07Client experienceClient Portal with Order Life Tracking
Clients asked the same questions every week and every answer was already in Zoho. I gave each client their own window into it.
The problem
Most inbound from clients was the same question in different words. Where is my order, what did we agree, did that invoice go out.
Every answer already existed in Zoho. It was just locked inside our tools, so someone had to look it up and type it back out.
Sourcing orders also run for months, so the same client asks again next week.
What I built
I built a portal on top of live Zoho data. Each client sees their own records and nobody else’s.
I made the logins provision themselves from the contact record, so putting a client on it is not a separate job.
I added an AI tab that answers questions using only that client’s own orders, invoices, calls and emails.
How it works
- Accounts, contacts, deals and invoices sync from Zoho CRM and Books.
- Each client sees their orders, landed costs, QC reports, documents and invoices.
- Call history comes with transcripts from Zoom and RingCentral.
- Email thread history is pulled through from the CRM.
- An Ask AI tab answers questions grounded strictly in that client’s own records.
- A 14-day window opens after delivery for defect reports with photos, with reminders and automatic close-out.
- It runs in Docker with separate production and staging stacks.
What changed
Clients check the answer themselves instead of emailing for it.
The orders, the costs, the QC and the paperwork sit in one place for the whole life of an order.
The team stopped looking things up in Zoho and typing them back out.
