B2B reorder for a distributor
- Customer signs in and sees contract pricing
- Previous orders are offered as one-click templates
- Live stock shows what ships today
- Order lands in operations without re-keying
- Confirmation and tracking appear in the portal
Customer portals that let clients serve themselves.
Your customers want answers without waiting for a reply. VYSA builds portals that give them orders, documents and account status directly from the systems you already run.
Signs the current setup is holding you back.
- “Our accounts team spends the first hour of every day resending invoices.”
- “Our best customers still email a spreadsheet when they want to reorder.”
- “Dealers ring us to check stock before they can quote their own customer.”
- “We have a portal, but customers still phone because it doesn’t show what they need.”
What it is
A customer portal is a secure place where your customers, dealers or partners can see their account and act on it: reorder, download an invoice, approve a quote or raise a request. Done well, it removes a large share of routine emails and calls.
Most portals bolted onto generic tools show a thin slice of the relationship. VYSA designs the portal around what your customers ask for, with data drawn live from your CRM, ERP or warehouse system.
Identity, payments and document signing connect to proven services. The experience, the rules about who sees what and the workflows behind each request are built for your business and owned by it.
Problems it solves
Inbox as the service desk
Customers email for invoices, order status and price lists, and staff spend hours answering the same questions.
Reorders typed by hand
Repeat B2B orders arrive by email or phone and are re-keyed into the order system, with errors at each step.
Partners working blind
Dealers and partners can’t see stock, pricing or the status of their requests without calling someone.
Documents scattered everywhere
Certificates, contracts and statements live in shared drives and email threads rather than one trusted place.
Generic portals nobody uses
Off-the-shelf portals show what the vendor decided, not what your customers need, so adoption stays low.
Example workflows
Account self-service
- Customer opens statements and open invoices
- Downloads documents and certificates on demand
- Pays an invoice through the connected provider
- Balance updates in the portal and accounting
Dealer request handling
- Dealer submits a warranty or service request
- Photos and serial numbers are attached
- Request routes to the right internal team
- Dealer follows status without chasing
- Outcome is recorded against the account
What VYSA might build
Account overview
One view of orders, invoices, open requests and contacts for each customer.
Self-service ordering
Catalogs, contract pricing, reorder templates and approval steps for buyers.
Quotes & approvals
Customers review, comment on and accept quotes without email back-and-forth.
Document library
Statements, certificates, manuals and contracts organized by account and permission.
Support requests
Structured request forms that route to the right team and show progress to the customer.
Partner & dealer access
Separate roles and views for dealers, resellers or subcontractors with their own rules.
Roles & permissions
Company accounts with multiple users, buyer limits and visibility rules you control.
What we integrate rather than rebuild
Commodity problems already have excellent answers. We connect them to your system instead of rebuilding them.
Identity & sign-in
Customer sign-in and single sign-on run on an established identity provider.
Payments
Invoice and card payments go through a mature payment provider, with status synced back.
Accounting ledger
Invoices and balances are read from your accounting system rather than duplicated.
E-signature
Contracts and approvals are signed through a proven signature service.
Email & notifications
Confirmations and alerts are delivered through a reliable email and messaging service.
What changes day to day once it’s live.
Customers find it themselves
Invoices, certificates and order status are a sign-in away instead of an email away.
Orders arrive ready to process
Repeat orders land in operations already structured, with nothing re-keyed from an email.
Partners see what they need
Dealers check stock, pricing and request status without calling your team.
Every request on the account
Questions, approvals and outcomes are recorded against the customer, not buried in someone’s inbox.
What you own at the end.
The portal is built as an asset of your business, not a feature leased from a platform. How code, data and infrastructure are handed over is set out in the project agreement before work begins.
Your customer experience and the rules behind it stay under your control, so the portal can grow with your service. VYSA Care can host and improve it, but Care is optional: you stay because it is useful, not because you can’t leave.
A typical rollout
- First: account & documentsCustomers sign in to see invoices, statements and documents drawn from your existing systems. It is read-only, low risk and removes the most common requests straight away.
- Then: ordering & paymentsReorders, contract pricing and invoice payments follow, writing back into operations and accounting once customers trust the read-only view.
- Later: requests & partnersService requests, quote approvals and separate dealer views are added as you learn which features customers actually use.
Relevant industries
Related systems
Questions
Can the portal use data from our existing systems?
Yes. Most portals read and write to the CRM, ERP, warehouse or accounting systems you already run, so customers see live information rather than a copy.
Can different customers see different things?
Yes. Pricing, catalogs, documents and actions can be set per customer, per company role or per partner type.
Do we need to replace our ERP first?
No. A portal is often the first project because it sits on top of existing systems and delivers value without replacing them.
How long does a portal take to build?
It depends on scope and on how many systems it connects to. We define a phased plan after discovery, usually starting with the requests customers make most.
Tell us how this part of the business runs today. We’ll show you what a better system looks like.
Bring the spreadsheets, the workarounds and the tools you rely on. We’ll map what a Customer Portals built around your operation would include, what to integrate and what to retire.