Working with customers becomes a seamless process when using the Customer Portal. Providing a customer with access is quick and easy to set up. Once enabled users are able to submit orders directly to your system.
📚 The customer profile must be created and SAVED first. Click the link 👉 to learn how to Create a New Customer.
🎥 Watch this video to find out how to grant access to the Customer portal, or follow the steps below:
Step 1: Activate Customer Portal on the Company profile
Navigate to COMPANIES > Customers
Click on the individual customer profile to open
Scroll to the 'Contacts' panel
Toggle 'Access to Customer Portal' on
To provide customers with visibility of charges, include approval / rejecting charges, toggle on 'Show charges on customer portal'
Click SAVE.
🧰 To allow financial details to be visible in the customer portal, including invoices and credit notes, set the 'Show charges on customer portal' toggle to ON. This can also be done via Quick Actions (see below).
To activate Multiple Customers at the same time, use the 'QUICK ACTIONS' function
Select the 'Access to customer portal' option under 'Field*'
This will display the toggle 'Access to customer portal', toggle on.
Click SAVE
The Customer list view will now show with check boxes next to the customer name
Select the customers to update
To select all customers clic the 1st box in the header and all the check boxes will be selected.
Click 'Update Details'
The selected customer profiles will now be enabled for the Customer Profile.
Step 2: Give a User Portal Access
User access can be activated via the Contacts panel in the customer profile or via the 'Contacts' List view if the contact already exists in the customer profile.
From the Customer Profile:
Scroll to the Contacts panel in the customer profile
Click 'Add contact'
Enter contact details, including a valid email
Set the Toggle on for Access customer portal.
Click SAVE
‼️ When giving a user portal access, if the 'Access to customer portal' toggle cannot be selected, check the customer profile has Portal access enabled.
From the Contacts list view:
Navigate to COMPANIES > 'Contacts'
Click the edit icon against the contact to be updated
Set the Toggle on for Access customer portal.
Click SAVE
📚 Users will automatically receive a welcome email confirming their portal access.
Accessing the Portal
Once the portal is activated, the user receives a one-time email with a link to the Qargo LogIn page.
The user will enter the registered email and click 'Send Login link' to receive an email with a secure link to login.
A passwords can also be used if preferred.
Once the user has access they are able to:
Create & submit orders directly to the carrier tenant
Edit or cancel orders - this needs to be configured first
View charges and invoices - once visibility is enabled
Review dashboards showing key operational data
Add & modify location data to be used as stops in orders
Set up printer configuration for easy document printing
📚 It is generally not possible to edit the order once submitted via the portal unless this has been configured - more information can be found here
Viewing Invoices and Credit Notes
Customers can now view and download invoices and credit notes directly from the customer portal — no need to contact the operations team.
Prerequisites
A Super Admin must complete all three steps before the Invoices tab is visible to the customer:
Portal access must be enabled on the customer record.
The Show charges on customer portal toggle must be enabled on the customer record.
The Invoice and Credit note document types must be set to visible in Configuration → Documents configuration.
Use Cases
A customer downloads a PDF copy of their latest invoice without contacting the operations team.
A finance contact reviews the charge breakdown before approving payment.
A customer queries a credit note — they view the line-item detail directly in the portal.
How to Enable Invoice Visibility (Admin)
Navigate to the customer record in Customers.
Confirm portal access is enabled for this customer.
Enable the Show charges on customer portal toggle.
Navigate to Configuration → Documents configuration.
Confirm the Invoice and Credit note document types are set to visible.
Ensure that the same type of documents are also available on the "Available document types" option otherwise, customers will not be able to view or upload them.
The Invoices tab appears in the customer portal on the next login.
Configure the dashboard statistics and time at stop
Use Cases
Full-load and container operators want portal users to land on a clean Orders view, because the split collect and delivery dials add confusion where an order is effectively one trip.
Network-freight operators do not record stop times, so the time-at-stop figure is meaningless and is better hidden.
Operators who want a single figure per order can switch to total-per-order statistics instead of separate collect and delivery dials.
Open the Customer portal dashboard settings
NAVIGATE to Configuration > Organisation settings > Tenant > Customer portal.
FIND the Customer portal dashboard section.
Default settings are 'Order statistics: 'split collection and delivery' with the toggle ON for 'Time at stop'.
🧰 The three settings apply to the whole tenant's Customer portal, for every portal customer. They cannot be set per individual customer.
Choose how statistics are shown
SET the Order statistics to 'DON'T SHOW'. When off, all dashboard statistics are hidden, only the News feed remains, and the Dashboard tab is renamed to News feed.
SELECT an option in the Collect and delivery statistics dropdown:
Split collect and delivery statistics (the default): one dial per status for collect and one for delivery.
Total per order statistics: a single dial per status, counting each order once instead of summing its collect and delivery stops, so the dials match the number of orders a portal user actually has.
SELECT an option in the Time at stop dropdown:
Show time at stop (the default): the time-at-stop figure is displayed on the dashboard.
Hide time at stop: the time-at-stop figure is removed from the dashboard.
SAVE the settings.
📚 The default keeps the current behaviour (split collect and delivery dials, time at stop shown), so existing portals are unchanged until a setting is switched.
💬 Portal users keep receiving announcements even when statistics are hidden, because the News feed stays in place.
To publish announcements, see Customer Portal - News Feed: What, Why & How.
Troubleshooting
Issue | Resolution |
The Invoices tab is not visible on the portal. | Confirm that Show charges on customer portal is enabled on the customer record AND the Invoice document type is visible in Documents configuration. Both settings must be active. |
An invoice is visible before it is approved. | Invoices become visible as soon as they leave Draft status. There is no separate publish gate. |
Charges are shown alongside the invoice — expected? | Enabling Show charges on customer portal always exposes the full charge breakdown. There is no option to show invoices without charges in the current version. |
The statistics need hiding for only some portal customers | Not supported. The settings are tenant-wide and apply to every customer on the portal. |
A single dial (such as completed-late) needs hiding on its own | Not supported. Statistics are all or nothing: either all are shown or all are hidden via |
The Dashboard tab disappeared after hiding statistics | Expected behaviour. With |
The | Confirm Super Admin access and that the Customer portal is enabled for the tenant. Contact the Qargo Account Manager if access is needed. |