Operations Portal vs. Client Portal

The system uses two separate portals, the Operations Portal and the Client Portal, each designed for a specific user and purpose within the invoice processing ecosystem. Understanding their differences is key to knowing where specific tasks should be performed.

Note - Quiddly also provides a Debtor Portal, currently not covered by the documentation.

1. Primary User and Goal

The core difference lies in who the user is and what level of control they possess.

• Operations Portal (For Service Provider Staff): This is your execution and oversight center. The users here are your internal staff (operations agents, finance managers). Their goal is to run the entire service—managing all clients, executing collections, configuring global financial rules, and resolving complex ledger issues across the whole platform. Access here is full and administrative.
• Client Portal (For the Invoicing Client/Customer): This is the self-service monitoring center. The users here are the invoicing company’s staff (your customers). Their goal is to monitor and control their specific portfolio of invoices and funds. Access is limited and focused only on their own company’s data and customers.

2. Key Functional Differences in Practice

The difference in goal leads to distinct functionalities for major actions:

Invoice and Debt Management

• Invoice View:
  • In the Operations Portal, staff can edit core fields (like the invoice date or debtor details), add fees, view all financial ledger transactions, and access technical tracing data. It is the hub for active management.
  • In the Client Portal, clients primarily monitor the timeline of events, check their current balance, and submit formal requests (Change Requests) to pause, change the expiry date, or write off a debt. They monitor, they don’t execute core edits.
• Collection Cases:
  • The Operations Portal is where legal action is initiated. Staff can download legal documentation, execute complex actions like a full Write-off, or initiate the Start bankruptcy process.
  • The Client Portal acts as a status monitor. Clients only track the progression of their collection cases and the current Ledger Status (e.g., Execution, Liquidation).
• Debtor Data:
  • Operations Portal users manage two separate debtor profiles: the System Debtor (global risk profile) and the Client Debtor (client-specific rules).
  • Client Portal users only manage the Customers list, which corresponds to their specific view of the Client Debtor profile.

Administrative and Financial Control

• Change Requests (Approval Flow):
  • In the Client Portal, the client submits a request (e.g., Pause Invoice).
  • In the Operations Portal, the staff member acts as the approver, reviewing the request and executing the final Approve or Deny decision.
• Configuration & Bookkeeping:
  • The Operations Portal allows staff to configure global settings, manage all user permissions, and set up the underlying ledger code mapping for the entire system.
  • The Client Portal offers self-service settings specific to the client, such as managing their own user accounts, setting payout accounts, and customizing invoice templates (logo, email message, etc.). Clients primarily use the Bookkeeping area for generating data exports for their own accounting systems.

In summary, the Operations Portal gives your staff the power to change and execute, while the Client Portal gives your customers the power to monitor and request change.