GarageDoorBossPro Blog — Tune-Ups & Maintenance Plans

One Monthly Statement for Property Manager and HOA Garage Door Maintenance

A property manager with forty townhomes does not want forty invoices. A business with three locations does not want a separate bill every time a tech visits a dock. If billing is a hassle for the account, they will think twice about putting their doors on a maintenance plan. One clean monthly statement removes that friction.

Many Addresses, One Client

Commercial maintenance on 90-day intervals is covered in Commercial Garage Door Maintenance Every 90 Days: Docks, Rolling Doors and Sectionals. The billing side is where multi-address accounts really differ from homeowners.

In GarageDoorBossPro, one client can have many addresses. A property manager is one client with every property they manage listed under them. A townhome HOA is one client with each unit or each garage building as an address. Each address keeps its own doors, openers and history, and its own maintenance visits.

How Monthly Account Billing Works

Set the account to Monthly. From then on, instead of an invoice per visit, the account gets one statement each month covering every address. Each line on the statement is labeled with the address, so the account can see exactly what was done where.

A monthly statement for a property manager might show:

• 412 Oak Ct — yearly tune-up
• 418 Oak Ct — yearly tune-up, bottom seal replacement
• 220 Elm St, Bay 2 — opener repair
• Riverside Business Park, Dock 1 — 90-day maintenance

Invoices still carry line items and sales tax. The difference is that they roll up into one statement the account can review and pay once.

Why Accounts Prefer It

For a property manager or HOA board, one statement is much easier to handle:

• One approval. Somebody signs off once a month, not after every visit.
• Easy to split. Each line has the address, so the manager can charge the right owner or the right building.
• Easy to check. They can compare the statement against their own records of which units were serviced.

That convenience is part of what you are selling. A maintenance plan with simple billing is easier for an account to agree to than one that buries them in paperwork.

Setting Up an HOA or Property Manager

A clean setup makes the monthly statement clean too:

• Create one client for the HOA or management company.
• Add every address. If you have them in a spreadsheet, CSV import places each address on the map automatically.
• Save the doors on each address. Door, opener, springs, sensors, with the bay for multi-door buildings.
• Add the maintenance service to each address with the interval the account wants: 365 days for yearly tune-ups, 90 for heavier commercial use.
• Set billing to Monthly.

Use tags and custom fields on the client for anything specific to the account, like a purchase order number or a contact name for approvals.

Scheduling an HOA Day

Townhome HOAs are especially efficient to service because the addresses are close together. When a batch of units comes due, they cluster on the Waiting List map. Assign them all to one van on one day, auto-route from the shop, and the tech works down the street door after door.

Coordinate with the HOA first. Residents need to know when to expect the tech so garages can be opened. Reminder texts and emails to each resident, if the account wants them, help a lot. Access notes on each address cover anything unusual, like a unit where the owner is away and the board has a key.

Every visit gets its own inspection with the checklist, readings, condition and recommendations. The office can print a Garage Door Safety Inspection report for each unit, which the HOA can pass on to residents. What goes on that report is covered in The Printed Garage Door Safety Inspection Report: What the Homeowner Takes Away.

Recommendations for Accounts

When a tech recommends a repair at one address on a multi-address account, the office builds an estimate for that address and sends it to the account for approval. Once approved, the job is scheduled and the work shows on the next monthly statement, labeled with the address.

Some property managers will want to approve every repair. Others will give you a standing okay for small fixes under a set amount. Agree on the rule up front and note it on the client so the office and the techs handle it the same way every time.

The last two guides in this series cover how to split maintenance across your vans and what to check when choosing software. For how monthly billing fits with the rest of the tune-up program, see the garage door maintenance software page.