WindowBossPro Blog — Window Cleaning Software

Property Manager Accounts: One Monthly Statement for Many Addresses

A property manager who hands you six buildings is one of the best accounts a window cleaning company can land. Steady work, recurring schedules and one person to deal with. But it can also be one of the most annoying accounts to bill, if your software treats each building as a separate customer that gets its own pile of invoices.

Why These Accounts Are Different

As Billing in Window Cleaning Software: Invoices, Cards on File and Auto-Charge explained, most homeowners pay per cleaning, often by card on file. Property managers and businesses with several locations work differently. They have an accounts payable process, they want one bill, and they need to know which building each charge belongs to.

The same goes for a small chain of shops, an office park owner, a restaurant group or a real estate company with several listings at a time.

One Client, Many Addresses

In WindowBossPro, one client can have many addresses. The property manager is the client. Each building is an address under that client, with its own:

• Window details — the window count, stories, sides and extras for that building.
• Access notes — which entrance, who has the key, when the lobby is open, where the lift or ladder can go.
• Recurring plan — one building every two weeks, another monthly, a third quarterly.

Every address goes on the map and comes due on the Waiting List on its own schedule, so the office routes each building with the other work on that side of town.

One Monthly Statement

When a client is set to Monthly, they get one statement each month covering every location. Each line is labeled with the address, so the property manager can see exactly which building was cleaned, when, and for how much. Their accounting department can split the bill across buildings without calling you to ask.

Compare that to the alternative: six buildings on every-two-week service is a dozen invoices a month. Each one has to be opened, matched to a building and paid. Property managers notice which vendors make their life easier, and one clear statement is a reason to keep you.

Tags Keep the Account Organized

Tags like Commercial, Storefront and Residential help the office sort accounts at a glance. A property manager's buildings might be tagged Commercial so the office can filter them on lists. Custom fields can hold anything else the account needs, like a purchase order number or a building manager's name. For more, see Clients, Addresses and Tags: Organizing Customers in Window Cleaning Software.

Routing Many Buildings

A property manager's buildings are rarely next door to each other. Because each address comes due on its own and sits on the same Waiting List map as everything else, the office does not have to clean all six buildings on the same day. Each building gets routed with the nearby jobs when it comes due.

If the property manager wants all their buildings done on the same day — some do, for simplicity — the office can assign them all to one van and day on the dispatch board and auto-route from the shop.

Keeping the Property Manager Informed

Property managers often want to know the work happened without being bothered by every visit. Before-and-after photos taken in the tech app are saved with each job, so if a tenant complains about a window, the office can check what the tech recorded. Alerts can be set to what the manager wants, which is often just the arrived text, or nothing at all beyond the statement.

For the building's on-site contact, access notes keep the details right: “Check in with front desk, ask for maintenance, roof access through stairwell B.”

Winning More of These Accounts

The pitch to a property manager is simple: one vendor, every building on a schedule, one statement a month with every line labeled. Software that does that out of the box lets a small window cleaning company look as organized as a much bigger one. When a manager adds a building, the office adds an address under the same client and it joins next month's statement.

That also makes the account easy to grow. A manager who is happy with three buildings is often willing to add the rest of their portfolio once they see how simple the billing is.

Many Buildings, One Bill

One client, many addresses, window details per building and one monthly statement with every line labeled. That is how window cleaning software handles the accounts that matter most. Read more on the window cleaning software page.