Understanding Billing vs Service Addresses

Tallie’s address system is designed for contractors who need to send invoices to one location while performing work at another. This guide explains the full architecture.

The Two Address Types

Billing Addresses

What they are: Where your client receives invoices, statements, and official correspondence.

Examples:

• A property manager’s corporate office
• A homeowner’s primary residence
• A business’s accounts payable department

Where they appear:

• Invoice “Bill To” section
• PDF invoice header
• Payment reminders
• Account statements

Service Addresses

What they are: Where the actual work is performed—the job site.

Examples:

• A rental property being renovated
• A vacation home getting painted
• A commercial building under construction

Where they appear:

• Estimate “Service Location” section
• Project location details
• Work orders and schedules
• Invoice “Service Location” section (as a snapshot)

Real-World Scenarios

Scenario 1: Property Manager

Sarah manages 15 rental properties for various owners.

Setup:

• Billing address: Sarah’s Property Management, 100 Business Park Dr, Suite 200
• Service addresses: Each of the 15 properties with clear labels (“Oak Street Duplex”, “Maple Ave Unit 3”, etc.)

How it works:

1. You create an estimate for work at “Oak Street Duplex”
2. The estimate shows the Oak Street address as the service location
3. When you invoice, the bill goes to Sarah’s office
4. The invoice shows both: billing to the office, service at Oak Street

Scenario 2: Homeowner with Vacation Property

Mike lives in Seattle but owns a cabin in Lake Tahoe.

Setup:

• Billing address: Mike’s Seattle home (where he gets mail)
• Service addresses: Seattle home + Lake Tahoe cabin

How it works:

1. Mike needs work at the cabin
2. Your estimate specifies Lake Tahoe as the service address
3. Invoice is mailed/emailed to Mike in Seattle
4. All project details reference the correct location

Scenario 3: Commercial Client

TechCorp has headquarters downtown and a warehouse in the industrial district.

Setup:

• Billing address: TechCorp HQ, Attn: Accounts Payable
• Service addresses: HQ Building + Warehouse

Both locations might need work, but all invoices go through central accounting.

How Addresses Flow Through Documents

CLIENT
├── Billing Addresses (1 primary)
│   └── Used on: Invoices
│
└── Service Addresses (1 primary, many possible)
    └── Used on: Estimates, Projects
         │
         ↓ (when estimate → invoice)
         │
    Snapshot saved on Invoice
    (immutable - won't change if client updates address)

The Service Address Snapshot

When an invoice is created from an estimate, the service address is snapshotted—stored as a permanent copy on the invoice.

Why snapshots?

Consider this situation:

1. You create an estimate for work at “123 Main Street”
2. The client approves and you invoice them
3. Later, the client sells that property and removes the address
4. Your invoice still needs to reference the original service location

The snapshot ensures your invoice always reflects where the work was performed, regardless of future address changes.

What’s included in the snapshot

• Full address (street, city, state, zip)
• Suite/unit number
• Address label
• Original address ID (for reference)

Setting Up Addresses Correctly

For New Clients

1. Add at least one billing address (required for invoicing)
2. Add service addresses for each job site
3. Set the most common locations as primary

For Existing Clients

If migrating from an older setup where all addresses were the same:

1. Edit existing addresses and set the appropriate type
2. Add any missing service locations
3. Verify primary selections

Best Practices

Naming Conventions

Good labels make a difference:

When to Create New vs. Edit

• Client moves offices → Edit the billing address
• Client adds a new property → Add a new service address
• Work site changes → Create a new estimate with the new address

Handling Address Corrections

If a service address was wrong on an estimate that’s already been invoiced:

• The invoice snapshot cannot be changed
• The client’s address can be corrected for future use
• Add a note to the invoice if clarification is needed

FAQ

Can a client have multiple billing addresses?

Yes, but only one can be primary. This is useful for clients with multiple business entities.

What if billing and service are the same location?

Add the same address in both sections. This is common for homeowners getting work done at their primary residence.

Can I change the service address on an existing invoice?

No. Service addresses are snapshotted for record-keeping integrity. Create a new invoice if needed.

What happens to addresses when I delete a client?

All associated addresses are removed. Invoices retain their snapshots.

Related Articles

• Managing Client Addresses - Adding and editing addresses
• Creating Estimates - Selecting service addresses
• Creating Invoices - How billing addresses are used