From paper and Excel to one workflow.
RF Property Management ran accounts payable by hand across multiple blocks. One bespoke automation inside Microsoft 365 and their block management software now carries every invoice from arrival to auditor pack.
RF Property Management · Managing agent, property management · Multiple residential blocks
A paper pile for every block, and no view across them.
RF Property Management is a managing agent. Accounts payable runs across multiple residential blocks and several management companies, so every supplier invoice has to land against the right block, with the right sign-off.
Before this project, that stream moved by hand. Invoices were printed, figures were keyed into Excel, and approvals were chased one at a time.
Each block sat in its own silo. Paper and approvals moved slowly between people, re-typing invited errors, and no single view showed where any invoice stood.
What we did.
We designed and built a bespoke invoice automation inside the tools the team already use: Microsoft 365 and their block management software.
AI captures each invoice on arrival
The detail that was keyed into Excel by hand now enters the system once, and enters it clean.
Coding to the right block and company
Each invoice is assigned to the correct block and management company on capture.
A clear digital approval workflow
Approvers sign off in one place, and you can follow where any invoice stands across the portfolio.
Software-ready exports
Approved invoices land as files the block management software can take.
Monthly auditor packs
The audit material builds as invoices flow through, ready when it is needed rather than reconstructed from paper at year end.
Integrated end to end
The system sits inside Microsoft 365 and the block management software, so the figures stay consistent from capture to export.
What changed.
Manual invoice processing, automated end to end. One workflow now covers every block and management company, and the team can see the whole portfolio.
One consistent process
Every block and management company follows the same workflow, in place of a paper pile per block.
The Excel step is gone
AI captures and codes each invoice, so nothing is printed or keyed by hand.
A clean approval trail
The digital workflow records who approved what.
Exports and packs run on their own
Software-ready exports and monthly auditor packs are prepared without anyone assembling them.
Faster, more accurate processing
Processing time per invoice came down and accuracy improved.
Visibility across the whole portfolio
Far better visibility and control across every block and management company.
How it runs now.
Invoices arrive, get captured and coded, route for approval, and land as exports and auditor packs.
The managing agent who once printed and keyed every invoice now works from one process instead of many. The visibility and control that paper piles took away are back, across the whole portfolio.
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