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Invoice tracking portal for clients & finance teams

An invoice and payment tracking portal is where a finance team tracks each invoice from issued to paid and sees how many are overdue, and each client signs in to see only their own invoices.

Pattern: Requests

Describe it to Pory

“We're an IT services company. Our accounts team needs to track invoices from issued to paid, see how many are overdue, and let each client see their own invoices.”

Viewing as

Invoices

Invoices

INV-2058 Backup and email security, Oct–DecAhmed Siddiqui1080Nov 12, 2026Issued
INV-2041 September support retainerAhmed Siddiqui2400Oct 22, 2026Issued
INV-2029 Laptop rollout, 18 staffAhmed Siddiqui6850Oct 7, 2026Overdue
INV-2018 August support retainerAhmed Siddiqui2400Sep 23, 2026Paid
INV-2024 Case management system movePatrick Doyle5280Sep 27, 2026Overdue
INV-2044 September support retainerMei Lin Chow960Oct 6, 2026Overdue
INV-2035 Network cabling, first-floor clinic roomsCarmen Ruiz3100Oct 25, 2026Partially paid
INV-2049 Firewall licenses, three depotsOwen Fitzgerald1450Oct 31, 2026Issued
INV-2051 New hire laptops, three staffIsla Fraser3870Oct 19, 2026Issued
INV-2040 September support retainerOwen Fitzgerald1800Oct 22, 2026Paid
INV-2037 Server migration, raised twiceCarmen Ruiz4200Sep 30, 2026Void

Showing 1–11 of 11

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In plain English

How Pory sets it up

Pory gives every accounts and client a sign-in of their own. Each client sees only their own invoices. It covers issue → paid → overdue. Invoices, documents, statements, clients and team live in Pory's own database, so there's no spreadsheet to keep in sync.

What it does

01

Every invoice sits in one list with client, amount and due date

The invoice list was a spreadsheet one person kept, so every "has Doyle Legal paid?" went to them. In Pory the accounts team keeps each invoice as a row with its client, amount, due date and status, along with what's been paid so far. Anyone in finance can answer a client's question without waiting for the one person who knows.

Tables to manage recordsDone by: Accounts
02

Accounts moves each invoice from issued to paid as the money lands

Knowing which invoices were late meant filtering a spreadsheet and hoping it was current. Each invoice is a card on a board by status, Issued, Overdue, Partially paid and Paid, and the accounts team moves it when the bank shows the money. Void invoices sit in their own column instead of muddying the rest.

Board by statusDone by: Accounts
03

Open the portal and see how many invoices are still out

Getting a feel for what was outstanding meant a Friday afternoon with a spreadsheet. The accounts team's home page counts invoices by status: how many are issued and still within terms, and how many have tipped into Overdue. You know whether Monday is a collections day before opening a single invoice.

Counts, totals & averagesDone by: Accounts
04

Clients look up their own invoices instead of asking for copies

Half the emails to accounts were requests for an invoice someone had already sent twice. In Pory each client signs in and sees only their own invoices, with the amount, the due date and whether it's marked paid, and uploads the PO or remittance advice you've asked for. Accounts stops re-sending PDFs, and no client ever sees another's bill.

Client-only accessDone by: Client

Who sees what in an invoice & payment tracking portal

Every person signs in to their own view. This is what each role in the demo gets.

Accounts

Sees every invoice in the portal.

Pages
Home, Invoices, Status board, Documents, Due dates, Clients

Client

Sees only their own invoices.

Pages
Home, My invoices, Documents, Statements, How to pay
Can start
Send a document
Doesn’t see
Collections notes (on invoices)

What’s in the invoice & payment tracking portal template

The tables and fields Pory sets up for this portal. Describe your own version and change any of them in the editor.

Invoices

  • Invoice (text)
  • Client (link)
  • Amount ($) (number)
  • Due (date)
  • Status (choice: Issued, Overdue, Partially paid, Paid, Void)
  • Issued (date)
  • Paid so far ($) (number)
  • Last payment (date)
  • PO number (text)
  • Collections notes (long text)

Documents

  • What we need (text)
  • Invoice (link)
  • Needed by (date)
  • Status (choice: Requested, Uploaded, Checked)
  • Type (choice: Purchase order, Remittance advice, Proof of payment, Billing details)
  • File (file)
  • Client (link)

Statements

  • Document (text)
  • Type (choice: Statement of account, Credit memo, Letter)
  • Shared (date)
  • File (file)
  • Client (link)

Clients

  • Billing contact (text)
  • Company (text)
  • Payment terms (choice: 14 days, 30 days)
  • Invoices go to (text)
  • Support agreement renews (date)

Team

  • Name (text)
  • Role (text)
  • Phone (text)

The parts behind this portal

Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How Pory builds a portal

Decide

1 part

  • Board by status

    Cards in columns. Drag a record to move it along.

Share

2 parts

  • Tables

    Search, filters, sorting, inline add and edit. The spreadsheet, minus the sharing accident.

  • Counts, totals & averages

    Live figures over the records a viewer is allowed to see.

Control

3 parts

  • Who sees which records

    Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. Pory sets this up from your description, and you can adjust it in the editor.

  • Passwordless sign-in

    A sign-in link by email, by default. Password sign-in if you'd rather.

  • Your brand

    Your domain, your colors, your logo. Members see you.

Frequently asked questions

A client signs in with a link sent to their email and lands on Home. They see Home, My invoices, Documents, Statements and How to pay, and only the invoices that are theirs. From there they can use “Send a document”.

Only accountses. It's hidden from clients: it doesn't appear on their pages or in the records they open.

You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.

More finance portals

All finance portals
Purchase-order approvals portalRequest → approve → fulfillCompliance document collection portalRequest → upload → verifyInsurance claims portalFile → adjust → payLoan application portalApply → underwrite → decide

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Build your invoice & payment tracking portal with Pory

Describe who signs in and what each person needs, and Pory builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited clients.

See pricing · How Pory builds a portal