Scheme invoices and payments still getting lost in a deluge of emails?
Moving from email to an automated system for managing the tracking, approval and payment of invoices is changing the lives of community scheme managers and managing agents using ResidentPortal, the fast-growing web-based communications portal for community schemes.
ResidentPortal is developed by Omar Kinnear, whose software consulting and development company, Business Xponent Solutions (BXS), recently enhanced the platform with the addition of a feature that automates the purchasing process.
According to Kinnear, the new feature eliminates the headaches that arise with the email process, which is fraught with potential for error.
Problems arising with email
He explains: “In the typical scenario, the scheme manager or management company receives an invoice via email, and before they can pay it (if it is not lost at the outset), they have to get approval from a specific number of board members or trustees.
“The problem comes in when board members, who usually are busy people with full-time jobs and have any number of emails coming across their desk in a day, miss a payment request, or forget to send their approval.
“What follows is the backwards and forwards sending of emails, a messy process that frustrates everyone concerned – including hapless suppliers, who have unfairly long waits for payment of their services.”
Kinnear adds that in cases where multiple approvals are needed, transparency can be affected when individual directors are not included in replies.
“It became obvious to us that schemes were in desperate need for something that would streamline the purchasing process and ensure that all necessary eyes could be part of, and follow the process. It’s been gratifying to see how well it has been received.”
How the automated system works
He describes the process: “Upon receipt of a supplier invoice, the scheme manager or managing agent loads it onto the system and, depending on the rules implemented on the system, the invoice is automatically directed to all directors or trustees, or to those linked to the relevant portfolio. The moment the appropriate person or people approve the invoice, the scheme manager or managing agent is notified, and he or she can then action the payment.”
A further useful feature marks the invoice ‘paid’. “This is very handy for managing agents, as it enables them to draw reports to see outstanding and paid statements,” says Kinnear.
Managing agents coming on board
Kinnear was inspired six years ago to use his company, BXS, to create a communication platform for the estate he lived in. Continual upgrades to the system have resulted in it now catching the attention of property managing agents, who are recognising how they can benefit from using ResidentPortal to streamline communications and management of their clients.
ABOUT ResidentPortal
ResidentPortal is developed and managed by Sandton-based software consulting and development company, Business Xponent Solutions (BXS). The estate communication platform is one of the products emerging from 20 years of experience in the software industry of its founder, Omar Kinnear. One of the original developers of the SARS eFiling platform, Kinnear brings to ResidentPortal a wealth of knowledge of system performance and security.
Since 2016, around 100 complexes are using the Free Plan of ResidentPortal, and over 1000 residents, mostly in and around Gauteng, are benefiting from the way the full-featured Standard and Pro packages are simplifying their lives in their estates and complexes.
For more information, contact: Omar Kinnear, 078 798 3378
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