Recurring service charge billing involves manually gathering tenant data, calculating charges, creating invoices, sending them to tenants, and reconciling payments. The manual process is time-consuming, error-prone, and delays cash collection.
Automation calculates charges based on lease terms, generates invoices in the accounting system, sends them automatically, monitors payments, and reconciles received funds. The result is faster billing cycles, fewer errors, and improved cash flow.
The full workflow, from trigger to completion.
On the first of each month, the automation is triggered to begin the service charge billing process. Tenant and unit data is automatically pulled from the connected source.
An intelligent reviews tenant data, lease terms, and occupancy status, then calculates each tenant's service charge share automatically. Prorations and adjustments are applied per rules.
Calculated charges are automatically formatted and created as invoices with correct due dates and payment terms.
Invoices are automatically sent to tenant email addresses with a personalized message and any required attachments.
Incoming payments are automatically captured and matched to invoices. Payment status is updated in QuickBooks in real time.
Tenants with unpaid invoices past the due date automatically receive a reminder email.
A daily summary of invoices sent, payments received, and outstanding balances is posted for the accounting team to review.
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