ElectricalBossPro Blog — Generator & Maintenance Plans

Maintenance Plans for Property Managers: Many Addresses, One Monthly Statement

A single homeowner on a yearly plan is one visit a year. A property manager with thirty rentals, a gym chain with six locations or a retail client with a dozen stores is a lot of visits a year from one relationship. Those accounts can be some of the best maintenance customers an electrical contractor has, as long as the billing does not turn into thirty separate invoices every month.

One Client, Many Addresses

If you are moving an existing customer list into ElectricalBossPro, as covered in Moving Your Generator Customer List Off a Spreadsheet With CSV Import, multi-location clients are worth setting up with care.

In ElectricalBossPro, one client can have many addresses. A property management company is one client, and each rental, building or storefront is an address under it. Each address has its own equipment list, its own access notes, its own plans and its own job history. The client ties them together for billing and communication.

Plans That Fit Commercial and Rental Work

Recurring work runs by minimum days between visits, so plans can match whatever the account needs:

• Yearly safety inspections at each rental — 365 days per address, with a printed Electrical Safety Inspection report for each property.
• Yearly generator maintenance for buildings with backup generators — 365 days, with the generator saved on that address.
• Lighting maintenance or relamping for gyms, offices and retail — every 14 or 30 days.

Each address's visits come due on their own and show up on the Waiting List map with everything else, so the office can group them by area and route them with the rest of the week's work.

One Monthly Statement

Here is the part property managers care about most. A client set to Monthly billing gets one statement each month covering every address. Each line on the statement is labeled with the address, so the property manager can see which visit happened at which property and pass the costs to the right owner or budget.

That replaces a pile of separate invoices with a single document the client's bookkeeper actually wants. One-time work at any address, such as a repair recommended on an inspection, lands on the same monthly statement with its address on the line.

Reports Per Property

For rental properties, the yearly inspection report is especially useful. Each address has its own inspection on its own job, so the office can print an Electrical Safety Inspection report for each property. Landlords and property managers can keep a report on file for every unit, year after year.

Recommendations work the same as for a homeowner. The office builds an estimate from the service list for the recommended work, and the client approves it online. The approved estimate becomes a scheduled job at that address.

Access Notes and Contacts

Commercial and rental addresses tend to have more complicated access than a single home. A tenant needs notice. A building has a lockbox. A gym can only be visited before opening. Those details go in the access notes on each address, where they show on the job card every visit.

Reminders can go out by text and email, and two-way texting lets the office coordinate with the property manager. Custom fields on the client or address can hold anything else the account needs, like a unit number or a manager's name.

Routing Many Addresses

Multi-location accounts often have addresses spread across town. The Waiting List map shows which are due, and the office can either build a dedicated day for the account or fold its visits into routes that are already in the area. Auto-route orders the stops Closest First or Furthest First from the shop.

Pairing visits helps here too. If a building with a generator is due for both generator maintenance and a safety inspection, doing both on one trip saves a drive. That approach is covered in Pairing Generator Maintenance With a Safety Inspection in One Yearly Visit.

A Good Account Is Worth the Setup

Setting up a multi-location client takes a little longer than a single homeowner: more addresses, more access notes, more plans. But it is done once, and after that the visits come due on their own, the techs see each property's details on the job card, and the client gets one clean statement every month.

Property managers talk to each other, and an electrician who makes their life easier tends to get referred. For how multi-location plans fit with the Waiting List, records and billing, visit the ElectricalBossPro generator maintenance software page.