Table of Contents
Purpose
While some of your business is done specifically with a homeowner or a company's property manager, a part of your customer accounts could be with third parties. This means that multiple properties you service, that have different owners, are underneath one association or management. This is common when working with Homeowners Associations (HOA's) or Property Management Companies (PMC's).
Often when working with PMC's or HOA's, they will require you to show the property owner as the Bill To on the invoice while still sending an invoice to the PMC or HOA.
This means it's important how you set up your Billing and Email Invoice contacts. This ensures the correct Bill To information on your invoices, while still sending it to the correct PMC or HOA contact for billing.
What Information Shows On The Invoice Layouts
On the default invoice layouts, the invoice will show:
Bill To:
1. The Billing Contact's Name (Person or Entity)
2. The Billing Contact's Company (Can be the PMC or HOA)
3. The Billing Contact's Address (Should be the mailing address of person/entity)
Property Address:
4. The Property Name
5. The Property Address
Setting Up Contacts For PMC's or HOA's
You will need to create two contacts on each managed property:
Billing Contact
Email Invoice Contact
You will first need to create a billing contact for each associated property underneath the property management company or HOA. The property management company or HOA will then be setup as an Email Invoice contact on each property.
Creating and Adding the Billing Contact
The billing contact should be who owns the property or the property itself. This contact name should be given by the PMC or HOA. If you haven't already, create the contact through the Contacts section in the Property Overview screen.
The contact screen will appear. It's important to fill out the following fields:
First Name and Last Name: This will be your Bill To name on the invoice. Depending on the information given to you by the HOA or PMC, this can be either the actual owner of the property or the entity name split into the two fields.
In the example above, the entity's name is split into the two fields.
Company: Enter the Property Management Company's Name. This will show underneath the Bill To name. If the company does not exist, click the plus button to create a new company.
⛔ Email Address: Do not fill out the email address. This will be for the Email Invoice contact being created.
Primary Address: This contact's address will be the one that shows up in the Bill To field on the invoice. In the Contact Information section, enter the entity's mailing address as the Primary Address.
For example, the entity's address of 1234 Waterside Sarasota, Florida, 33306 is listed as the Primary Address of the contact record.
After entering in the information, click Save. This should take you back to the Property record.
In the Contacts section of the property, click the three dots on the line of the contact record you just created. Select Edit Contact.
You will see the below pop-up. Check Billing contact and save.
💡 You can add the Email Invoice contact to the property first (instructions below) or repeat these steps for all properties under the HOA or PMC until complete.
Creating and Adding the Email Invoice Contact
The Email Invoice contact should not the billing contact and is not the primary contact. However, it is the contact you will be sending the invoices to. This contact is shared over a number of properties that are connected with the PMC or HOA. This contact name should be given by the PMC or HOA.
If you haven't already, create the contact through the Contacts section in the Property Overview screen.
For all other existing properties under the PMC or HOA, you will click Add Existing Contact in the same menu.
The contact screen will appear. It's important to fill out the following fields:
First Name and Last Name: This can be the general payables account of the HOA/PMC or a specific person. The example above shows an actual name.
Company: Enter the Property Management Company's Name. This will show underneath the Bill To name. If the company does not exist, click the plus button to create a new company.
Email Address: Enter the generic or specific email address for the Invoices to be emailed to.
Primary Address, in Contact Information: This contact's address should be the PMC or HOA
Fill out all other required fields.
Click Save. This will take you back to the Property Record.
In the Contacts section of the property, click the three dots on the line of the contact record you just created. Select Edit Contact.
You will see the below pop-up window. Check the Email Invoice box.
Then click Save.
💡 Add this same Email Invoice contact for all properties under the HOA or PMC until complete.
Putting It Together
Multiple properties under the PMC/HOA will each have different Billing Contacts with different Bill To Addresses but the same Billing Contact Company.
The Email Invoice contact should be added to all properties underneath the PMC or HOA. The Email Invoice contact is who the invoice needs to be sent to at the PMC or HOA. It can be generic or a specific person.