Finance · Live demo
Contractor invoice approval chaser for property management firms
Chases property managers to approve contractor invoices before the weekly payment cut-off, checks the owner's approval is on file, records why an invoice is wrong, and tells the accounts officer what is stuck.
Talk to Ari at Capital Coast Property Management
Capital Coast Property Management is made up. Ari is a real agent, set up the way we would set one up for your team. Talk or type and ask what your staff would ask.
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The problem
Contractor invoices sit unapproved while property managers are out on inspections. Tradespeople go unpaid, stop answering calls for urgent jobs, and the accounts team spends Tuesdays ringing round.
How it works
- Sends each property manager a list of invoices waiting more than 3 days
- Sends a second reminder on Monday before the Tuesday noon cut-off
- Flags invoices over the owner's maintenance limit with no owner approval on file
- Records the reason when a property manager says an invoice is wrong and passes it to the accounts officer
- Sends the finance team a Tuesday summary of what is approved and what is stuck
What it connects to
- AgentHi Tom, it's Ari from accounts. You have 5 contractor invoices waiting more than 3 days, NZD 2,915 in total. The cut-off for Wednesday's run is 12pm tomorrow. Can you approve them in Palace today?
- Tom (senior property manager)Four are fine. The electrician one for 9 Waddington Drive is wrong, he charged 4 hours and was there for 2.
- AgentThanks Tom. I've noted Brightline Electrical invoice 2291 as overcharged by 2 hours and passed it to Josh Pearce to take up with the electrician. One more thing: the NZD 640 roofing invoice for 3 Hine Road is over the owner's NZD 300 limit and there's no approval on file. Do you have it?
- Tom (senior property manager)Yes, the owner emailed it last week. I'll attach it.
- AgentGreat. Once it's attached and the other four are approved, they'll go in Wednesday's run.
Illustrative conversation. Names, numbers and details are made up.
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