MaidBossPro Blog — House Cleaning Software

Monthly Statements for Office Accounts: One Bill Covering Every Location

Residential clients are happy to pay for each cleaning as it happens. Business clients usually are not. An office manager does not want an invoice every Friday. A dental group with three locations wants one bill, not twelve. A property manager sending move-out cleans all month wants to see every unit on one page so they can pass the charges along.

When One Invoice per Visit Stops Working

Invoicing and Card on File: Getting Paid for Every Cleaning covered the usual flow: the team taps Complete, the invoice is created and the card on file can be charged. That is right for most homes. This guide covers the accounts that need something different.

How Monthly Account Billing Works

In MaidBossPro, an account can be set to Monthly. When it is, the account gets one statement each month covering every location you cleaned for them. Each line on the statement is labeled with the address, so the client can see exactly which location each charge was for.

The cleanings themselves run the same way as always. Each location is an address under the client, each cleaning is its own job on the dispatch board and the team app, and the team still taps Complete. The difference is only in how the client is billed.

Who It Is For

Monthly statements fit a few kinds of clients that many maid services pick up as they grow:

• Small offices. A weekly or every-two-weeks evening clean, with the bill going to whoever handles the books.
• Dental groups and medical offices. Several locations under one owner, each cleaned on its own schedule.
• Property managers. Move-in / move-out cleans across many units, plus regular cleans of common areas or model units.
• Rental property owners. Turnover cleans between guests or tenants, across several homes.

Any client who has more than one address and would rather get one bill is a candidate.

One Client, Many Addresses

The foundation of monthly billing is that one client can have many addresses in MaidBossPro. A property manager is one client. Each unit is an address. Each address keeps its own cleaning details: type, bedrooms, bathrooms, square feet, pets, extras and entry notes.

That matters on the cleaning side as much as the billing side. Unit 4B's lockbox code is different from Unit 7A's, and a move-out at a two-bedroom unit is a different job from a move-out at a three-bedroom. The details live with each address, and a new job at a unit you have cleaned before fills in from that unit's last job.

Setting Up an Office Account

1. Create the client with the name the bill should go to.
2. Add each location as an address under that client.
3. Fill in each address's cleaning details. Office / Commercial is the usual cleaning type for offices; Move-In / Move-Out for rental turnovers.
4. Set recurring plans for locations cleaned on a rhythm, such as weekly or every two weeks.
5. Set the account to Monthly.

Each month, the statement gathers every completed cleaning for that client across all of their addresses.

Scheduling Office Cleanings

Office cleanings often happen in the evening or early morning, when nobody is working. Put them on their own team or their own day on the dispatch board, and use saved views to see just the office accounts. Entry notes cover alarm codes, which doors to use and which rooms are off limits.

The Office / Commercial cleaning type on the job tells the team it is not a home, so they know what to expect before they arrive.

Why It Helps You, Not Just the Client

Monthly billing is not only a favor to business clients. It saves the office time too. Instead of sending and tracking a dozen invoices to the same property manager, you send one. Instead of answering “which unit was this for?” questions, the address is on every line. And business clients who get a clean, clear statement tend to pay it without a lot of back-and-forth.

Mixing Residential and Office Work

Plenty of maid services are mostly residential with a few office accounts on the side. MaidBossPro handles both in the same system. Residential clients get an invoice per visit and are charged on completion; office accounts get a monthly statement. Both show on the same dispatch board, and recurring office cleanings keep a fixed slot just like recurring homes.

Before you take on a bigger account, it helps to have your client list in good shape. The next guide, CSV Import: Moving Your Client List Into House Cleaning Software, covers bringing your existing clients in. To see how monthly billing connects to the rest of the system, visit the house cleaning software page.