Changing a property billing contact

For each property, you can select or create a billing contact that is different from the service contact. This is useful when, for example, a tenant is the service contact and a landlord or property manager is the billing contact. When creating invoices for that property, the billing contact is used by default. When several properties share one billing contact, you can combine their completed visits onto a single invoice from the Invoicing screen. See Invoicing customers.

By default, the billing contact for a property is the same as the service contact.

If you want guidance on which contact should be service vs billing for rentals, strata/body corporate, and HOA-style setups, see Setting up service and billing contacts for rentals, strata, and HOAs.

If you do not see the Billing contact field while editing a property, invoicing may not be enabled on your account yet (see Steps to enable invoicing below).

To change the billing contact for a property:

1. Go to the property and click Edit in the upper right-hand corner of the screen.

2. Select a different billing contact in the “Billing contact” dropdown or click the Add New link to create a new billing contact. ​

   

Note: If you are connected to Xero or QuickBooks Online, you currently can’t edit a contact’s billing address in SortScape. Update the billing address in Xero or QuickBooks Online, then wait for it to sync to SortScape. You can still change the billing contact in SortScape.

The visibility of the Billing contact field is not restricted by plan level. For example, Basic plan users can still access it when invoicing is enabled.

If you have already created or sent the invoice, see Correct billing contact or address after an invoice is created in Invoicing customers.

Handling multiple payers (e.g. landlord + tenant or insurance + client)

In some cases, the person who usually pays for the work isn’t the one paying for everything.

For example, you might regularly service a property where the landlord or an insurance company pays for the ongoing work. But every now and then, the tenant asks you to do an extra job — like a clean-up or some additional gardening — and they want to pay you directly for that work.

In SortScape, the billing contact on the property determines who the invoice goes to by default. So in this example, your invoices will normally go to the landlord or insurer.

When you need to invoice the tenant instead, you can simply change the billing contact at the time you create the invoice. At the top of the New invoice screen, choose a different option in the “Select billing contact” dropdown. This won’t permanently update the billing contact for the property — it only applies to that invoice.

If you find yourself doing this regularly, a cleaner option is to set up a second property for the same address. One property can have the landlord or insurer as the billing contact for the regular work, and the other can have the tenant as the billing contact for tenant-paid jobs. This way, invoices will always default to the correct person without needing to change anything each time.

Steps to enable invoicing

To make the Billing contact field visible, you need to enable invoicing for your account. This can be done in one of the following ways:

1. Enable invoicing in settings: Go to invoice settings in SortScape and activate invoicing for your account.
2. Connect an accounting system: Integrate SortScape with an accounting platform such as Xero or QuickBooks. This automatically enables invoicing features.

Once invoicing is enabled, the Billing contact dropdown becomes available when editing a property.