MaidBossPro Blog — Offices, Rentals & Move-Outs

One Account, Many Locations: Setting Up Commercial Cleaning Clients With Several Addresses

The moment a client has more than one place for you to clean, the way you set them up starts to matter. A dental group with three clinics, a property manager with forty units, a builder with five homes under construction, a host with four rentals: each of these is one relationship, one billing contact and one history, spread across many addresses. Set them up as one account from the start and everything after gets easier.

The Problem With One Client Per Address

Phased builder work, covered in Rough, Final and Touch-Up: Scheduling Post-Construction Cleaning in Phases, is a good example of a client with many addresses in progress at once. The same is true of nearly every commercial account.

When each address is set up as its own client, small problems pile up. The billing contact gets entered five times, and when it changes, four of them stay wrong. The client gets five separate invoices. You cannot easily see how much work they send you in a year. And when the property manager calls about “the unit on Oak,” you are searching through a list of clients that all have the same company name.

One Client, Many Addresses

In MaidBossPro, one client can have many addresses. Create the client once, with the main contact and billing details, then add each location underneath. Every address on the map is a pin for the same client, and every job at any of those addresses belongs to that account.

That gives you a single place to see the whole relationship: every location, every past job, every invoice and every note.

Each Address Keeps Its Own Details

Even though the addresses share a client, each one keeps its own cleaning details. That matters, because no two locations are the same:

• Cleaning type. The clinic is Office / Commercial; the property manager's units are Move-In / Move-Out.
• Size. Bedrooms, bathrooms and square feet for each unit or office.
• Pets. Whether a rental allows pets, or a unit had a dog.
• Extras. One clinic gets interior windows monthly; another does not.
• Entry & notes. A different lockbox code, alarm, rooms to skip and products for every location.

When a new job is scheduled at one of those addresses, it fills in from that address's last job, not from some other location under the same client. Unit 4B gets Unit 4B's lockbox code, never Unit 2A's.

Recurring and One-Time Work Under One Account

Many accounts mix recurring and one-time work. A property manager might have a weekly leasing office clean plus move-outs whenever a unit turns over. A dental group might have weekly visits at every clinic plus a deep clean once a year. Under one account, each address with recurring visits gets its own fixed slot and its visits sit on the schedule months ahead, while the one-time jobs wait on the Waiting List until they are booked. Everything still rolls up to the same client.

Contacts Change, the Account Stays

Business clients change people more often than homeowners do. The office manager who hired you leaves, a new property manager takes over three buildings, or the builder hires a new superintendent. With one account, you update the contact once and every location follows. The history stays put: every past job, every photo, every note and every statement is still under the same client, so the new contact can see exactly what you have been doing for them.

That history is also useful when you are welcoming the new person. A quick text introducing yourself, with a reminder of which locations you clean and when, goes a long way toward keeping the account through the change.

Bringing Existing Locations In

If you already work with a client that has many locations, you do not have to type every address by hand. CSV import brings in a list of addresses, and imported addresses are placed on the map automatically. Once they are in, add the cleaning details and entry notes for each location, or let them fill in as you clean each one for the first time.

Sorting Large Accounts

An account with forty addresses can get crowded. Custom fields help: add a field for building name, unit number, region or the manager responsible for that location. Tags help you mark locations by type, such as “Common Area” or “Vacant Unit.” More on that in Tags and Custom Fields for Commercial Cleaning Accounts.

Billing Across Every Location

The biggest payoff of one account comes at billing time. Set the account to Monthly, and MaidBossPro sends one statement each month covering every location, with each line labeled with the address that was cleaned. The bookkeeper can match each line to a building or unit, and pays once. The next guide, Monthly Statements for Commercial Cleaning Accounts: One Bill for Every Location, covers this in detail.

For the full picture of how multi-location accounts fit with offices, rentals and move-outs, visit the MaidBossPro commercial cleaning software page.