There are two ways to set up customers who have multiple service locations in Housecall Pro: multiple addresses (under one customer) and individual sub-customers.
Add Multiple Addresses to a Customer
This option will keep all of the addresses for a customer under one profile. This means that the text notifications, as well as emailed invoices, estimates, and receipts, will all go to the same person.
Best for customers who have several locations, but you only work with one point of contact for all of them. An example of this type of customer would be a commercial company that books you to different locations, but you are only in touch with the main office.
Add Multiple Addresses (Web Portal)
You can add as many addresses to a customer profile as you like at any time.
If you are communicating and invoicing everything to one customer for multiple locations, follow the steps below.
If you are communicating with one customer, but invoicing another (i.e. property management companies and tenants), you will need to set up a parent-child relationship instead.
Click on the 'Customers' icon in your navigation bar and open the customer profile
Make sure you're in the 'Profile' section of the customer profile
Click the '+' sign (to the right of the search bar under the map)
Type the new address into the 'Add Address' pop up
Be sure to select the correct address from the drop-down menu of Google verified suggestions so the correct time zone can be pulled along with the address.
If the address has a unit number or letter, include a '#' before to help Google Maps differentiate the address from the unit.
Check the box next to 'Set as billing' if you'd like to save this as the billing address for the customer
Click 'Add' to save and that's it!
Click on the 'More' icon (3 vertical dots) to the right of the address to:
Create a new estimate
Edit the address (includes address notes)
Delete the address
Add or edit service agreements (if applicable)
Add Multiple Addresses (iPhone)
Add multiple addresses to a customer profile from the iPhone mobile app.
To create additional addresses for a customer profile, follow the steps in this quick walkthrough video below.
For step-by-step instructions, please look below the video.
Click the 'Customers' icon at the bottom of the mobile app
Select the customer from the list
Click 'Edit' in the top right corner of the customer profile
Click [+ Address] located under any existing addresses
Begin to type in the address in the Google search bar.
Select the correct address once it appears in the drop down menu
After you've selected the address, you will see all the included information for this address to confirm
Here, you can edit the address, set as the billing address, or add in any notes for this address (or delete).
Once it looks good to go, press the back arrow in the upper left corner.
Press 'Save' in the upper right corner and you're all done!
Set Up Sub-Customers (Parent/Child Billing)
Anyone set as a sub-customer is an individual customer in the database. They have their own contact information on file and are simply linked to the appropriate "parent" customer. The automated notifications (job scheduled, "on my way," and job completed) go to the sub-customer. The invoices, estimates, and receipts go to the parent customer to be billed.
Best suited for situations where you are in contact with the party at the location you're servicing, but the bill will be paid by a third party. The common example for sub-customers is a tenant who calls to book a job, but the homeowner will be covering the bill.
You can easily set up sub-customers (parent/child relationship) when creating your customer database.
If you are communicating with one customer, but invoicing another (i.e. property management companies and tenants), follow the steps below.
If you are communicating and invoicing everything to one customer for multiple locations, you will need to set up multiple addresses instead.
Note: You will want to have the parent customer saved into the system before creating this relationship:
When creating the new child customer, scroll to the 'Notes' section of the 'Add new customer' window.
Type the existing parent/billing party's name, email, address or phone number in the 'This customer bills to' field and select from the drop-down list.
When you click, ‘Create Customer', this setting will be saved.
If you happen to create the sub-customer first, you can still update this setting within their customer profile once you have added the parent account.
Click on the pencil icon next to 'Contact Info', and edit the same ‘This customer bills to’ section.
Make sure to click ‘Update’ to save this change for future billing purposes.
If you would like to remove or replace a parent customer, you can simply click on the 'X' next to the customer name and either enter a new parent customer or leave the field blank.
Within the sub-customer’s ‘Profile’ section, you will be able to view their billable parent account and address. This will also be displayed on the job details page in the customer contact information box.
The parent customer’s profile will display which sub-customers they accept bills from in the billing section.
Additionally, the parent customer’s ‘Jobs and Estimates’ history section will display their sub-customers’ history.
Automated notifications (job scheduled, "on my way," and job finished) go to the sub-customer. Invoices, estimates and payment receipts will go to the parent customer to be billed.
Check out our tips on how to better connect with your customers.