MaidBossPro Blog — Billing & Payments

Billing a Dental Group for Cleaning: Every Location on One Statement

Dental offices are good cleaning clients. They want the waiting room spotless, the restrooms perfect and the break room tidy, on a steady schedule, and they tend to stay with a company that does it well. When the client is a dental group with three or four offices, the cleaning is straightforward. The billing is where it can go wrong, because the group's central office wants one bill and you have work spread across several addresses.

Same Idea as Any Office Account

The approach here builds on Monthly Statements for Office Cleaning Accounts: One Bill Instead of a Stack. A dental group is an office client with several locations and, usually, a central person who handles bills for all of them.

What makes dental groups worth their own guide is how they are organized. Each office has its own office manager who knows what got cleaned and when. The group has a separate business office that pays the bills. Your billing has to make sense to both.

Set Up the Group as One Client

In MaidBossPro, one client can have many addresses. Set up the dental group as the client and add each office as an address under it:

• Northside Office — its street address
• Downtown Office — its street address
• Westlake Office — its street address

Each address gets its own cleanings, its own schedule and its own entry notes. One office might be cleaned three evenings a week, another twice. One has an alarm code and a back door key; another has a lockbox. The team sees the right details for each office on the phone, in route order.

Then set the client to Monthly. Every cleaning at every office collects onto one statement for the month, each line labeled with the address.

What the Statement Looks Like

The business office sees one statement with every location on it. Each line says which office, what kind of cleaning and when. Extras sit with the office they belong to. That gives the business office one bill to approve and pay, and it gives each office manager a way to check that their location got what it was supposed to.

If the group splits costs across offices internally, the address labels make it easy for their bookkeeper to divide the statement. You do not need to send separate bills to help them do that.

Notes That Matter for Dental Offices

Dental offices have a few cleaning details worth keeping in the entry & notes for each address, so every team gets them right:

• Rooms to skip. Many dental groups handle clinical areas with their own staff and want your team in the waiting room, restrooms, offices and break room. Write that down per office.
• Products to use. If the office has preferences or restrictions, note them.
• Alarm and key details. Evening cleans usually mean an alarm code and a key or lockbox.
• Timing. “After 6pm only, last patient leaves at 5:30.”

Getting the scope right per office is also a billing question. When each office's notes say what is and is not included, nobody at the business office is surprised by a line on the statement. What counts as clinical cleaning and who should do it is the dental group's call; keep your notes to what they have asked your company to do.

Agreeing on Billing Before the First Month

Set up the billing relationship with the business office, not just the office manager who first called you:

• Who gets the statement and at what email.
• Payment terms and how they pay: card on file, online payment from the customer app, or check.
• Who approves extras. If an office manager asks for a one-time deep clean, does the business office need to approve it first?
• What labels they want. Office names, street addresses, or both.

The answer to “who approves extras” saves the most trouble. Write it in the client notes.

Adding a New Location

Dental groups grow by adding offices. When a new one opens, add it as another address under the same client, set its cleaning schedule and entry notes, and it starts appearing on the next monthly statement automatically. No new client, no separate billing setup, no second bill for the business office to keep track of.

The same pattern works for property managers, who often have far more addresses than a dental group. That is covered in Billing Property Managers for Cleaning: Every Address, One Monthly Statement.

Several Offices, One Bill

A dental group should never get a separate invoice from you for every office and every evening. One client, one address per office, set to Monthly, and the business office gets one statement each month with every location labeled. To see how monthly statements and per-cleaning invoices work side by side, visit the MaidBossPro cleaning invoicing software page.