WindowBossPro Blog — Storefronts & Commercial

One Account, Many Addresses: How Commercial Window Cleaning Clients Are Set Up

The single most important decision in commercial window cleaning records is what counts as the customer. Get it right and everything downstream is simple: routes, notes, photos and billing all fall into place. Get it wrong and you spend every month merging invoices and hunting for which building a note belonged to.

The Customer Is the One Who Pays

The previous article, Property Managers With Many Locations: Running Their Window Cleaning as One Account, described why a manager with a dozen buildings should be one account. Here is the general rule behind it.

In WindowBossPro, the client is whoever pays you. The addresses are the places your crew goes. A single bakery is one client with one address. A dental group is one client with five addresses. A property management company is one client with every building you clean for them.

This sounds obvious, but many window cleaners who start on spreadsheets or generic field-service software end up with one customer record per building, because that is the only way their old tool could hold a separate address. That leads to duplicated contacts, scattered notes and a separate bill for every location.

Step 1: Create the Client

Add the business or management company as a client with its main contact: the owner, the office manager or the property manager. Add a phone number that can receive texts, so two-way texting and automatic alerts reach the right person, and an email for invoices and statements.

Add tags right away. Storefront for single-location businesses on your route, Commercial for property managers, offices and larger accounts. Tags make it easy to pull every commercial client into a list or a report later. More on that in Tags and Custom Fields for Commercial Window Cleaning Clients.

Step 2: Add Every Address

Add each location the client pays for as its own address. A strip center can be one address for the whole row or one per unit, depending on how the manager wants to see it on the bill. Office parks with several buildings usually work best with one address per building.

New addresses are placed on the map, so they show up on the Waiting List and in route planning just like your residential customers.

Step 3: Record the Window Details on Each Address

Each address carries its own window details:

• Number of windows for that location
• Stories: 1-story, 2-story or 3+ story
• Sides: outside only, inside and outside, or inside only
• Extras: screens, tracks, hard-water removal
• Access notes: back door, key, alarm, parking, time rules

These show under the address on the office lists and on the tech's phone, like “38 windows · 1-story · Outside only.” Because they are on the address, not the client, the medical building and the retail center under the same manager each show their own details.

Step 4: Set Recurring Services per Address

Each address gets one or more recurring services with a minimum number of days between visits. Storefronts usually run every two weeks (14 days) or monthly (30 days). Office outside glass might run quarterly (90 days). Inside glass might run twice a year (180 days).

You can put several services on one address when different parts of the building are cleaned at different frequencies. Each comes due on the Waiting List on its own. Pins on the map are colored not due, due now and overdue past a 7-day grace, so you see every location that needs attention across every account.

Step 5: Choose How the Account Is Billed

Single storefronts usually do best with a card on file, charged when the tech taps Complete or on a schedule. Each visit gets an invoice with line items and sales tax.

Multi-location clients usually want Monthly billing. Set the account to Monthly and it gets one statement each month covering every visit at every address, with each line labeled with the address. The manager sees one document instead of a stack, and you send one reminder instead of many if it runs late.

What You Get From Setting It Up This Way

• One contact record and one text thread per account
• Notes that stay with the building they describe
• Each location coming due on its own cycle
• Photos filed under the right address and visit
• One monthly statement instead of a pile of invoices
• Reports that show the whole account, not scattered pieces

If you already have commercial accounts split across several records, it is worth merging them now, while the account is small. Every month you wait adds more history to untangle.

Set It Up Once, Use It Every Month

One client, many addresses, details and cycles on each address, and billing on the account. That is the whole structure. For everything that sits on top of it, visit the WindowBossPro commercial window cleaning software page.