SolarCleaningBossPro Blog — Solar Panel Cleaning Software

Clients, Addresses, Tags and Custom Fields in Solar Panel Cleaning Software

A customer list is the most valuable thing a solar cleaning company owns. The trucks can be replaced. The customers who want a cleaning twice a year, every year, cannot. How that list is organized decides how easy it is to schedule, bill, text and grow. This article covers the building blocks: clients, addresses, tags, custom fields and reports.

Why Structure Matters

Property Owner Accounts in Solar Panel Cleaning Software: Many Buildings, One Monthly Statement showed one client with many buildings on one statement. That only works if the software separates the person who pays from the places you clean. Getting that structure right from the start saves a lot of cleanup later.

Clients and Addresses

In SolarCleaningBossPro, a client is the person or business you deal with: name, phone, email, card on file and billing settings. An address is a place you clean, with its own panel details, access notes, recurring plan and history.

One client can have many addresses. Most homeowners have one. A family might have a home and a cabin. A property owner might have a dozen. Keeping them under one client means:

• One phone number and one card on file for all of their properties
• One conversation history in two-way texting
• Each property still has its own panel details and its own schedule
• Monthly billing can roll every address onto one statement

The most common setup mistake is creating a new client for a second property instead of adding an address. It splits the history and the billing, and it can put the same person on the Waiting List twice under different names.

Tags

Tags are short labels you put on clients to group them. For solar cleaning, the useful ones tend to be:

• Residential and Commercial, to split the two kinds of work
• Twice a Year, Yearly or Quarterly, to see your recurring base by plan
• Anything else that helps you sort, like a service area or a referral source

Tags show on the lists and can be used to filter them. When you want to look at only your commercial accounts, or only your twice-a-year homes, the tags do the work. Keep the list of tags short. A handful you actually use beats thirty nobody remembers.

Custom Fields

Every company tracks a few things that are not on anyone else's list. Custom fields let you add them:

• A purchase order number for a commercial account
• The name of the building manager at each site
• How the customer heard about you
• The panel brand, so you can check that maker's cleaning guidance
• The install year of the system

Custom fields are for information you want on the record and do not want buried in a notes box. If you find yourself typing the same kind of thing into notes over and over, it probably deserves a custom field. Decide on your custom fields before you import, so you can line up spreadsheet columns with them.

Where Panel Details and Notes Fit

Panel details (count, mount, stories, pitch, extras) and access notes (spigot, roof access side, gate code, dog) belong to the job at each address, not to the client. That is what lets a client's home and their rental have completely different arrays, and why the right details show on the tech's phone at each stop. Notes from the tech app attach to the job, so the history of each address builds up visit by visit.

Reports

Once clients are organized, reports become useful. You can see who is on which plan, what is coming due, what was billed and what is still owed. Tags make reports sharper: commercial versus residential, twice-a-year versus yearly. That is how you answer questions like “do we need a second truck for spring?” with something better than a gut feeling.

Getting Your List In

If your customers live in a spreadsheet today, you do not have to type them in. A CSV import brings them over, and the addresses are placed on the map automatically. Clean up the columns first so clients and addresses come in right; Importing Your Customer List Into Solar Panel Cleaning Software With a CSV walks through it.

A List You Can Run a Company On

Clients, addresses, tags and custom fields are not exciting, but they are the foundation everything else stands on. Get them right and scheduling, billing and texting all get easier. To see how they connect to the rest of the system, visit the solar panel cleaning software overview.