Customer portfolios let you split your customer base into groups, for example by region, business unit, customer size or credit controller. Once customers are in portfolios, you can use those groups to decide who works on which customers, what each user can see, and which customers your workflows target.
Example: you create a UK portfolio and a US portfolio, add the right customers to each, and assign your UK credit controllers to the UK portfolio. With portfolio restriction switched on, your UK team only sees UK customers, and you can run a separate chasing workflow for each region.
What you can do with portfolios
Filter your customer list by portfolio to focus on one group of customers.
Assign team members to the portfolios they are responsible for.
Restrict visibility so Members and Viewers only see the customers in their own portfolios.
Target workflows at specific portfolios, and move customers in or out of portfolios automatically.
Choose the email profile used for each portfolio, so each group of customers hears from the right mailbox.
Choose the payment account used for each portfolio when you have more than one Stripe or Adyen account connected.
Setting up a portfolio
Go to Settings → Users & Permissions → Portfolios.
Create a new portfolio and give it a clear name.
Add the users who work on these customers.
Add the customers that belong to the portfolio, then save.
For step-by-step instructions, see Filtering and Assigning Users to Portfolios.
Adding customers to a portfolio
A customer can be added to a portfolio in several ways:
From the portfolio: add customers when creating or editing the portfolio.
In bulk: select customers on the Customers list and use Bulk action. See Bulk assign/unassign customers from a Portfolio.
By CSV import: see CSV import - Assign customer to Portfolio.
Automatically with a workflow: see "Portfolios in workflows" below.
Who can manage portfolios
Admins can create portfolios and change portfolio assignments.
Members can add customers to portfolios if an Admin switches on the Add customers to portfolios permission for them.
Restricting users to their portfolios
To make sure users only see the customers they are responsible for, switch on Restrict users to only see the portfolios they are a part of in Users & Permissions.
The restriction applies to users with the Member or Viewer role.
Admins always see all customers.
If you use User Groups, you can also assign portfolios to a group so all its members are limited to those customers. See User Groups: Managing Permissions in Bulk.
Portfolios in workflows
Target portfolios: add a Customer Portfolio condition to the workflow's trigger node, using is one of to include portfolios or isn't one of to exclude them.
Assign customers to a portfolio with a workflow step, for example when a customer becomes overdue.
Remove customers from a portfolio with the Remove from portfolio step. See Remove Customers from Portfolios in a Workflow.
When a workflow assigns customers to a portfolio, exclude that portfolio in the trigger node. When it removes customers, include it. This stops customers re-entering the same workflow. See Correct assign/remove from Portfolios in Workflows.
Things to note
A portfolio that is used in a workflow can't be deleted. Remove it from those workflows first.
You can export the customers in a portfolio. See Export the List of Customers in a Portfolio.
You can limit an email profile to specific portfolios. See Assigning Customer Portfolios to Email Profiles.
With several payment accounts, Kolleno uses the customer's portfolio to pick the right one. See How Kolleno Chooses the Stripe Account for a Customer and How Kolleno Chooses the Adyen Account for a Customer.