The buyer uploads their payment proofs; you just validate
A per-unit link so the buyer sees their balance and uploads their payments and documents — no account, in their language.
The buyer portal is the layer your development collections were missing: a link you share with the buyer of each home or lot so, with no account, they see their balance and upload their own payment proofs and documents. What they upload does not touch your collections ledger directly — it lands in a "pending review" queue you approve or reject — so you stop chasing proofs over WhatsApp and the file for each sale builds itself, with control always on your side.
| Client | Document | Amount | Status |
|---|---|---|---|
| GDGrupo Delta | Progress billing #3 | $547,300 | Due soon |
| ISInmobiliaria Sur | Invoice A-114 | $212,000 | Overdue |
| GDGrupo Delta | Progress billing #2 | $498,000 | Collected |
What problem it solves
Collections on a development get lost in messages: the buyer sends the transfer photo over WhatsApp, someone downloads it, files it in a folder and types it into a spreadsheet; the contract and the ID sit in another chat. Nobody has, per home, the real balance against the proofs that back each payment, and assembling a sale file at closing is a hunt across chats, emails and folders.
How it works
Share the unit link
From the home or lot record you generate a unique (revocable) link and send it by WhatsApp, email or copied.
The buyer sees their balance and uploads
With no account, they see their unit, their balance (agreed, paid and outstanding) and their history, and upload a payment proof or a document.
It lands in "pending review"
Each buyer upload appears on the unit record with the file; you also get a notification.
You approve or reject
Approving a proof turns it into a real payment on the unit; approving a document files it in the unit’s records. If it does not add up, you reject it.
What's included
- Public per-unit link, no account for the buyer
- The buyer sees their balance: agreed, paid and outstanding
- Payment schedule: each date with its amount and status (paid / pending / overdue) and the next due date
- Uploads payment proofs (photo or PDF) and file documents
- A "pending review" queue: nothing touches collections until you approve
- Approving a proof turns it into a real payment on the unit and the client
- Portal in your company’s language, with an es · en · pt switch
How the buyer portal works, under the hood
A link per unit, not one more account
The buyer of a home does not want to install anything or create an account to send you their proof; they want to do it from their phone, in a minute. That is why the buyer portal is a per-unit link: you share it from the home or lot record — by WhatsApp, email or copied — and the client opens it and is already inside, seeing only their unit and with no sign-up.
That link is the key, and it is scoped on purpose: it grants access only to that unit, never to the rest of the development nor to your account. It is revocable — you generate a new one whenever you want and the old one stops working — and it shows in your company’s language, with a switch so the buyer can change to Spanish, English or Portuguese. It is the same kind of link you already share with a supplier for a purchase order or with a client for a change order, applied to the buyer’s collections.
The difference from sending everything by chat is that the link is not a message that gets lost: it is a living window into the unit. The buyer comes in today to upload their first payment and returns next month for the next one, always in the same place, seeing their balance updated. There is no WhatsApp thread to trace nor a folder to rebuild.
- One link per home or lot, no account for the buyer
- Access scoped to that unit, revocable at any time
- Opens from the phone, in your company’s language
- A living window into the unit, not a message that gets lost
The buyer sees their balance, not a black box
A good share of collections messages are really balance questions: how much have I paid, how much is left, did my last deposit arrive. When the buyer has nowhere to see it, they ask you, and you have to go to the spreadsheet to answer. The portal cuts that back-and-forth by showing the buyer, on their own screen, the agreed price of their unit, what they have paid and the outstanding balance, with the history of their payments.
That balance is not a number you type for the portal: it comes straight from the unit collections you already keep in Matterial. The agreed price is the sale price; the paid amount is the sum of the payments you have approved; the outstanding is the difference. When you approve a new proof, the buyer’s balance updates on its own, with no need to notify them or send a separate statement.
Showing the buyer their balance also raises the quality of what they send. When they see their outstanding and their history, they upload the proof that matches, with its amount and date, instead of a loose photo with no context. The portal gives them the reference to report well, and you get a proof that already carries the data you need to record it.
- The buyer sees agreed, paid and outstanding on their unit
- The balance comes from real collections, not recaptured for the portal
- On approving a payment, the buyer’s balance updates on its own
- Seeing their balance makes them upload the right proof, with amount and date
Everything the buyer uploads passes through your validation
The obvious risk of letting the buyer contribute is that their photo lands straight in your collections accounting with no one reviewing it. The portal is designed precisely to avoid that: what the buyer uploads — a payment proof or a document — does not touch your collections ledger nor your files. It lands in a "pending review" queue on the unit record, and there it stays until you decide.
From that queue you open the file, review it and decide: approving a payment proof turns it into a real payment on the unit — with its amount, its date and its proof, tied to the buyer client — and the balance updates; approving a document files it in that unit’s records. If something does not add up — an amount that does not match, an unreadable proof — you reject it and it is discarded, without dirtying your numbers.
