HOA & Commercial Account Setup Guide

Managing an HOA or commercial property account is different from a standard residential customer. One billing contact, multiple service locations, net-payment terms, and an AP department that needs proper documentation — Lawnager handles all of it. This guide walks you through setting everything up correctly from the start.

Step 1: Enable Multi-Property Accounts

Before you can add multiple service locations to a single account, you need to turn on the feature.

1. •Go to Settings → Business Profile
2. •Scroll down and toggle Multi-Property Accounts on
3. •Click Save

This is off by default to keep things simple for residential-only operators. Once enabled, every customer record gains a Properties section.

Step 2: Create the HOA or Commercial Customer

1. •Go to Customers and click Add Customer
2. •Enter the billing contact's name, email, phone, and address
3. •Under Account Type, select HOA or Commercial (instead of Residential)
4. •Set your billing terms — choose from Net 0, Net 15, Net 30, Net 45, Net 60, or Net 90
5. •If the HOA or company has a separate AP email address, enter it in the Billing Email field
6. •Optionally set a late fee percentage for overdue invoices
7. •Click Save Customer

Tip: Selecting HOA or Commercial unlocks net-terms billing, sequential invoice numbering (INV-YYYY-NNNN), and a Statement Download option in the client portal — useful for AP departments processing your invoices.

Step 3: Add Service Properties

Once the customer is saved, open their record and scroll to the Properties section.

1. •Click Add Property
2. •Enter a label (e.g., "Building A", "12 Oak Ln", "North Parking Lot")
3. •Start typing the street address — Google Places autocomplete will fill it in
4. •Optionally set a per-property default price or average visit time (otherwise it inherits from the customer profile)
5. •Add any property-specific notes for your crew
6. •Click Save
7. •Repeat for each service location

The first property you add automatically becomes the Primary property. To change this, click Promote to Primary on any other property.

Important: You cannot delete the primary property. Promote another property first, then delete the old one if needed.

Step 4: Create Jobs for Specific Properties

With multiple properties set up, job scheduling works slightly differently:

1. •Go to Jobs → Create Job (or click Create Job from the customer record)
2. •Select the HOA/commercial customer
3. •A Property dropdown will appear — select the specific location for this job
4. •Fill in the service, date, crew, and other details as normal
5. •Click Save

Each job is tied to a specific property, so your crew sees the correct address (and property label like "Building A") in their field app — not the billing contact's address.

Route optimization note: Smart Schedule uses each property's exact coordinates when building routes, so all 12 buildings in an HOA cluster correctly on the map.

Step 5: Invoicing the Account

Invoices roll up at the customer (billing entity) level — one invoice covers all properties, which is what most HOA and commercial clients expect.

• •Invoices follow sequential numbering (INV-2025-0042) automatically
• •Send invoices to the Billing Email if you set one in Step 2
• •The client portal's Statement Download lets your contact export a date-range PDF of all invoices — handy for their AP team

If you have recurring service on multiple properties, set up a recurring schedule per property and enable Auto-generate invoices (in Jobs → Schedules → Edit Schedule) so billing happens automatically.

Step 6: Set Up Client Portal Access

Your HOA or commercial contact gets one portal link that shows all properties in their account.

1. •Go to the customer record and click View Customer Portal (or toggle portal access on)
2. •The portal link is sent automatically when you add the customer (if the Customer Welcome automation is enabled in Settings → Notifications)
3. •In the portal, your contact can see upcoming jobs by property, pay invoices, download statements, and submit new service requests

Common Pitfalls

• •Forgetting to enable Multi-Property Accounts first — the Properties section won't appear until you flip the toggle in Business Profile
• •Using the wrong account type — selecting Residential instead of HOA/Commercial means you won't get net-terms options or sequential invoice numbering
• •Scheduling jobs without selecting a property — if a customer has multiple properties, always pick the right one from the dropdown or your crew will show up at the wrong address
• •Deleting the primary property — promote another property first, then delete

Upload Your W9

Commercial clients often need your W9 before they can pay you. Upload it once in Settings → Business Profile, and your commercial/HOA portal customers can download it themselves — no back-and-forth email needed.