Home / Automation for property administrators in Mallorca
Invoices, receipts and documents for each owners’ community, organised and recorded without the office copying the data by hand.
A property administration office receives invoices every day for maintenance, lifts, cleaning, insurance and utilities, each from a different owners’ community. They have to be opened, matched to the community they belong to, saved in its folder and the expense entered in the software. With thirty or sixty communities, that journey takes up a good part of the week.
On top of that come the emails from owners with the same questions, the incident reports and the paperwork for the owners’ meetings. We automate the journey of every document and leave the team the work that calls for judgement: talking to the owners, the suppliers and the community presidents.
We start with incoming invoices, which is where the time goes, and carry on with whatever shares the same logic.
Every invoice that arrives by email is read, assigned to its owners’ community and its supplier, saved in its folder, and the expense is left ready for your software.
Contracts, insurance policies, quotes and minutes are classified and filed in each community’s folder under a name that makes them easy to find.
Reports from owners are recorded, reach the person who has to act, and anything left unanswered generates its reminder.
We do not change your property administration software. The data from every invoice reaches it in the format it accepts, by direct connection or by import file, and the documents stay in the storage the office already uses.
Before an expense is entered against a community, a person in the office sees the invoice next to the data read from it and confirms it. Anything doubtful, such as a new supplier or a community that is not clear, is flagged for review.
We start with the invoices of one group of communities and test them with real documents. When the journey works, it is extended to the rest. We build on the same system that gave rise to FacturaFlow, our product for the invoices received by accountancy and administrative firms (gestorías).
A complete automation costs from €3,000. First there is a free initial assessment by phone and, if we see that we can help, an in-person assessment for €1,500 with a written report and quote.
