Customer Portal
Give a customer their own sign-in and they can look up their orders and invoices themselves, and place a repeat order without emailing you for a price list. You stay in control of everything that matters: they can only reorder what you've already sold them, the prices come from your price list, and every order they place arrives as a draft for you to confirm.
There's nothing to switch on and nothing extra to pay. Invite one customer, or none.
Giving a customer access
Go to Contacts, find the customer, and click Portal access. The button appears on wholesale customers only — see Retail and wholesale customers if you do not see it.
Enter the name and email of the person who should have the login, then Send invitation. They get an email with a link, they confirm their name, and they're in.
There are no passwords
Your customer never chooses one, and never has one to forget or to reuse from somewhere else. Each time they sign in they enter their email address, we email them a six-digit code, and they type it in. The code is good for ten minutes and works once.
This is the same way you sign in to Iraca yourself, and it means a few practical things:
- Their email address is their login. If it changes, remove the old login and invite the new address — there's nothing else to update.
- They need access to that inbox. A shared address like
accounts@works fine, and is often the right choice for a role rather than a person. - Nothing to reset. There's no "forgot password" to walk anyone through. If they can't get in, they ask for a new code.
A few more things worth knowing:
- Only wholesale customers can be given access. Suppliers have no orders or invoices of yours to look at, and a retail customer is a consumer who checked out once — neither shows the button. If the customer should have a login, mark them Wholesale first.
- One customer can have several logins. A buyer and someone in accounts payable at the same company are two people; invite both. They see the same orders and invoices, because they're the same customer.
- There's no sign-up page. The only way in is an invitation you send. Nobody can find out whether a business is a customer of yours by trying to register.
- Invitations expire after 14 days. Use Resend to send a fresh one, or Cancel if it went to the wrong person.
Only owners and admins can invite or remove portal access.
Taking access away
Click Remove next to a login. They're signed out immediately, not at the end of their session.
Orders they placed stay exactly where they are, with their name still on the record. If you need to give them access again later, just send another invitation.
What your customer sees
Their orders. Everything you've sold them, newest first, with what they paid and where it shipped. On an order that's partly shipped they can see how many of each item have gone out. An order going out on one of your delivery routes shows its delivery window or day, plus a Track delivery button once the route has left — see Local delivery at checkout.
Their invoices. What's been billed, what's been paid, and what's still outstanding, with the PDF to download. This section only appears if you have the Invoicing & Bookkeeping add-on — without it there's nothing to show.
Their account. The name on their login, a note explaining how signing in works, your business contact details, and — once you've approved credit terms for them — their limit (if you set one), what they currently owe, and how much headroom is left. If they haven't been approved yet, they see a short explanation and a form to ask you for terms — that request lands in Credit requests on your Contacts page.
What they don't see
The portal shows a customer only what they already have. It never shows:
- Your costs, margins or any internal notes
- Anything belonging to another customer
- Your own purchase orders or supplier paperwork
- Draft orders you're still writing — those stay invisible until you confirm them
It also uses plainer language than your order screen does. An order held for approval, or one where you've bought a label but not shipped yet, both read as simply Confirmed to the customer. Those are your internal steps, and an order that says "Pending Approval" only invites a phone call asking who's holding it up.
Here's the whole vocabulary:
| Customer sees | What it actually means |
|---|---|
| Received | You have the order; it isn't confirmed yet |
| Confirmed | You've accepted it and it's being prepared |
| Partly shipped | Some of it has gone out |
| Shipped | All of it has gone out |
| Cancelled | It's off |
Menus
If you offer a menu on the portal, customers also see a Menus tab. It works like the catalog and shares its cart. See Menus.
Reordering
On any past order the customer clicks Order again. They can change the quantities, drop items by setting them to 0, and add their own PO number.
What comes out the other end is an ordinary draft sales order on your Orders list, against that customer. Nothing is committed and nothing ships until you confirm it, exactly like an order you'd raised yourself.
That's the important part: a portal order is not a special kind of order. When you confirm it, everything applies just as it would to any other:
- Sales tax is worked out from your rate
- Their credit limit is checked, and the order is refused if it would go over
- Your approval threshold holds it if it's big enough
- All of your usual lifecycle — pick, fulfil, invoice — runs unchanged
You can tell a portal order apart on its Activity timeline, which records Placed by [name] through the customer portal.
They can only order what you've already sold them
A reorder starts from a past order, so the only products in play are the ones on it. A customer can't browse your catalogue, can't order something you've never sold them, and can't reach a product by guessing at it.
If you've since made a product inactive, it can't be reordered and Iraca says so.
You set the price, always
The price on a reorder is never the price on the old order and never anything the customer sends. Iraca resolves every line against your price list at the quantity being ordered — so:
- A wholesale price you've since changed applies at the new rate
- A volume break applies if the new quantity reaches it, even if the old order didn't
- A product with no price list falls back to its catalogue price, as always
If a line falls below that product's minimum order quantity, the customer is told so in the dialog, naming the product and the minimum — the same rule your own order screen enforces. See Wholesale Pricing and Minimum Orders for how those are set up.
Where the portal lives
Each business has its own portal address:
https://app.iraca.app/portal/your-business-slug/loginYour customers don't need to know it — the invitation email takes them straight in, and their browser remembers them afterwards. A customer who buys from two businesses running on Iraca has two separate logins, and one can never see the other's data.
The portal is in the customer's own language, following the same setting as their documents. See Document Language.
What it doesn't do yet
- No online payment. The portal shows what's outstanding; paying still happens however you handle it today.
- No notification when an order comes in. A portal order appears as a draft on your Orders list, but nothing emails you about it — worth a glance at your drafts each morning if you have customers using it.
- Customers can't edit their own company details. Their address and terms are your record of them, so changes go through you.
Browsing your full catalog, not just past orders
Reordering above works from a single past order. Your customer can also browse your whole catalog, build a cart, and check out — see Customer Catalog and Cart.