How the month-end portal round works
Every step from the first client to the month-end board, what you need before you start, what the extension refuses to do, and the points where it hands back to you.
Four steps, two of them only once.
Adding a client and showing it a supplier happen once. Running the month and checking the board happen every month. Pick a step to see its screen.
Enter the business and its bookkeeping inbox address. An unfamiliar address has to confirm a link before bills go to it.
banksia-physio@inbox.exampleConfirmedEvery bill for this client is emailed here.
Sign in yourself, go to the bills page and download one bill. Portalsweep writes the steps down for you to read before you accept them.
- Open
account.coastwaytolls.example/sign-inYou sign in here - Click“My account”
- Click“Statements and invoices”
- FilterInvoice date to the month being run
- DownloadEach PDF in the list
- Next pageUntil the dates leave the month
Never clicks, on any supplier
- Pay now
- Autopay
- Direct debit
- Go paperless
- Change plan
Portalsweep works through each client’s suppliers in its own window. When a site asks for a password or a code, it waits for you to type it in.
my.southerlypower.example/verifyEnter your code
We sent a 6-digit code to the mobile ending in 482.
Example supplier portal
Your turn: enter your code
Southerly Power · Wattle St Bakery
The run carries on once the portal accepts the code.
Use the Portalsweep window.
- Banksia Physio · Galah MobileDone · 1 of 1 bill forwarded
- Banksia Physio · Coastway TollsDone · 2 of 2 bills forwarded
- Wattle St Bakery · Southerly PowerWaiting for you
- Wattle St Bakery · Roadhouse Fuel CardNext
Every client and supplier on one page, with the missing bills flagged.
- Wattle St BakerySoutherly PowerNeeds sign-inStopped at the sign-in page.NextInvite the client to run this supplier. Bills still come to the inbox you set up.
- Kestrel JoineryParcelwren CouriersFailedThe portal has changed. Run it again and show Portalsweep the step when it asks.NextAt the changed page it stops and asks you to show it the step. It keeps that fix for good once later runs confirm it.
- Wattle St BakeryRoadhouse Fuel CardMissingBilled last month, but no bill was found this month.NextWorth a call to the client before you lodge.
- Banksia PhysioGalah MobileFetched
- Banksia PhysioSoutherly PowerFetched
- Banksia PhysioCoastway TollsFetched
- Wattle St BakeryCreekside WaterFetched
- Kestrel JoineryGalah MobileFetched
- Kestrel JoineryTallybook CloudFetched
- Mallee FreightRoadhouse Fuel CardFetched
- Mallee FreightCoastway TollsFetched
What you need
The same four things you’d need to do it by hand.
- A computer with Chrome, Edge or BraveThe Portalsweep extension runs there. On a phone you can still check the board.
- Each client’s email-in addressThe address their bookkeeping software gives for emailing bills in.
- A way into each supplier portalYour own or delegated login, or a client who’s happy to run their own suppliers.
- Your client’s permissionTo access their supplier accounts and send their bills on, the same as you’d need doing it by hand.
When the security code goes to your client’s phone
Some suppliers send a code to the account holder every time someone signs in. For those, invite the client. They install the extension, sign in with their own email address and see only their own business.
When they run it, they handle their own sign-in and code, and the bills still go to the inbox you set up for them. Their runs are covered by your plan.
When a supplier changes its website
For every link and button it uses, Portalsweep remembers several ways of finding it again. If one stops working, it tries the others.
If it’s still unsure, it asks an AI model to choose from a short list of likely candidates. The model gets the step’s description and the labels of the old button and the candidates, with the heading and page section of each, and Portalsweep checks its answer against its own scoring. If the two disagree, it asks you to show it the step. It tries that fix first on the next run, and keeps it for good once later runs confirm it.
What it won’t do
- Click anything you didn’t approve when you showed it the supplier, apart from a pop-up’s close button or a “No thanks” link. It only views and downloads bills, and pages through the list.
- Pay a bill, turn on autopay, switch to paperless, or change a plan. If the portal sends it to a page for payments or account settings, it leaves by a plain “No thanks” link when there is one; otherwise the run waits for you to close the page. In a pop-up that mentions paying or cancelling, the only button it will press is the one that closes it.
- Sign in for you, or read what’s typed into a password field.
- Go to websites outside the ones listed for that supplier.
The extension checks these before every action. How they’re tested.
What lands in your client’s inbox
- One email per bill, with the PDF attached, from bills@portalsweep.keenshift.ai.
- Files named by supplier, month and invoice number, like Supplier_2026-08_INV123.pdf.
- A bill is skipped when its invoice number or its exact file has already been sent.
Where it stops
- Every login and security code needs a person.
- It can only fetch from a supplier once someone has shown it that portal.
- A few portals are beyond it, such as ones drawn entirely as images.
- A bill that fails to download stays on the board as Failed, with the reason, until someone runs it again.
Join the early access list and we’ll set up your first suppliers with you.
Start free with three client businesses.