GarageDoorBossPro Blog — Garage Door Software

Monthly Accounts in Garage Door Software: One Statement for Property Managers and HOAs

A property manager does not want twenty invoices a month. They want one statement they can check against their records and pay once. A townhome HOA wants the same. A commercial account with a few rolling doors on a loading dock wants the same. Garage door software has to bill them differently from the homeowner down the street.

Different From Per-Job Billing

Most residential work gets billed per job, as explained in Billing in Garage Door Software: Invoices, Card on File and Past-Due Follow-Up. Monthly accounts take the same work and gather it onto one statement.

How Monthly Billing Works

In GarageDoorBossPro, a client can be set to Monthly. That client gets one statement each month covering every address. Each line is labeled with the address it belongs to, so a property manager can see exactly which unit had a spring replaced and which had a tune-up.

Jobs at those addresses still run the normal way. The tech sees them on the app, does the work, runs the inspection if it is a tune-up, and taps Complete. The difference is on the billing side: instead of an invoice per job, the work collects onto the month's statement.

One Client, Many Addresses

Monthly billing works because one client can have many addresses. A property management company is one client. Each house or unit it manages is an address under that client, with its own equipment saved on it: its own door, opener, springs, keypad and access notes.

That means a tech going to Unit 14 sees Unit 14's door on the job card, not the door from Unit 3. And when the statement goes out, every line says which address it was. The setup is covered in more detail in Clients With Many Addresses: How Garage Door Software Organizes Customers.

Who Fits a Monthly Account

• Property managers with rental houses or condos, each with its own garage door
• Townhome HOAs that handle door service for every unit
• Commercial accounts with rolling and sectional doors, loading docks and shop doors
• Builders or contractors who send you regular install or repair work

Any client that would rather get one bill a month than many can be set to Monthly.

Recurring Maintenance on Monthly Accounts

Many commercial and HOA accounts pair well with recurring maintenance. Commercial door maintenance might be set to every 90 days, a townhome tune-up program to every 365. Each address comes due on the Waiting List map on its own schedule, the office books them, and the visits roll onto the monthly statement when they are done.

For a commercial customer with several doors on a dock, the From House picker fills each door onto the maintenance job, and the bay field keeps “commercial dock” doors apart from the shop door.

Inspection Reports for Managers

Property managers get a lot of value from the Garage Door Safety Inspection report. Each unit's inspection shows a condition of Good, Needs attention or Repair recommended, with the tech's written recommendations. A manager can look over the reports, approve the repairs that make sense, and see the work on next month's statement. Estimates can be approved online, which fits a manager's schedule better than a phone call.

Access Notes for Managed Properties

Managed properties come with their own access puzzles. A rental might have a lockbox, a tenant who works nights, or a community gate with a vendor code. A commercial building might only open the dock between certain hours. Each of those belongs in the access notes on the address, where the tech sees them on the job card every visit.

When a tenant moves out or a gate code changes, the manager can text the office, the office updates the address once, and every future job at that unit shows the new note. Nobody has to remember which tech was told what.

Paying the Statement

The monthly statement shows in the customer app, where the account can see it and pay online. Card on file and past-due follow-up work for monthly accounts too, so the office is not chasing a statement by hand.

Why It Wins Commercial Work

Property managers and HOAs choose service companies partly on how easy they are to work with. One clear statement a month, with every address labeled, is easier to approve than a stack of separate invoices. For a garage door company trying to grow its commercial side, that alone can be a reason to win the account.

Monthly accounts are one of the ways GarageDoorBossPro handles residential and commercial work in one system. See the rest on the GarageDoorBossPro garage door software page.