The recipient portal: how to get your customers to accept and pay invoices sooner

The recipient portal: how to get your customers to accept and pay invoices sooner

Most late payments don't start with bad faith: they start with an invoice lost in an inbox. The recipient portal attacks exactly that point — it turns every invoice into a living page where your customer sees it, accepts it and confirms payment, with nothing to install and no account to create.

What it is

Every recipient you register in InvoSeal can receive a personal portal link. Opening it, they see: pending and paid invoices, the downloadable PDF of each one, and two buttons that change the commercial relationship — accept or reject the invoice, and confirm payment once they make it.

No passwords, no sign-up: the link is the access (tokenised and revocable). Zero friction for your customer; full traceability for you.

Why explicit acceptance changes collections

• Disputes surface in days, not months. If the customer is going to question the invoice, they will do it on first view — not when you chase payment 60 days later. Early rejection with a reason lets you issue the corrective invoice now.
• No more "I never received it". The portal records when the invoice was viewed and what was decided. That trail is gold in any claim.
• Acceptance commits. An expressly accepted invoice is much harder to dispute later — psychologically and legally.
• The payment status is declared by the customer, and you see it on your dashboard without chasing anyone by phone.

How to activate it, step by step

1. In Recipients, open the customer's record (or create it: name, tax ID, country, email — with VIES validation for EU companies). 2. Generate the portal link and send it (or let InvoSeal embed it in the invoice email). 3. From then on, every invoice issued to that recipient appears in their portal automatically, in their language — with the invoice itself always bilingual (their language + Spanish).

The states you will see on your dashboard

• Sent → not opened yet: after a few days, the automatic reminder does its job.
• Viewed → opened but no decision: the perfect moment for a commercial call, not a collection call.
• Accepted → all clear: schedule the payment.
• Rejected (with a reason) → corrective invoice or a conversation — but today, not at maturity.
• Payment confirmed → reconcile with the bank and close the loop.

That funnel — sent, viewed, accepted, paid — is in practice a mini collections CRM: a Monday glance at where each customer is stuck tells you more about future cash flow than any forecast.

Three real-world tips

1. Activate it for every recurring customer, not just the big ones: it costs nothing and small overdue invoices are the ones that eat your time. 2. Agree in the quote that invoices will be communicated through the portal: the lost-email excuse disappears from day one. 3. If a customer systematically rejects without reasons: that's commercial information, not a technical problem — the portal is giving it to you for free.

Want to see it live? The "Recipients and their portal" video in the manual (button «? Manual» → videos) walks through it in 34 seconds. And for any doubt while activating it, open a Support ticket and we'll set it up together.