TrashCanBossPro Blog — Recurring Plans

Monthly Billing for HOA and Property Manager Bin Cleaning Subscription Accounts

A homeowner is happy to get a charge after each cleaning. A property manager with forty rental homes is not. Neither is an HOA board treasurer who has to approve every bill, or a restaurant group with three locations. Multi-address customers want one bill a month that shows exactly what they paid for, and they will stay with the company that makes that easy.

Why Big Accounts Bill Differently

Per-cleaning charges, covered in Auto-Charging the Card on File After Every Recurring Bin Cleaning, work well for single homes. For accounts with many addresses, they create a pile of small invoices that someone on the customer's side has to match, approve and file. That person will eventually ask you to stop.

These customers often have their own processes: a monthly approval meeting, a property-by-property budget, an accounts payable clerk. Your bill needs to fit into that.

One Statement, Every Address

In TrashCanBossPro, a client can have many addresses. Set that client to Monthly billing and they get one statement each month covering every address they own. Each line is labeled with the address where the work was done.

For a property manager, that might look like a list of rental homes, each with its cleanings for the month. For an HOA, it might be the clubhouse pad, the pool area cans and the entrance cans, each on its own labeled line. The customer can see at a glance what was done where, and allocate the cost to the right property or budget line.

Setting Up a Multi-Address Account

Getting the account right at the start saves a lot of cleanup later:

• One client, many addresses. Add each property as an address under the same client instead of making a new client for each.
• Cans and trash day on each address. Every property has its own trash, recycling and yard waste counts and its own pickup day.
• Plan on each address. Each address gets its own recurring service. One building might be weekly and another monthly.
• Notes per address. Gate codes, enclosure locations and on-site contacts go in the can location notes for each property.
• Tags. Tag the client as HOA or Commercial so you can find these accounts quickly.

Because each address keeps its own plan, each one comes due on the Waiting List on its own schedule. You can route them with the rest of your work by trash day.

Quote It With an Estimate

Multi-address accounts are usually sold with a quote. Build an estimate from your service list with each address and service as a line, send it to the customer to approve online, and the approved estimate becomes the scheduled services. The prices on the estimate become the prices on the statement, so there is no gap between what you quoted and what you bill.

For an HOA, expect the board to want it in writing before they vote. An estimate with every address and service on it is much easier for a board to approve than an email with a total.

Proof Behind Every Line

Property managers and HOA boards sometimes question a line: “Was the pool area really cleaned on the 14th?” Every completed job in TrashCanBossPro keeps the tech's before and after photos and notes. When a question comes in, the office can pull up the job behind that line in seconds and share the photo.

Skipped visits matter too. If a property's cans were not accessible, the tech taps Skip with a reason. That cleaning is not completed, so it does not land on the statement, and the reason is there when the manager asks.

Keep Account Contacts Informed

Big accounts often have more than one person involved. The manager who pays is not always the person on site. Use two-way texting from the office to keep the right person in the loop, and set reminders and alerts so on-site contacts know the crew is coming. For more on HOA plans specifically, read HOA and Multi-Address Bin Cleaning Subscription Plans.

When an Address Is Added or Dropped

Portfolios change. A property manager picks up three new rentals or sells one. An HOA adds a new pool area. When that happens, add or end the address under the same client. A new address gets its own cans, trash day and plan and starts showing up on the statement once it is cleaned. An ended address stops coming due, so it stops appearing on future statements. Confirm each change in writing so the customer's records and yours match.

Bill the Way Big Customers Want

One clear statement a month, with every address labeled and proof behind each line, is what keeps HOA and property manager accounts happy year after year. For more on recurring plans, visit the trash can cleaning subscription software page.