WindowBossPro Blog — Billing & Payments

Monthly Statements for Property Managers: One Window Cleaning Bill for Every Location

A property manager with eight buildings is one of the best customers a window cleaning company can have: steady work, many addresses, and a reason to keep you for years. They are also a customer who can be lost over billing alone. Send them twelve separate invoices in a month and their accounting office will start to hate your name. Send them one clean statement and they will not think about you again until it is time to renew.

Tax Is Settled, Now the Format

Getting the tax right on each bill was covered in Sales Tax on Window Cleaning Invoices: Set It Up Once and Stop Doing Math. For commercial accounts, the bigger question is not what is on each line, but how all those lines reach the customer.

Why Property Managers Want One Statement

Property managers do not pay bills from their phone between jobs. Their invoices go to an accounting office or a bookkeeper who matches each charge to a building, gets approval and cuts a payment on a schedule. Every separate invoice is one more item to match, approve and pay.

One statement a month turns that into a single task. It is also easier for the property manager to check: one document, every building, every visit, one total.

How It Works in WindowBossPro

In WindowBossPro, one client can have many addresses. A property management company is the client; each building, lobby or unit block is an address under it, each with its own window details and access notes.

Set that client's billing to Monthly. Instead of an invoice for every visit, they get one statement each month covering every location. Each line on the statement is labeled with the address, so the accounting office can see exactly which building each charge belongs to.

A statement might read:

• 412 Main St, Building A — exterior windows, monthly cleaning
• 418 Main St, Building B — exterior windows, monthly cleaning
• 90 Elm Ave, Lobby — inside and outside entry glass, two visits
• 90 Elm Ave — move-out window cleaning, unit 4
• Sales tax

Setting Up the Addresses Right

The statement is only as good as the addresses behind it. A few things to get right at setup:

• Name each address the way the manager does. If they call it “Oak Terrace,” put that in the address name, not just the street number.
• Record the window details per address. Window count, stories, sides and extras differ building to building.
• Add access notes. Gate codes, which office has the key to the roof, where to park the van.
• Tag the client. Tags like Commercial or Storefront make these accounts easy to find in lists and reports.

If the manager sends you a spreadsheet of their properties, a CSV import is faster than typing them in one by one.

Scheduling Feeds the Statement

Each building can run on its own schedule. Lobby glass might be every two weeks, exterior windows monthly, and full inside-and-outside twice a year. Each comes due on the Waiting List on its own, based on the minimum days between visits. As the crew completes each visit, it lands on that month's statement.

One-time work for the same client, like a move-out clean in a single unit, goes on the same statement with its own address line. The manager does not have to wonder where that charge went.

Terms and Follow-Up

Property managers usually pay on terms. Agree on them at the start and put them in writing: when the statement goes out, when it is due, and who receives it. Get the name and email of the person in accounting who pays it, not just the manager you deal with on site.

If a statement goes past due, WindowBossPro's past-due follow-up reminds by text and email. For a commercial account, a polite email to the accounting contact usually solves it. Often the statement is sitting in someone's approval queue.

Questions From the Manager

When a manager asks about a charge on the statement, you want to answer in one message. The job record helps: the address, the date, the window details, the tech's notes and before-and-after photos from the tech app. “Building B, the 14th, here are the photos” ends most questions.

Two-way texting from the office keeps those conversations in one place with the client.

Other Accounts That Want Statements

Property managers are the classic case, but the same setup fits HOAs, office parks, and storefront owners with several shops. Billing Storefront Owners With Several Shops on One Window Cleaning Statement covers that last group.

One Bill, Every Building

A monthly statement with every location labeled is one of the simplest things you can do to win and keep commercial accounts. To see how WindowBossPro handles monthly account billing alongside residential invoices, visit the window cleaning billing software page.