PressureWashingBossPro Blog — Billing & Payments

Who Handles Billing? Office Roles and Billing Duties in a Pressure Washing Company

In a one-rig company, the owner does the billing. They also quote, wash, answer the phone and fix the pump. As the company grows to two rigs and a part-time office person, billing is often the first job handed off — and the first to fall through the cracks when nobody is sure exactly who owns which part of it.

Billing Is a Set of Jobs

Billing Pressure Washing Customers in Canada, Australia, New Zealand and the UK was about where your invoices go. This article is about who in your company sends them, checks them and chases them.

“Billing” sounds like one job, but it is several: setting prices, building estimates, making sure completed jobs are right, adding extras, sending statements, following up on past-due invoices, fixing declined cards and reviewing the numbers each month. Different people can own different pieces. What matters is that every piece has an owner.

What the Crew Owns

The crew is part of billing whether they think so or not, because invoices in PressureWashingBossPro are created from the jobs they complete. Their part is simple:

• Tap Complete only when the job is done, and tap Skip with a note when it is not.
• Take before-and-after photos on every job.
• Note anything that changes the bill: an extra the customer asked for, a surface that could not be washed, a vehicle count on a fleet job.

The crew does not handle cards, quote prices beyond any price sheet you give them or argue about invoices. Each crew member logs in with the company login and a personal PIN, so it is clear who completed which job.

What the Office Owns

An office person, full or part time, usually takes the day-to-day billing work:

• Check completed and skipped jobs each day, and add line items for extras the crew noted.
• Reschedule skipped jobs and contact the customer.
• Text customers whose cards declined, pointing them to the customer app.
• Handle the personal follow-up on older past-due invoices after the automatic reminders.
• Review monthly commercial statements before they go out.
• Answer billing questions through two-way texting, using the job photos.

Office users in PressureWashingBossPro have their own logins with roles, so each person signs in as themselves instead of everyone sharing the owner's password.

What the Owner Keeps

Even with an office person, some billing decisions should stay with the owner:

• Prices and the service list. What things cost, what minimum and trip fees apply, and when prices change.
• Policies. Deposits, rain-outs, re-washes and when to stop working for a customer who does not pay. See Deposits on Big Roof and Commercial Jobs: A Pressure Washing Invoicing Policy That Holds Up.
• Commercial terms. Payment terms with property managers, restaurant groups and HOAs.
• The monthly review. The office can prepare it, but the owner should look at the numbers.
• Sales tax setup, with the accountant.

Write the Routine Down

The handoff goes smoothly when the routine is written down. A one-page list of daily, weekly and monthly billing tasks, with a name next to each, is enough. Daily: check completes, skips and extras. Weekly: declined cards and older open invoices. Monthly: statements and the review. When someone is out sick or on vacation, the list tells whoever covers exactly what to do.

Review the list at the start of each season. What worked for one rig in April may not fit two rigs and a commercial night route by July. Moving a task from the owner to the office, or adding a weekly check on commercial statements, is a five-minute change on paper that saves hours of confusion later.

The month-end piece is laid out in The Month-End Billing Review: A Pressure Washing Owner's Half-Hour Checklist.

When Someone Leaves

Billing access should end when employment ends. With personal logins for office users and PINs for crew, turning off one person's access does not affect anyone else. Because card details are entered by customers in the customer app or captured on the sign-up form, office staff do not need to keep card numbers anywhere outside the system.

Plans and Team Size

PressureWashingBossPro has three plans: Start at $59, Pro at $89 and Crew at $199 per month. Check the pricing page for what each plan includes as your team grows. Every plan starts with a 14-day free trial and no credit card.

Every Piece Has an Owner

Billing runs smoothly when the crew completes jobs accurately, the office handles the daily follow-up and the owner sets prices, policies and terms. PressureWashingBossPro gives each person their own login and keeps every job, invoice and message in one place. For the rest of billing, see the pressure washing invoicing software page.