Customer Logins Their Equipment and History, Never Your Costs
Needs a Team plan. Each customer login takes one of your Team seats. Your customer signs in with their own account and pays nothing. Paying an invoice online uses the ways to pay you have already set up.
The Customer role gives a building owner or property manager their own login to the records you keep for them. They see only the locations you tick and only the kinds of record you switch on, in the phone app or on the website. They can look, and pay an invoice if you let them, but they cannot change anything.
What your customer sees
In the app, their home screen says who shared it with them and shows a tile for each thing you switched on: Locations, Work Orders, PM Schedules and Invoices.
Under Locations they see their sites and the equipment at each one: the nameplate details, where it is, its photos, and its service history. Each service log shows the date, the type, the work done, the technician, the company and the parts used, with its photos.
Work orders show the title, the description, the status and the dates. PM schedules show what is coming up and when. Site contacts, if you leave that switch on, show each location’s customer name and its contact’s name, phone and email.
What your customer never sees
No costs, no labor hours or rates, no materials cost, and no invoice lines except on the invoice itself. No parts stock, tools, receipts, maintenance plans or plan pricing, tenants, the inbox, or the list of your team.
Not who a job is assigned to, the subcontractor, or the PO number. When a job was sent to another company, the service log shows your company’s name and no technician, so the subcontractor is never given away.
No location you have not ticked, and nothing that belongs to one. Our servers hand over only what the switches allow, field by field, so the rest never reaches the customer’s phone.
Setting it up
On the Team screen, choose Customer as the role for a new invite and send them the code, or tap an existing member’s role and make them a Customer. They sign in to the app or the website with their own account and join with the code.
Tap their role on the Team screen. Under LOCATIONS THIS CUSTOMER SEES, tick the locations they may see. Until one is ticked, they see none.
Under WHAT THIS CUSTOMER SEES there are six switches: Equipment, Work Orders, PM Schedules, Service history, Invoices and Site contacts. A new customer starts with everything on except Invoices. The dashboard’s Team page has the same switches.
The switches belong to each customer login, so a bookkeeper can see invoices while the building superintendent does not. Only you, the owner, can change them.
Paying invoices online
With Invoices on, the customer sees what is to pay and what is paid. Pay opens the invoice’s own page, the same one SEND TO CUSTOMER sends, where they can pay by card or bank, PayPal or Venmo, whichever you have set up.
Only invoices you have issued and sent appear. Drafts, void invoices and rent invoices never do.
If you have turned off that invoice’s link, the customer is told to ask you how to pay it.
Changing your mind
Switch something off and our servers stop sending it at once. The customer’s phone removes it the next time it syncs.
Untick a location and our servers stop sending anything at it. Delete a location and it comes off every customer’s list for good, even if you later make a new one with the same name.
Removing the customer from your team ends their access.
Frequently asked questions
Does my customer have to pay for an account?
No. They sign in with their own account and pay nothing. The login takes one of your Team seats.
Can a customer see my prices or labor rates?
No. Costs, labor hours and rates, materials cost and invoice lines are never sent to a customer. With Invoices on, they see each invoice’s total and what is still owed, and the invoice itself when they open it.
Can a customer change anything?
No. The Customer role is read-only: they cannot add, edit or delete any of your records. What they can do is pay an invoice you let them see.
Do they need the app?
No. They can use the phone app or sign in on the website.
Can I show one customer only some of their buildings?
Yes. They see only the locations you tick under LOCATIONS THIS CUSTOMER SEES, and none until you tick one.
Who can change what a customer sees?
Only the team owner.
Read next
Free to download. Nothing to set up.
Core tracking is free forever and works with no signal. Pro adds cloud sync, the web dashboard, AI scanning and the hosted QR codes.