Levy Billing & Arrears Collection

Q: Can the system handle partial payments or payment plans?

Yes. Partial payments are reconciled against the invoice balance, and the system tracks the remaining amount as outstanding.

Q: Will the automation work with my existing strata management software?

The automation integrates with common accounting and data sources used by strata managers. Your existing tools are connected during setup; if your strata software exports data to spreadsheets or accounting software, the automation can read.

Q: What happens if a payment arrives but the system does not recognize it?

Unmatched payments are flagged in a daily alert to the strata manager for manual review and reconciliation. Once matched, the invoice is marked paid and removed from reminder workflows automatically.

Q: Can I customize reminder messages and escalation schedules?

Yes. Reminder templates, escalation timing, and recipient lists can be customized before launch.

Automated levy billing and arrears follow-up keeps cash flowing and removes the weekly grind of chasing lot owners by hand.

184 hrs

Manual time identified

Companies have mapped

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About This Automation

Levy billing and arrears collection in strata management involves manually creating invoices, tracking payments, and chasing overdue amounts across dozens of lot owners each month. Manual processes create delays, payment reconciliation errors, and significant staff time spent on follow-up.

Automation generates and distributes invoices on schedule, reconciles payments automatically, and sends escalating reminders to delinquent owners. The strata manager receives real-time alerts and monthly reports without manual compilation.

Key features:

Generate and send levy invoices automatically on a monthly schedule

Reconcile incoming payments against outstanding invoices in real time

Identify overdue invoices and trigger escalating reminder workflows

Compile monthly arrears reports without manual data entry

Notify the strata manager of payment exceptions and collection actions

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual invoice creation bottleneck Strata managers spend 45 minutes per cycle manually typing invoices into the accounting system, creating transcription errors and delays.	80%
2	Payment reconciliation delays Weekly or monthly manual matching of bank deposits to invoices causes payment status to lag behind actual receipt by days or weeks.	67%
3	Arrears follow-up inefficiency Reminder emails are drafted and sent manually, often requiring multiple follow-ups and phone calls to collect overdue amounts.	53%
4	Manual report compilation Monthly arrears reports are assembled by hand from spreadsheets and accounting records, consuming time and introducing inconsistencies.	40%
5	Data entry duplication Lot and owner information is re-entered across multiple tools, creating inconsistencies and requiring manual verification.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.8/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.8/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Billing Cycle Triggeredtrigger

On the scheduled billing date each month, the automation checks for new levy data and begins the invoice generation process.

2. Fetch Levy Data

The automation retrieves lot numbers, owner details, and levy amounts or the strata management system.

3. Generate Invoices

Invoices are created automatically with correct lot numbers, amounts, due dates, and owner contact details.

4. Send Invoices

Invoices are automatically emailed to owners with a personalised message and payment instructions.

5. Monitor Payments

The automation tracks incoming payments and bank feeds, matching them to invoices automatically.

6. Send Payment Reminders

Automated reminders are sent to owners 7 days before due date and again 3 days after, escalating if unpaid.

7. Alert Manager on Arrears

A notification is sent to the strata manager with a summary of overdue invoices and recommended collection actions.

8. Generate Arrears Report

A monthly arrears report is automatically compiled and made available for committee review.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

528 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if an owner disputes a levy amount or payment?

The automation flags disputed invoices for manual review by the strata manager, who can adjust records or send a custom response. Disputed amounts are excluded from automatic reminder workflows until resolved.

Can the system handle partial payments or payment plans?

Will the automation work with my existing strata management software?

What happens if a payment arrives but the system does not recognize it?

Can I customize reminder messages and escalation schedules?

View more FAQs

Process pain:8.8/10

Mapped by:4 Companies

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Page updated 10 August 2026