B2B customer, dealer and member portals

Account customers stuck in spreadsheet ordering, dealers calling for price lists and members emailing for documents are not a marketing-site problem. You Go Media’s B2B web portal programs are for organizations across Canada and the US that need secure logins with roles, accounts, documents, quotes, orders and status, once public storefronts and shared passwords stop serving the business.

Part of Application Foundation. We do not publish user-count or efficiency figures.

Orders re-keyed from email and shared dealer logins

Ops teams re-key orders from email while dealers share logins or FTP folders that fail the next security review. The other common mistake: bolting account pricing onto a public Woo storefront that cannot handle roles, hierarchies or ERP-backed stock reliably.

If the job is a secure login environment for customers, dealers or members rather than another brochure redesign, You Go Media scopes a portal program with you. Full ERP replacement is out of scope. When needed, we pair the portal with API integrations or legacy PHP upgrades.

Portal vs storefront vs internal tool

• Portal: authenticated B2B users, roles, documents, quotes/orders, status
• Public storefront: catalogue commerce without account hierarchies points to an ecommerce build, which we confirm with you during scoping
• Marketing site: a brochure CMS points to WordPress development
• Just connecting systems: connecting systems with no user interface points to API integrations

Roles, accounts and the email workflows a portal replaces

• Roles and accounts first: user roles (RBAC) and account hierarchies are scoped before any interface design
• Workflows that replace email: documents, quotes, orders and status handled in the portal instead of the inbox
• Integrations as an enabler: CRM, ERP and payment connections through our API integrations work, in support of the portal
• Legacy portal rescue: runtime risk routed to legacy PHP upgrades when EOL PHP is the blocker
• Founder-accountable scoping: a named founder accountable for your portal scope, and no timelines we cannot support

What a first release usually includes

A portal scoped to do everything at once tends to stall before anyone logs in. We scope a first release around the workflows that cost your team the most time today and keep a written list of what waits for later, so the first release has a finish line.

• Roles and account hierarchy: who logs in, which company they belong to and what each role can see and approve
• Account pricing display: each customer sees their own prices, pulled from your system of record
• Documents: price lists, specification sheets, invoices or member files, shown only to the right roles
• Quotes and orders: request, approve and place, replacing the email back-and-forth
• Order status: where an order stands, without a phone call

Integration first, with your ERP or CRM as the system of record

Prices, stock and account data should live in one place. The portal reads from and writes to your ERP or CRM instead of keeping a second copy that drifts out of date. Before interface design starts, we map with you:

• Which fields sync, in which direction and which system wins when the two disagree
• How often each sync runs: on every action, on a schedule or overnight, depending on how fresh the data must be
• What happens when a sync fails: failed records are held in an error queue for retry rather than dropped, and an alert goes to a named owner on your team or ours

The connection work itself is delivered through API integrations.

Pilot with real accounts, then roll out

Launching to every dealer or customer on day one puts your reputation on the first version. A pilot lowers that risk: a small group of real accounts places live orders through the portal while the old process stays available as a fallback.

• Pilot group: chosen with you, usually a mix of high-volume and typical accounts
• Fixes before rollout: issues found in the pilot are resolved before the wider launch
• Adoption owner: someone on your team owns invitations, account questions and follow-up with accounts that have not logged in

Security, access and handover

• Role-based access: permissions set per role and per account, scoped before interface design
• Single sign-on: connected to your identity provider when it is in scope
• Audit logging: who did what and when, for orders, pricing views and admin changes
• Documentation and runbooks: how the portal is deployed, how a failed sync is restarted and who to contact
• Ownership: who holds the hosting accounts, code, secrets and deploy paths is settled during scoping, with accounts in your name where possible

Security questionnaires are answered from what is actually built and hosted, and the written scope states which of these items your build includes. We do not claim certifications we do not hold.

Useful to bring to a first portal conversation

None of this needs polishing, and none of it is required to start. Each item helps the conversation stay on your real workflows:

• The files customers ask for most: whichever documents your team sends out by email on request today
• How pricing varies by account: whether customers have their own price lists, discounts or approval limits
• A recent security questionnaire, if a customer has sent you one
• The person who will own rollout: someone who can invite users and answer account questions

First step and support after launch

A portal project starts with an initial consultation, a non-refundable retainer to build your plan: $399 CAD plus applicable taxes, credited toward your program if Pay on Results is approved.

When there is an existing system to assess, such as a current portal or ERP connection, we usually recommend starting with a technical diagnostic (from $1,495 CAD plus applicable taxes). The diagnostic fee is credited toward any project or retainer that acts on its findings, if you proceed within 60 days of delivery.

After launch, support is billed as tickets at $150/hour CAD in 15-minute increments, or from prepaid blocks at $125/hour CAD with a 5-hour minimum per purchase, plus applicable taxes.

Services that often pair with a portal

• Custom PHP development
• API integrations
• Legacy PHP upgrades
• Web design

B2B portal questions

Is a B2B portal the same as WooCommerce?

Not necessarily. Public storefronts and account portals are different jobs. We decide with you in the consultation whether portal-first or commerce-first is healthier.

Can you modernize a legacy portal on old PHP?

Yes. Often paired with legacy PHP upgrades when runtime risk blocks the product.

Do you replace our ERP?

No. We build portal experiences that respect systems of record; deep ERP replacement is referral territory.

Start a B2B portal conversation

Share who must log in (customers, dealers or members), which workflows are stuck in email or spreadsheets and whether ERP or CRM sync is required. Then request a project scope, and we will confirm next steps.