PlumbingBossPro Blog — Billing & Payments

Monthly Statements for Property Managers: One Plumbing Bill, Every Address

Property managers can be some of a plumbing company's best customers. They have a lot of addresses, things break at those addresses all the time, and they need someone reliable to call. They can also be the hardest to bill. A manager with thirty doors does not want thirty invoices a month. They want one bill they can hand to their bookkeeper, with each charge tied to the right property.

Different From Per-Job Billing

Homeowners on plans are billed visit by visit, as in Billing Yearly Water Heater Flush Plans Without Chasing Anyone. Property managers need the opposite: the work done one job at a time, but the bill rolled up once a month.

One Client, Many Addresses

In PlumbingBossPro, a property manager is one client with many addresses. Each address has its own equipment list — the water heater at Unit B, the sump pump at the house on Ridge Avenue, the cleanout location at the duplex — and its own access notes, like lockbox codes and tenant contact preferences. Jobs are scheduled at the address, and the tech sees that address's equipment and notes on the job card.

Bringing a manager's portfolio in is quick with a CSV import. Addresses are placed on the map automatically, so the office can see all their properties at once.

Set the Client to Monthly

The key setting is simple: set the property manager to Monthly. From then on, their work is not charged job by job. Instead, they get one statement each month covering every address, with each line labeled by the address the work was done at.

A statement might read:

• 1412 Elm St, Unit B — Toilet fill valve and flapper replaced
• 88 Ridge Ave — Water heater flush and T&P valve test
• 301 Cedar Ct — Kitchen drain cleared
• 1412 Elm St, Unit D — Faucet cartridge replaced

The manager can see at a glance which property each charge belongs to and split the costs to the right owners or units without calling you.

What Makes a Statement Easy to Pay

• Clear addresses. Include the unit number on every address. “1412 Elm” is not enough when there are four units.
• Plain line descriptions. The same clear wording you use for homeowners. A bookkeeper should understand each line without calling.
• Consistent timing. Statements that arrive the same time every month get paid on the same schedule.
• The right contact. Confirm who receives the statement. A statement sent to a maintenance coordinator who does not pay bills sits unpaid.

Tenants Are Not the Customer

On property manager work, the tenant lets you in but does not pay. Make sure everyone in your shop knows that. Techs should not ask tenants for payment, and the office should not send tenants invoices. The tech app shows the job and the access notes; billing goes to the manager on the monthly statement.

Tenants can still get useful texts, like on-the-way and arrived alerts, if the manager wants them to. Set that up with the manager so tenants know when to expect the plumber.

Approvals for Bigger Work

Most managers set a limit for what you can fix without asking. Write that limit down on the client so every tech and office person knows it. Anything over it — a water heater replacement, a sewer line repair — goes to the manager as an estimate. They approve online, the approved estimate becomes the scheduled job, and the work shows on that month's statement once it is done.

Tags and custom fields on the client are a good place to store the approval limit, the billing contact and any purchase-order requirements.

It also helps to check in with a new property manager after the first statement or two. Ask whether the format works for their bookkeeper, whether they need purchase-order numbers on lines, and whether the statement is reaching the right inbox. Small adjustments early make the account easy to keep for years, and managers remember the vendors who asked.

Many Managers, One Office

If you work for several property managers, each one is its own client with its own addresses and its own monthly statement. Smaller landlords with a handful of rentals work the same way; tips for them are in Billing Landlords With Several Rentals: Keeping Each Address Clear on the Plumbing Statement.

Monthly statements turn property managers from a billing headache into steady, predictable work. For how monthly billing fits with the rest of PlumbingBossPro, see the plumbing invoicing software page.