Properties

Properties are the physical locations where you do work: houses, apartments, offices, and lots. In BlueSuite, properties and contacts are separate records that get linked together. That separation is what lets your account reflect the real world, where one customer can have several properties and each property can have its own people attached to it.

How Properties and Contacts Relate

A contact is a person or company. A property is a place. They are linked, not merged:

• One contact can have many properties. A customer might have their own home plus two rentals you also service. Each is its own property with its own work history.
• Each property can have its own contacts. Beyond the main contact, a property can list the specific people at that address, like a tenant or a site manager, each with their own name, email, and phone. See Property Contacts below.
• Work is tied to both. Requests, quotes, jobs, and invoices are attached to a contact and a property, so you always know who the work is for and where it happens.

Adding a Property

There are two ways to add a property:

• From a contact’s page – Open the contact and use Add Property in the Properties card.
• While creating work – When you create a request, quote, job, or invoice, the property picker lets you choose one of the contact’s existing properties or create a new one on the spot.

Each property has an address, a property type (single-family, apartment, complex, townhouse, land, commercial, or other), and the contact’s role at that property.

Property Contacts

Every property can list the specific people associated with that address. When you edit a property, the Property Contacts section lets you add people with their own name, company, email, phone, and role: Owner, Tenant, Property Manager, Real Estate Agent, or Other. The main contact has a role at the property too, so it is always clear who is who.

This matters most when the person you bill is not the person at the property. Say your customer is a property management company with a dozen rental homes. The company is the contact: it receives the quotes and invoices, and all twelve properties live under it. Each home then gets its own property contacts, like the tenant who lets your tech in or an on-site manager. Whoever opens the job sees the right name and phone number for that address without asking around.

Property contacts are reference information for the property. They stay out of your main contact list, and quotes, invoices, and other customer emails still go to the main contact.

Primary Property

One of a contact’s properties is marked as their primary property. When you pick a contact while creating new work, their primary property is selected automatically so you are not re-entering the same address on every quote. You can always switch to a different property before saving.

Where Properties Show Up

• Requests, quotes, jobs, and invoices – Each is tied to a property, and the address appears on the documents your customer sees.
• Scheduling – Appointments use the property address, which is what route optimization uses to order your team’s stops.
• Installed equipment – Equipment you install and service is recorded against the property where it lives. See the Installed Equipment guide.
• Work history – A property’s past requests, jobs, and invoices stay with it, so you can see everything that has happened at an address over time.

If you service customers outside the United States, see Setting Up International Addresses to adjust the address format.

FAQ

Can a contact have more than one property?

Yes. Add as many as you need from the contact’s page. One is marked primary and is selected by default when you create new work for that contact.

My customer is a company. How do I track the people at each property?

Make the company the contact and add its properties. Then open each property and add the people there as property contacts, with their role and their own email and phone. The company keeps getting the quotes and invoices while your team has the on-site contact info for every address.

Do property contacts show up in my contact list?

No. They belong to the property they are attached to, so they will not clutter your contacts. If someone should be a full contact with their own work history, create them as a regular contact instead.

What happens if a customer moves?

Add the new address as a new property rather than editing the old one. Past work stays attached to the old property, which keeps the history of each address accurate, and you can set the new property as primary.

Do I have to add a property to create a contact?

No. Contacts can exist without properties. You will need a property once you create work that happens at a location, like a job or an appointment.