GarageDoorBossPro Blog — Commercial Doors

Monthly Statements by Address: One Bill for Every Door Job at Every Property

A property manager who sends you to twelve properties in a month does not want twelve separate invoices landing in their inbox. Their bookkeeper has to match each one to a property, chase down which owner it belongs to, and pay them one by one. Send that manager one clear statement at the end of the month instead, with every address on its own line, and you have made their job easier. That is worth a lot in a commercial relationship.

How Monthly Billing Works

Photos that back up every line on a bill are covered in Before-and-After Photos on Commercial Door Jobs: Proof the Facility Manager Can See. This guide is about the bill itself.

In GarageDoorBossPro, any client can be set to Monthly. A property manager, HOA or commercial account set to Monthly gets one statement each month covering every address under that client. Each line is labeled with the address it belongs to. Jobs are still completed and recorded one at a time; they just roll up onto the month's statement instead of each one going out on its own.

What the Statement Shows

Every line on the statement carries the address, so the client can see at a glance where each charge came from. A month for a property manager might include:

• A spring replacement at one rental house
• An opener repair at a duplex
• Maintenance visits at two small commercial buildings
• An after-hours call at a storefront

Each one is a line item from your service list, with sales tax applied where it should be. If the manager needs to split costs among property owners, the address on each line is what they sort by.

Who Should Be on Monthly

Monthly billing fits clients who send you a steady stream of work across several addresses:

• Property management companies
• HOAs that pay for doors across a community
• Companies with several warehouses, shops or storage facilities
• Public buyers who want one bill per month

A single shop with one bay door that breaks once a year usually doesn't need it. Per-job invoices with a card on file are simpler for them. Billing choices are compared in Invoicing Commercial Door Work: Per-Job Invoices, Card on File or Monthly Billing.

Why It Helps You Too

Monthly billing isn't just a favor to the client. It helps the door company:

• Fewer documents to chase. One statement to follow up on instead of a dozen invoices.
• Fewer questions. Every line already says where the work was.
• Easier approval. Accounts payable offices tend to pay one recurring vendor statement faster than a pile of one-offs.

Past-due follow-up still applies. If a statement goes unpaid, the follow-up goes out without anyone having to remember.

Keeping Addresses Clean

The statement is only as clear as the addresses under the client. A few habits help:

• Enter each property as its own address, with the address the manager uses.
• If a client calls a property by a name, like “Oak Ridge Townhomes,” note it so the office can find it fast.
• Make sure every job is on the right address before it's completed. A job on the wrong address shows up on the wrong line.

For bringing a long property list in at once, see Importing a Property List by CSV: Getting a Manager's Addresses Into Your System.

Paying the Statement

Clients can see invoices and pay online from the customer app, and update their card there. If a commercial client keeps a card on file, it can be charged on a schedule. Many commercial clients pay by their own process instead, and that is fine; the statement gives them what they need to do it.

Because each job is still recorded on its own, the office can open any line on a statement and see the job behind it: the tech's notes, the photos and the checklist results.

Explaining Monthly Billing to a New Client

When you set a new manager up on monthly billing, tell them what to expect. Work gets done through the month, each job is recorded with its notes and photos, and one statement arrives at the end of the month with every address on its own line. If they need a PO number or a department name on it, ask now and put it in a custom field on the client.

That short conversation up front heads off most of the questions that would otherwise come in after the first statement lands.

One Bill, Many Properties

Monthly statements by address are one of the simplest ways to make a commercial client's life easier, and one of the reasons they keep calling the same door company. For how monthly billing fits with door records, maintenance and estimates, return to the commercial garage door software overview.