In property management, vendor invoices and work orders flow through many hands — from on-site teams to accounting to MCST committees. Without structure, delays, duplicates, and errors creep in fast. The cleanest Managing Agents today rely on automated systems to keep this workflow smooth, auditable, and mistake-free.
Here’s how a clean vendor invoice and work order workflow looks in an MCST context — and how ccMonet helps achieve it.
Every vendor task — from lift servicing to cleaning — starts with a work order. The key is to ensure these requests are properly logged and approved before the vendor invoices arrive.
With ccMonet, each work order can be linked to a specific project or vendor category. This creates a digital trail from the moment the job is raised, ensuring that no unapproved or duplicate work slips through later in billing.
Instead of paper invoices or email attachments scattered across inboxes, vendors can send digital invoices directly.
ccMonet automatically reads these documents — even scanned or handwritten ones — and extracts all relevant data: vendor name, service type, amount, GST, and work order reference. The invoice is then matched to its corresponding work order instantly, ensuring the billing aligns with approved work.
Once an invoice is uploaded, ccMonet’s AI verifies key details:
Any mismatch or missing information is flagged automatically for review. This eliminates manual cross-checking, which is often where errors happen.
After verification, the system routes the invoice for internal approval — typically to the property manager or finance officer. ccMonet logs each approval digitally, so every decision is timestamped and traceable.
This means that during audits or MCST meetings, MAs can show complete documentation: the work order, invoice, and approval flow all in one place.
Once approved, invoices are automatically posted into the right accounting category — for example, “Lift Maintenance,” “Cleaning Services,” or “Security Contractor.”
When payments are made, ccMonet’s AI Bank Reconciliation matches them to the correct invoices automatically. You can view payment status by vendor, by project, or by category in real time — no spreadsheet consolidation needed.
At the end of each cycle, MAs can generate clean, ready-to-share reports showing:
This makes board reporting simple and transparent, reducing back-and-forth during audits or AGMs.
For MCSTs and Managing Agents, accuracy and accountability go hand in hand. With ccMonet, every work order and vendor invoice flows through one automated, transparent pipeline — from job approval to payment.
No missing documents. No double billing. Just clean, verifiable records every time.
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