Pay everything at once or Autopay.
  • No sending or withdrawing requests ("Staff view, requests are sent by

    • the customer.").

  • The message box and New Message are hidden, so staff can't send

    • messages from the portal. They reply from the office Inbox.

  • No signing agreements.
  • No commenting on, moving or approving event layouts.
  • The Settings gear, the notification bell and the account menu are not

    • shown.

    A staff visit isn't recorded as the customer visiting the portal.

    Who can open your portal

  • People the company has invited as contacts on your account, while

    • the invitation is pending or accepted. When the company removes a contact,

    that person's access stops the next time they open a page, even if they

    are signed in.

  • Nobody else, even by changing the web address. A signed-in person who

    • isn't linked to your account is sent to their own portal at the same

    company, or sees Portal Setup in Progress.

  • The company's office staff, in read-only staff view.

    • Every invoice PDF, statement and service report is checked against your

    account each time it opens, so one customer can never open another

    customer's documents, even with a direct link.

    Signing in

  • Sign in with the email address the company invited and your password.

    • The sign-in screen shows the password rules and has a Forgot password

    link.

  • Each person gets their own login. Ask the company to invite colleagues

    • separately rather than sharing one.

  • Manage your password and sign out from the account menu (your picture at

    • the top right).

    Your payment details

  • Card and bank details are typed into the payment page and go to Stripe,

    • the payment processor. Neither PortaPro nor the company stores your full

    card number.

  • A saved card is kept by Stripe. The portal shows it only by brand and

    • last four digits, and the company sees the same summary.

  • Payments go to the company's own Stripe account.

    • Links that open without signing in

    Some links in emails open without a login so they work on any device: the

    payment page, payment receipts, proof-of-service pages, quote links and

    shared event layout links. Anyone with one of these links can open it, so

    don't forward them outside the people who handle your account.

    What the company can see

  • Everything in your portal, and the messages and requests you send.
  • When you visit the portal (recorded at most once every 12 hours), when

    • you open an invoice PDF, and when you use Pay all or turn Autopay

    on or off.

    The company can't see your password or your full card or bank account

    number.

    Good habits

  • Sign out on shared or public computers.
  • Keep your email account secure: invitations and password resets go there.
  • Use your own login so there's a clear record of who paid, requested or

    • signed what.

  • If something looks wrong, change your password, contact the company

    • (they can remove a login straight away), and check Payment History

    and Your requests for anything you didn't do.

    Related articles

  • Customer Portal Overview
  • Invoices, Payments and Statements
  • Customer Portal Access (for your office)

    • Was this article helpful?

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