CRM & Portals
Give customers a login where they can see their account, pay, raise requests and download reports, without ringing your office.
Superstack builds customer portals for businesses whose phone rings all day with the same requests: a copy of an invoice, a job's status, next week's booking. With customer portal development, NZ businesses hand those jobs to a secure login: customers see their account, pay online, raise requests and download reports, all connected to your accounting software and your job system.
the same five phone calls, all day
customer portal development around the calls you get
We shape the customer portal software around your call log, not a feature list. The requests customers ring, email and text about become the portal's screens, in that order. Each one answers the question, takes the payment or accepts the request without a staff member touching it.
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Each customer gets their own login, with two-factor sign-in if you want it and a password reset that does not involve your office. A property manager logs in and sees only the buildings they manage. The customer login portal knows who is who, so nobody rings to ask for access.
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A customer portal with your accounting software behind it shows the live balance, every invoice with its status, and a statement for any period, pulled from your accounting software as it stands. When a customer rings for a copy of March's invoice, the answer is that it is already in their portal. Next month they check the portal first.
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A Pay now button sits beside every open invoice. Card payments go through Stripe, direct debit through GoCardless, and the invoice shows as paid in your accounting software and the portal. A customer clearing several invoices on a Sunday night means cash in the bank on Monday, with no remittance email to match.
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Customers raise a request from the portal: a blocked drain, an extra clean before an audit, a repair in the back unit. It lands in your job system, and the customer watches the status move from Received to Scheduled to Done. The call asking whether anyone is coming never happens.
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The portal shows what is booked and when: the next fortnightly clean, the annual service. Customers reschedule within the rules you set, and the change flows into your roster. A clinic patient moves their appointment late at night, and the receptionist arrives to an updated diary rather than a voicemail.
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Monthly service reports, compliance certificates, signed agreements and site photos sit in the portal the moment your team uploads them, sorted by site and date. A body corporate secretary downloads the whole year's reports for the AGM without a single email. The report you used to resend goes up once.
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The portal tells customers things before they ask: an email when a new invoice is ready, an SMS the day before a visit, a note when a request changes status. You choose which events send what. Fewer surprises mean fewer calls, and a reminder before the due date means faster payment.
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Your office controls the portal from the same web app: invite a customer, add a second user to an account, decide which documents a contact can see. When a facilities manager leaves the client company, their access ends in one click and their replacement gets an invite.
A customer logs in and sees the next fortnightly clean and the invoice due Friday. They raise a request for an extra clean. The portal creates the job, and your supervisor assigns a cleaner, the one manual step. The customer gets a status text when it is scheduled and another when it is done, and the report goes up from the cleaner's phone. They open the invoice and pay by card. Nobody in your office touched a phone.
Your accounting software supplies the invoices, balances and statements the portal shows, and receives the payment when it clears. Stripe takes cards and GoCardless runs direct debits. Twilio sends the SMS updates. Your CRM provides the customer, contact and site records, and your booking or job system provides the schedule and the request queue.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI is optional in a portal, and a good one needs none to cut the calls. Where it helps is the questions a screen alone cannot answer. See how we use AI and how it sits within business process automation.
A customer asks why this month's invoice is higher and gets an answer from their own data, or a person.
Before returning a call, staff see a short brief of recent requests, payments and complaints.
A leak goes to maintenance and an invoice query to accounts, without anyone sorting them.
Your staff run the portal from the web app: approving new customer logins, watching the request queue, uploading reports and checking which invoices were paid overnight. It is the same screen they use for jobs and customers.
Customers mostly open the portal in a phone browser, so it is built for that first. If your customers want an icon on the home screen with push notifications, the same portal ships as a customer app without a second build.
The customer self-service portal itself: account, invoices, payments, requests, bookings and documents behind one login. Portal, web app and mobile app read from one database, so an invoice paid at midnight shows as paid to your accounts team first thing.
Clients see every site, its schedule, the monthly report and the invoice.
Property managementOwners check statements and maintenance, tenants raise repairs, and both stop ringing.
Trades with service contractsCommercial customers log call-outs, track the fix and pay online.
ClinicsPatients book, reschedule, see results letters and settle accounts after hours.
Professional servicesClients find the engagement letter, the latest draft and the invoice without asking.
DistributionTrade customers check orders, balances and delivery dates instead of calling the rep.
Quickest start
We customise our existing portal module with your logo, your accounting software and your document types. It suits businesses that want invoices, payments and requests online without a long project.
Most common
We build the portal alongside a service CRM, job scheduling or a booking system, so the customer-facing side and the office side are one platform from the start.
Fully bespoke
A bespoke portal for customers with unusual needs: multi-level accounts such as head office and branches, regulated data, or a portal that is itself the product you sell.
Yes. The portal reads invoices, credit notes, payments and the running balance from your accounting software each time the customer opens the account page, so what they see matches what your accounts team sees. Statements generate on demand for any date range. Payments made in the portal post back to your accounting software, and payments your team records in your accounting software appear in the portal. MYOB works the same way.
Yes. The portal carries your logo, colours, fonts and wording, and runs on a subdomain of your own website, so customers never see a Superstack name. Emails and texts it sends come from your addresses. We follow your brand guidelines, or match your website if there are none. The only thing customers should notice is that you have made their lives easier.
Yes. We design every screen for a phone first, because that is where customers open it: paying an invoice, raising a request with a photo from the camera, checking tomorrow's booking. No app store download is needed. If you want a proper app with push notifications, the same portal becomes a customer app without rebuilding the back end.
Each customer sees only records tied to their account, enforced in the database, not just hidden on screen. Logins use strong passwords with optional two-factor, sessions expire, and every download and payment is logged with who did it and when. Data sits on encrypted servers, with backups, and your staff's access is role-based so a contractor cannot open the invoices.
It depends on what the portal has to show and connect to. A customer account portal NZ businesses run on your accounting software alone, with invoices, statements and online payment, is the simplest build. Adding requests, bookings and documents means connecting your job or booking system. We scope it in a short conversation and give you a fixed price for a first version, and add modules later.
Yes. Every record in the portal is tied to a customer, and a customer's users see only that customer's sites, invoices, requests and documents. Within one customer you can go finer: a head office contact sees all branches, a branch manager sees theirs, and a site contact sees one site. Your office sets those permissions, and the rules apply to every screen, download and notification.
Built around the way you work.
Your business shouldn't have to fit someone else's software. Tell us how your business works. We'll show you what Superstack can build around it.
List the five things customers ring you about. We'll show you them in a portal.
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