For each property, you can select or create a billing contact that is different from the service contact. This is useful in cases where you service a property with a tenant (i.e. service contact) and a landlord or property manager (i.e. billing contact). When creating invoices for this this property, the billing contact is used. If you do not see the Billing contact field when editing a property, it is likely because invoicing has not been enabled for your account. Enabling invoicing is a prerequisite for accessing this feature.
By default, the billing contact for a property is the same as the service contact.
To change the billing contact for a property: Before proceeding, ensure that invoicing is enabled for your account. Instructions for enabling invoicing are provided below.
Go to the property and click edit in the upper right hand corner of the screen.
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 the billing address for a contact in SortScape. You need to edit the "billing address" for the contact in Xero or QuickBooks Online and then wait for it to sync with SortScape. To clarify, you can change the billing contact, just not the billing address for the billing contact. Additionally, the visibility of the Billing contact field is not restricted by your plan level. For example, even users on the Basic plan can access this feature as long as invoicing is enabled.
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:
Enable Invoicing in Settings: Go to the Invoice settings in Sortscape and activate invoicing for your account.
Connect an Accounting System: Integrate Sortscape with an accounting platform such as Xero or QuickBooks. This connection will automatically enable invoicing features.
Once invoicing is enabled, the Billing contact dropdown will become available when editing a property.