Getting Started

Using Portfelio with ChatGPT: getting started

The Portfelio plugin lets you work with your Portfelio account from a normal ChatGPT conversation. You can ask about projects, contracts, invoices, expenses, appointments, galleries, Checklists and client-facing work. You can also ask ChatGPT to prepare changes, then review and approve them before they are saved.

Before you start

You need a Portfelio account.
You need a ChatGPT account that can use plugins.
Portfelio must be available in the ChatGPT Plugins Directory. If you cannot find it yet, it may not be published for your account or region.

Connect Portfelio to ChatGPT

Open the Plugins Directory in ChatGPT.
Search for Portfelio and install it.
If ChatGPT shows Connect or Sign in, select it.
Sign in to your Portfelio account.
Review the requested access and choose Allow.
Start a new conversation and make sure Portfelio is enabled for that chat.

ChatGPT may ask you to connect only when you make your first Portfelio request. That is normal.

Try your first request

Start with a simple read-only request:

“Show me my three most recently updated Portfelio projects.”

ChatGPT should use Portfelio, return matching projects and explain what it found. A read-only request does not change anything in your account.

Things you can ask

Find projects and understand what is happening

“What is my next booked project?”
“Find the wedding project for Maria Garcia.”
“Show me new inquiries that I have not added to projects yet.”
“Does Sofia’s project have a signed contract and a paid invoice?”
“Show me the galleries and Checklist for Daniel’s project.”

Review finances and business information

“How much revenue do I have from booked and completed projects this month?”
“List my expenses from September.”
“How much storage am I using, and which plan am I on?”
“What appointments and calendar events do I have this week?”

Work with contracts and invoices

“What does Maria’s contract say about cancellation?”
“Create a €1,200 invoice for Anna’s portrait project with a €300 deposit.”
“Attach my standard wedding contract template to Daniel’s project.”
“Mark the invoice for Sofia’s project as paid.”

Prepare client work

“Add batteries, two memory cards and printed directions to the Checklist for Anna’s wedding.”
“Mark ‘Confirm parking’ as completed on Daniel’s Checklist.”
“Create a questionnaire for Maria asking about family groups, important guests and accessibility needs.”
“Add a welcome message and gallery section to Sofia’s client portal.”
“Create a simple client Brief for the portrait session on 18 October.”

Create and update records

“Create a new project for Alex Morgan, alex@example.com, for a family session on 12 November in Barcelona.”
“Change Maria’s project status to booked.”
“Log a €75 expense for studio rental today.”
“Remember that my standard portrait-session deposit is €200.”

How to write a useful request

A good request normally contains four things:

The action: find, show, create, update, add or mark complete.
The record: the client or project name.
The details: amounts, dates, wording or Checklist items.
The limit: what ChatGPT should not change.

For example:

“Find Anna’s wedding project, add ‘Charge both cameras’ to its Checklist, and do not change any existing items.”

If more than one project matches, ask ChatGPT to show the choices before making a change.

Review changes before approving them

Reading information is different from changing it. When a request will create or update something in Portfelio, ChatGPT should show the proposed action and ask for confirmation.

Before approving, check:

the correct client and project;
dates, currency and amounts;
the exact text or Checklist items;
whether existing information will be replaced or only extended.

If anything is wrong, do not approve it. Tell ChatGPT what to correct and review the updated action.

What the plugin does not do

The Portfelio plugin does not send invoices, charge clients, publish social posts, edit gallery photographs, sign contracts, book flights or send emails on your behalf. It can prepare and organize supported Portfelio records, but you remain in control of customer-facing and financial actions.

ChatGPT can still help you write ordinary text, such as an email draft, without sending it through Portfelio.

If ChatGPT cannot find something

Check that Portfelio is enabled in the current conversation.
Use the client’s full name, project name, email address or event date.
Ask ChatGPT to search first and show the matches without changing anything.
If the connection expired, sign in to Portfelio again.
If Portfelio recently gained a new capability, refresh or reconnect the plugin and start a new chat.

A useful recovery prompt is: “Do not change anything yet. Search Portfelio for projects matching Maria and show me the possible matches.”

Disconnect ChatGPT

In Portfelio, open Settings → Connected apps, find ChatGPT and revoke its access. You can also remove or disconnect Portfelio from ChatGPT’s plugin settings. Revoking the Portfelio connection stops that authorization from accessing your account.

Privacy and safe use

When ChatGPT uses the Portfelio plugin, information returned by the requested Portfelio operation is shared with ChatGPT so it can answer you. Ask only for the information you need, check changes carefully and avoid placing unnecessary client information directly in your prompt.

For more information, read the Portfelio Privacy Policy. If you need help, visit the Portfelio Help Center.

Quick prompts to copy

“What is my next booked project?”
“Show me this month’s revenue and expenses.”
“Read the cancellation terms in Maria’s contract.”
“Show me the unanswered questions in Daniel’s questionnaire.”
“Create a project for Alex Morgan’s family session on 12 November.”
“Add ‘Confirm sunset time’ to Sofia’s Checklist.”
“Create a €1,200 invoice with a €300 deposit for Anna’s project.”
“Log a €75 studio-rental expense today.”
“Update Maria’s client portal welcome message to: We cannot wait to photograph your day.”
“Do not change anything. Show me what is still missing from Daniel’s project.”