PestBossPro Blog — Billing & Payments

One Statement, Every Location: Pest Control Billing for Property Managers

A property manager might handle forty single-family rentals, three small office buildings and a strip center. Each one needs pest control on its own schedule. If each one gets its own invoice after each visit, the property manager's bookkeeper gets a stack of small bills every week and has to sort each to the right owner. That is how good pest control accounts get moved to someone who bills more simply.

Many Properties, One Payer

A single apartment complex is covered in Billing Apartment Complex Pest Control: Units, Common Areas and One Statement. Property managers take the same idea and spread it across many separate addresses, often owned by different people.

The property manager is the one who hires you and pays you. The properties are where the work happens. Your billing needs to reflect both: one payer, many locations, and enough detail that the manager can pass each charge to the right owner.

One Client, Many Addresses

In PestBossPro, one client can have many addresses. Set the property management company up as the client and add each property as its own address, with its own service schedule, measurements, access notes and history. A rental on a quarterly plan comes due every 90 days; an office building on monthly service comes due every 30; each appears on the Waiting List on its own schedule and gets routed with nearby work.

Access notes matter more than usual with property managers. Tenants change, lockbox codes change, and the person who answers the door may not know you are coming. Keep the access details on each address so the tech sees them on the job card.

Set the Account to Monthly

An account set to Monthly gets one statement each month covering every location. Every visit completed in the tech app at any of the manager's properties during the month lands on that statement, listed at its own address. Instead of forty invoices, the bookkeeper gets one document that covers the month.

Help the bookkeeper by keeping each line specific:

• The property address on every line, so it can be charged back to the right owner.
• The visit date and the service done.
• Add-ons and one-time work on separate lines: a wasp nest at one rental, a rodent visit at another.
• Tax on its own line where it applies.

Approvals for Extra Work

Property managers work for owners, and owners usually have to approve spending above a certain amount. Before doing extra work at a managed property, especially larger jobs like termite treatment or rodent exclusion, get approval from the manager. A quote from your service list, priced off the property's measurements and approved online, gives everyone a record of what was agreed.

Small, routine add-ons can often be handled by a standing agreement: “Approve wasp nest removals and re-services without calling; call first for anything over a set amount.” Put that agreement in the account notes so the office and the techs know the rule.

Tenant-Requested Service

Tenants will call. Sometimes they call you directly because the last tech left a card. Decide how to handle it with each property manager. Some want every tenant request to go through them first. Others are happy for you to schedule a re-service for a tenant and put it on the statement. Either way, the visit goes on the account at the tenant's address, and the tenant never gets an invoice. If a tenant wants extra service for their own reasons and is willing to pay, set them up as a separate client.

Service records also help when tenants move. A record of regular treatments at a rental, with dates, products applied and before and after photos, is useful to a property manager when a move-out dispute comes up.

Adding and Dropping Properties

Property managers gain and lose properties all the time. When a new one comes on, add it as an address under the same client and set its plan. When one leaves, end its recurring service so it no longer comes due and does not land on next month's statement. Ask the manager each month, or at least each quarter, whether the list has changed. Billing a property they no longer manage is an easy way to start an awkward conversation. A monthly look at the list fits well in the routine described in The Pest Control Month-End Billing Review: A One-Hour Routine.

Make It the Easiest Bill They Pay

Property managers stay with pest companies that are easy to work with, and billing is a big part of easy. One client, every property as an address, one monthly statement listing every visit by location, and a clear rule for approving extra work. For the rest of PestBossPro's billing tools, visit the pest control invoicing software page.