Managing Customers with Multiple Sites
Many trade businesses work for customers who have more than one property or location. Trade2Base lets you store all site addresses on a single customer record so job history, compliance documents, and invoicing all stay connected to the right customer — regardless of how many sites they have.
Who uses multi-site customers
Landlords with multiple properties — one landlord record, all rental properties listed as sites. Ideal for gas safety, EICR, and PAT testing portfolios.
Facilities managers — a facilities company with multiple client buildings all managed under one customer record.
Housebuilders with multiple plots — a developer building 20 homes on one site can have each plot as a separate address under the same customer.
Commercial clients with multiple branches — a restaurant or retail group with locations across a region, all billed to head office but jobs carried out at individual branches.
Property maintenance companies — managing maintenance across a portfolio of managed properties for the same managing agent.
Adding multiple site addresses to a customer record
Open the customer record
Go to Customers and click on the customer name.
Click the Sites tab
The Sites tab shows all addresses associated with this customer. The first address is usually the primary billing address.
Click Add site
Enter the full address for the new site. Give it a name or label if helpful (e.g. “14 Park Road — Flat 3” or “Manchester Branch”). You can add as many sites as needed.
Save
The site is now available to select when creating a job for this customer.
Assigning a job to a specific site address
When a customer has multiple sites, Trade2Base requires you to select which site the job is at before the job can be saved. This prevents jobs being logged without a clear location.
Create a new job
Search for and select the customer as normal.
Select the site
A dropdown appears showing all the customer's site addresses. Select the correct one. The job address is set from the site automatically.
Complete the job details and save
The job is now linked to both the customer and the specific site, so it appears in both the customer job history and the site job history.
Site-level job history and compliance documents
Each site has its own dedicated view within the customer record showing the complete history for that address.
Click on a site name in the Sites tab to open the site view.
The site view shows all jobs carried out at that address, sorted by date.
Compliance documents (gas safety certificates, EICRs, service records) attached to a job at that site are accessible in the site view.
This is particularly useful for landlord portfolio management — you can check at a glance when the last gas safety was done at each property and whether it's due for renewal.
The customer can view site-level job history in the customer portal if you have granted them portal access.
Finding all multi-site customers with segments
In Customers → Segments, create a segment using the filter “Number of sites is greater than 1”. This gives you a list of all customers who have multiple site addresses. You can use this segment to send targeted messages — for example, reminding all multi-site landlords that their annual gas safety checks are due — or to export a list for a specific campaign.
Billing to head office while the job is at a site address
The customer's primary billing address (the first address on the customer record, or whichever you have marked as the billing address) is used on all invoices by default. The job address (site address) appears separately on both the job sheet and the invoice PDF as the “Site address” or “Works address”, so the customer's accounts team knows which property the invoice relates to while all billing goes to the central address.
CSV importing multiple addresses for a customer
If you have a landlord or facilities client with dozens of properties, add them all at once using the CSV import rather than entering each site manually.
Download the site import template
In the customer's Sites tab, click Import → Download template. The CSV has columns for site name, address line 1, address line 2, city, postcode.
Populate the CSV
Add one row per site. Each row must include at least the address and postcode. The site name column is optional but recommended for large portfolios.
Import
Click Import → Upload CSV and select your file. Trade2Base validates the addresses and shows a preview before importing. Confirm to add all sites to the customer record.
Bulk scheduling across all sites for a customer
For annual recurring work across a portfolio — gas safety inspections, boiler services, PAT testing — use bulk scheduling to create jobs for all of a customer's sites at once rather than one by one.
Open the customer record and click Bulk schedule from the Sites tab.
Select which sites to include — you can include all sites or tick specific ones.
Choose the job type, assign an engineer (or leave unassigned to schedule later), and set a date range or specific date.
Trade2Base creates one job per site, each with the correct site address pre-filled.
The jobs appear in the schedule and can be individually adjusted for timing or engineer assignment.
For annual gas safety across a landlord portfolio this can turn a 30-minute admin task into under two minutes.
Tip
After bulk scheduling, use the map view in the Schedule screen to group the newly created jobs by postcode area so you can assign them to the nearest engineer and minimise travel time across the portfolio.
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