That is the heart of the design: the buyer contributes, but control stays with you. It is not a form that blindly trusts whatever arrives, nor an inbox you have to clean by hand; it is a flow where each buyer contribution waits for your approval before becoming an official record. Every time the buyer uploads something you get a notification, so the queue is not something you have to go watch.
- What the buyer uploads lands in "pending review", not in your collections
- Approving a proof turns it into a real payment on the unit and the client
- Approving a document files it in the unit’s records
- A notification on each upload; you reject what does not add up, with clean numbers
The sale file builds itself
When closing time comes, a home’s file should be complete: the contract, the buyer’s ID and the backup for each payment. In practice that file lives scattered across chats, emails and a folder someone half-keeps, and gathering it at closing is a manual task that always shows up late.
With the portal, the file builds itself as the buyer contributes and you validate. Each approved proof stays tied to its payment on the unit; each approved document stays in that home’s documents section, alongside the development’s documents as a whole — the land deed, the licenses, the plat. There is no "gather everything" moment: the file is already together, per unit, because it formed in the same place where you keep the sale.
That turns collections from a chase into a dashboard. Instead of tracking who sent you what and when, you open the unit and see its balance, its payments with proof and its documents, all in one record. The buyer portal is not one more channel to attend, but the one that makes each sale’s collections and file keep themselves, without leaving where the development already lives.
- Proofs and documents stay on the unit record, per sale
- Alongside the development’s documents (deed, licenses, plat)
- No "assemble the file at closing": it is already together
- Collections go from chasing messages to reading a per-unit dashboard
By WhatsApp and folders vs. with the buyer portal
The same buyer collections, kept two ways.
| Today (WhatsApp + spreadsheet + folder) | With the buyer portal | |
|---|---|---|
| How the buyer reports a payment | A loose photo by chat, no context | In their portal, seeing their balance, with amount and date |
| The buyer’s balance | They ask and you look it up in the spreadsheet | They see it themselves, updated, on their screen |
| What happens to what they send | Typed into the ledger by hand, no clear review | Goes to review; nothing touches collections without your approval |
| Proof of each payment | In a folder or in the chat | Tied to its payment, on the unit record |
| Buyer documents | Scattered across chats and emails | In the unit’s file, by category |
| Assembling the file to close | A manual hunt at closing | Already together, per unit |
| Buyer’s language | Whatever whoever answers the chat speaks | Portal in your company’s language, with a switch |
Illustrative example: a home in collections
A hypothetical unit of a development. The figures are only to show how the buyer’s balance looks in the portal; they do not represent a real case or a guaranteed result.
Illustrative example with hypothetical figures. It is not market data or a guaranteed result; it only explains how the agreed price, approved payments and outstanding balance appear in the buyer portal.
One scenario per role
Opens the link the developer sent, sees how much they have paid and how much is left, and uploads the photo of their latest transfer with its amount and date. They install nothing and create no account, and their balance updates when the payment is approved.
Instead of downloading photos from WhatsApp and typing them, they review each unit’s "pending review" queue and approve the proofs that add up. Payments flow into collections on their own and each buyer’s balance stays current without double entry.
Sees the development’s collections per unit, with the backup for each payment and each sale’s file building itself. At closing, the home already has its contract, its ID and its proofs in one place.
Who it's for
Works with the rest of Matterial
Coming from another tool?
Frequently asked questions
Does the buyer need an account to use the portal?
No. It is a public link by token: the buyer just opens it from their phone, with no sign-up and nothing to install, and sees only their own unit. It shows in your company’s language, with a language switch.
Does what the buyer uploads land straight in my collections?
No, on purpose. Everything they upload lands in a "pending review" queue on the unit record; nothing touches your collections ledger or your files until you approve it. The buyer contributes, but control is yours.
What happens when I approve a payment proof?
It becomes a real payment on that unit, with its proof, tied to the buyer client. The balance (paid and outstanding) updates, and the payment also appears on the client record in the collections module.
Can I revoke a link I already shared?
Yes. The link is a token of the unit; you can generate a new one whenever you want, which stops the old one from working. It grants access only to that unit, never to the rest of the development or to your account.
What can the buyer upload?
Payment proofs (photo or PDF of the transfer, with amount, date and method) and file documents (contract, ID, others). Each upload stays marked as under review until you approve or reject it.
How is it different from a real-estate sales CRM?
The portal is not prospecting: it is the channel for the already-closed buyer to contribute their proofs and documents, and for you to validate them against their unit’s balance. It builds on the per-unit collections of the developments module, it does not replace it.
Does it work if I sell lots instead of homes?
Yes. The portal is per unit, and a unit can be a home or a lot. A lot buyer sees their balance and uploads their proofs and documents just like a home buyer.
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