Demo data shown. Brightline Electrical is a fictional business.
Rental work brings a problem that domestic jobs do not have: the person at the door is not the person paying. If the paperwork confuses the two, the invoice can sit unpaid at a letting agent’s office while everyone assumes someone else has it.
Get three people straight
| Who | Their role | Where they go |
|---|---|---|
| Landlord or agent | Authorises and pays for the work | The customer record and billing address |
| The property | Where the work takes place | The service address on the job |
| Tenant | Provides access | The job notes, kept to what you need |
Before you start the job
- Get confirmation of the work from whoever is paying, not just the tenant
- Ask whether they need a purchase order or job reference on the invoice
- Check who pays if the tenant is not in and you cannot get access
- Ask where invoices should be sent, as an agent may use a dedicated address
That last check saves more chasing than almost anything else. Many agents have their own process for approving invoices, and a missing reference can hold up payment.
What the invoice should show
- The landlord or agent as the customer, with their billing address
- The property address, so they can match it to the right building
- Any purchase order number or job reference they gave you
- A clear description of the work done and the date
- The amount, the due date and how to pay
Tenants’ personal details rarely need to be on the invoice. Include only what the payer needs to identify the job.
Setting it up in JobPebbo
- Create the landlord or agent as the customer, with separate billing and service addresses
- Add estimate and PO numbers when you quote, then send it for online approval
- Create the job with the right service address, and keep access details in the notes
- Schedule the visit with a date, time and notes
- Invoice the customer when the work is done, then record the payment when it arrives
When one agent manages many properties
You do not need a new customer for every flat. A customer can have multiple addresses, so a repeat agent stays as one record while each job shows where the work happened. Customer details are also copied onto each document when it is created, so changing the record later will not rewrite old invoices.
Try it on your next job.
JobPebbo is free to use and runs in your browser, with nothing to install.
Common questions
Who should an invoice be addressed to for rented property?
Usually whoever ordered and agreed to pay for the work, often the landlord or agent. Show the property address so they can match the job.
Can a customer have different billing and service addresses in JobPebbo?
Yes. Customer records keep multiple addresses, including separate billing and service addresses.
Where do I keep access details for a tenant?
Use the job notes or the customer’s private notes, and record only what you need to do the work.