An adviser that looks things up before it answers.
Your clients ask in the portal or the app — about the open invoice, the next appointment, the state of their contract. The AI adviser sees only this one client’s data, answers from it and from your FAQ, and suggests the next step. The client decides.
In the same package: one-click translation of portal texts in the editor (the portal supports ten languages) and AI steps in workflows. The adviser only suggests payment where online payment (Finance package) is set up.
Adviser
Answers from your data
Looking at your invoices
Checking the frequently asked questions
Invoice R-2026-117 for €1,120.00 is still open — it was due on 30 September. According to our FAQ you can pay by card or direct debit.
What it can look up
- Overview
- Invoices
- Quotes
- Appointments & open slots
- Documents
- Signatures
- Your data sources
- Your FAQ
- Allowed actions
The problem
The pain points we hear most often in customer conversations about this area:
- Many calls are questions whose answer is already in the portal: “Has my invoice been paid?”, “When is the appointment?”
- A generic chatbot on the website knows neither the client nor their contracts — and makes up an answer when in doubt.
- In the evening and at weekends every question waits until Monday.
- What a bot told a client cannot be proven afterwards.
How Portenia solves it
Our take on this area — editor, platform and everyday practice combined:
Sees only this one client
The adviser reads with the signed-in client’s access: invoices, quotes, appointments, documents, signatures and entries from your data sources — the same view as the portal, nothing more. Fields you marked as internal stay out.
Looks up instead of guessing
Before answering it calls the right tools: overview, invoices, quotes, appointments and open slots, documents, signatures, data search, your FAQ and the actions the client may trigger. If it finds nothing, it says so and offers the chat with the adviser.
Your FAQ as the basis
Opening hours, procedures, terms: you maintain the questions and answers yourself, for all portals or for one. For general questions the adviser checks there first — and says when an answer comes from the FAQ.
It suggests, the client decides
Open a page, show an invoice or document, open a form pre-filled: one click. Book an appointment, pay an invoice, trigger an action or message the adviser: only through a confirmation card. Before that the server checks that the slot is free, the invoice open and the action allowed. Forms are always submitted by the client.
Helps fill in forms
When a client wants to report something, the adviser asks for the missing required fields in conversation — two at most per message — then opens the form pre-filled. It takes a photo of the damage, too. Per form you decide: ask, only offer, or never suggest.
A record that holds up as evidence
Every turn is stored as the client saw it — including suggestions. Each message carries the checksum of the previous one; if anything is changed later, the view shows it. Visible on the client — read-only, every view is logged —, exportable as PDF, retention configurable.
Your rules, your tone
Name, greeting and instructions per portal, plus switches for what it may offer at all — payment is off by default. Choose the AI level (Basic, Standard, Premium) between speed and thoroughness. Usage is counted per tenant with a daily cap. The adviser currently replies in German.
Preview
Recreated from the product — this is what your team’s day looks like.
It suggests — booking happens only on “yes”
The adviser takes open slots from your appointment booking. Booking, paying, triggering an action or messaging the adviser only goes through the confirmation card — and the server checks first that it still fits.
Anna Kraus still has these times free next week. Shall I book one of them for you?
Book appointment?
Book the appointment on Tuesday, 14 October, 10:00 with Anna Kraus
One click
- Open a page
- Show an invoice
- Show a document
- Open a form pre-filled
- Chat with the adviser
Only with confirmation
- Book an appointment
- Pay an invoice
- Trigger an action
- Message the adviser
The conversation becomes a pre-filled form
The client says what happened — with a photo from the app, too. The adviser only asks for what is missing, has the contract confirmed from the real list and opens the form pre-filled.
Adviser
A water pipe burst in our basement today.
PhotoI’m sorry to hear that. Does it concern the building insurance for 12 High Street?
Thank you. I have prepared the claim — you can check and submit it yourself.
Open claim formDate of loss
7 October 2026
Type of loss
Burst pipe
Contract
Building 12 High Street
Description
Water pipe burst in the basement …
You decide what it may do
Name, greeting, AI level, a switch per action, a rule per form and your FAQ — set per portal, without prompt tinkering.
Name
Adviser
Greeting
Hello! How can I help?
AI level
May offer
- Book appointments
- Trigger actions
- Pay invoices
- Message the adviser
Per form
- Claim reportAsk
- CancellationOnly offer
- ComplaintNever suggest
Frequently asked questions
When can I reach you?
all portals
How do I report a claim?
all portals
Which payment methods are there?
Business portal
Every conversation on record at the client
What the client asked and the adviser answered sits on the client page — exactly as it appeared on the client’s screen. An integrity chain shows whether anything has changed since.
- KM#a41f
Client · 7 Oct · 18:42
Has my invoice from September been paid yet?
- #9c07
Adviser · 7 Oct · 18:42
Invoice R-2026-117 for €1,120.00 is still open …
Suggested: open invoice
- KM#3e2b
Client · 7 Oct · 18:43
Thanks, I’ll transfer it tomorrow.
What it looks like in practice
Three steps from setup to everyday use.
- 1
1. Switch it on
Enable the adviser in the portal, set name and greeting and decide which actions it may offer.
- 2
2. Set FAQ and forms
Enter common questions and decide per form whether it asks, only shows the way or never suggests it.
- 3
3. Clients ask, you keep the overview
Your clients ask in the portal or the app whenever it suits them. On the client page you see every conversation, as PDF if needed.
Related features
Not to be confused with the AI copilot in the editor
The copilot builds pages and forms with you — it works for your team. The adviser answers your clients. Every tenant has the copilot; the adviser comes with the AI package.
Go to page
Forms & records
The forms the adviser opens pre-filled — with required fields, logic and a record PDF.
Go to page
See Portenia in action.
We are starting out with our first customers. Sign up or talk to our sales team — we will get back to you.