CarpetBossPro Blog — Estimates & Quotes

Quoting a Client With Several Addresses: Rentals, Offices and One Monthly Statement

A landlord with six rentals, a property manager with two apartment complexes, a dental group with three offices. Each one is a single customer to you, but each address is its own job with its own carpet, its own gate code and its own parking problem. Quoting them well means keeping the client together and the addresses separate.

Commercial and Landlord Work Often Means Many Addresses

Commercial quotes and their schedules are covered in Commercial Carpet Cleaning Quotes: Offices, Common Areas and After-Hours Work. Many commercial and landlord clients have more than one location, and that changes how you organize the quote, the jobs and the bill.

In CarpetBossPro, one client can have many addresses. The landlord is one client. Each rental is an address under that client.

Each Address Keeps Its Own Details

The carpet at the duplex on Elm Street has nothing to do with the carpet at the condo on Main. Each address carries its own information:

• Measurements: square feet and number of rooms.
• Carpet type and method.
• Access notes: lockbox code, where to park the van, where to run the hose, pets if the unit is occupied.
• History: past jobs, notes and photos.

When you quote a job at one address, the estimate uses that address's details. When the next job at that address comes in, it fills in from the last one there, not from a different property.

Quoting One Address or Several

Sometimes the client wants one unit done. Sometimes they want all six done before the summer. For a single address, build the estimate for that address as usual. For several, decide with the client whether they would rather see one estimate per address or a single overview of the whole set.

Separate estimates per address are often easier to approve and schedule, because each one becomes its own job at its own address when approved. The client can approve the ones they want now and leave the rest for later. Label each estimate clearly with the address so nobody confuses unit 4 with unit 14.

If the client wants one price for all units of the same type, set up that price on your service list, such as a two-bedroom unit price, and use it on every estimate. Templates make this fast, as covered in Carpet Cleaning Estimate Templates for the Jobs You Quote Every Week.

Scheduling Across Addresses

Once approved, each estimate becomes a scheduled job at its own address. On the dispatch board, you can group jobs by area and van, and auto-route Closest First or Furthest First from the shop. If a landlord's properties are spread across town, put the ones near your other jobs on the same days.

For recurring work, such as common area carpet in an apartment complex every few months, set the minimum days between visits and each address comes due on its own on the Waiting List map. The map shows every address that is due, so you can fill a day by area.

One Monthly Statement

Multi-address clients usually do not want a separate invoice for every visit at every property. CarpetBossPro's monthly account billing solves that: set the account to Monthly and the client gets one statement each month covering every address, with each line labeled with the address.

That one detail can be what wins the account. A property manager reconciling a month of work across two complexes can see exactly which unit each charge belongs to without matching up a stack of separate invoices.

Who Approves, Who Pays

With multi-address clients, the person who approves and the person who pays are often different, and neither may be at the property. Ask up front: who should get estimates, who should get the statement, and who is the contact on site? Put the on-site contact in the access notes for each address.

If an occupied rental needs the tenant to be home, note that too, and remember that the tenant may get the on-the-way text while the landlord gets the bill. Agree on that with the client before the first job.

Naming Addresses Clearly

With many addresses under one client, clear address names save confusion. Use the full street address plus a unit number where there is one, so the address on the estimate, on the tech's job card and on the monthly statement is the same and cannot be mixed up with a neighboring unit.

Ask the client how they refer to their properties, too. A property manager who calls a building “the Oak Street complex” will understand a quote faster when your note uses the same name, so put it in the estimate notes alongside the address.

Keep the Client Together, the Addresses Apart

Multi-address clients are some of the most valuable in carpet cleaning. One client record, separate addresses with their own details, clear estimates labeled by address and one monthly statement make them easy to serve. To see how multi-address quoting fits with the rest of quoting, visit the carpet cleaning estimate software page.