CarpetBossPro Blog — Carpet Cleaning Software

Monthly Accounts: One Statement for Every Address a Property Manager Owns

Property managers are some of the best customers a carpet cleaning company can have. They have many units, steady turnover, and move-outs that need to be cleaned before the next tenant arrives. Apartment complexes and office buildings bring regular maintenance. But they all have one thing in common: they do not want a separate invoice every time your van stops at one of their addresses.

Different From Residential Billing

Residential billing, covered in Invoices, Card on File and Auto-Charge: Billing in Carpet Cleaning Software, usually means one job, one invoice, one charge at completion. Commercial and property-management work runs on a different rhythm.

A property manager might have you clean four vacant units, a hallway in one building and a leasing office in another — all in the same month. Sending six invoices means six things for their bookkeeper to match up, six payments to process, and six chances for something to get lost.

One Statement, Every Address

In CarpetBossPro, a client can be set to Monthly billing. An office building, apartment complex or property manager on Monthly gets one statement each month covering every address, with each line labeled with the address.

For the property manager, that means one document to review and one payment to make. For their accountant, every line says exactly which property it belongs to, so costs can be assigned to the right building or owner. For you, it means one bill to send and one payment to follow up on instead of a pile of small ones.

How It Fits With Many Addresses

Monthly billing works because one client can have many addresses. The property management company is the client. Each building, unit or office is an address under that client, with its own carpet job details, access notes and service history. The structure is covered in One Client, Many Addresses: Organizing Carpet Cleaning Customers.

When the tech completes a move-out cleaning at Unit 4B, the job is recorded at that address. When the month closes, every completed job at every address under that client rolls into the statement.

Access Notes Matter Even More

Commercial and property management work is full of access details: lockboxes on vacant units, after-hours entry to offices, alarm codes, which elevator to use, where the van can park without blocking a fire lane. Because access notes live on each address, the tech sees the right instructions for each building.

A note like “Lockbox on the back door, code from the leasing office. Leave keys in the drop box when done” saves a call every time.

Scheduling Commercial Work

Many commercial accounts have their own rhythm. A lobby and hallways might be on monthly maintenance, set by minimum days between visits. Move-outs come as requests whenever a tenant leaves. Offices often need to be cleaned after hours.

A common setup for a carpet company with two vans is one van on residential during the day and one on commercial after hours. The dispatch board filters by van, so the after-hours van gets its own clean list of offices and common areas. Monthly maintenance accounts come due on the Waiting List like any repeat customer.

Methods and Carpet Types

Commercial carpet is often low-pile, and maintenance cleanings are often done with low-moisture or encapsulation methods so the space can be used again sooner. The carpet job details record both the carpet type (including Commercial Low-Pile) and the method, so the right equipment goes on the van and the tech knows what the account expects.

Move-outs in apartments are usually standard residential carpet and often hot water extraction, plus spot removal and sometimes pet odor treatment. Each unit's details stay with its address.

Proof for People Who Were Not There

Property managers are rarely standing in the unit when you clean it. Before and after photos taken in the tech app are saved with each job, and the customer app shows them. A property manager deciding whether a unit is ready to show can look at the after photos instead of driving over. The completed checklist, with its condition and notes, tells them if a seam needs repair or a stain stayed.

Setting Up a Monthly Account

To set one up: create the client, add each address with its carpet details and access notes, set the client to Monthly, and set any recurring maintenance by minimum days. From then on, jobs at those addresses are scheduled and completed like any other, and the statement builds itself each month.

To see how monthly accounts fit with dispatch, the tech app and residential billing, return to the CarpetBossPro carpet cleaning software page.