Summary
Business Challenge
A completed work order was not necessarily ready for accounting. It could be missing a property reference, vendor information, a supported charge category, approval, or required documentation. Some repairs also required a policy decision about whether the cost belonged to a resident, an owner, or the property.
Operations reviewed these records first, after which finance repeated many of the same checks. Generic incomplete statuses did not identify the specific problem or the employee responsible for resolving it. Finance also needed a traceable link between every invoice draft and its source work order.
The workflow therefore had to improve billing readiness without making policy decisions, changing master data, or posting invoices independently.
What We Did
1
Checked billing readiness
The Maintenance-to-Billing Coordinator reviewed eligible work orders for:
- an active property reference;
- vendor and service details;
- a supported charge category;
- a completion date and required approval;
- mandatory supporting documents.
It classified each item as billing-ready, missing data, nonbillable, review-required, or duplicate risk. Incomplete items received a specific gap note and were routed to the responsible operations or finance queue. Possible duplicates were presented with the earlier invoice reference so reviewers could compare the records directly.
2
Prepared source-linked invoice drafts
After operations approved a billing-ready package, the Invoice Drafting Coordinator applied the client’s configured customer, property, and accounting mappings. It prepared an invoice draft or import-ready record containing the date, line items, amount, coding, and a reference to the originating work order. New mappings, unusual amounts, conflicting codes, and duplicate risks stopped in the finance review queue.
3
Preserved operational and accounting authority
The coordinators did not decide whether an ambiguous repair was billable. They assembled the available evidence and routed the decision to operations. Finance reviewed every invoice draft before posting. Master-data changes, new mappings, and accounting adjustments required approval from the designated employee.
4
What the AI Does Not Do
- Does not post invoices or any records to the accounting system
- Does not decide whether a charge is billable to a resident, owner, or property
- Does not change property, vendor, customer, or other accounting master data
- Does not create or approve vendor charges, or mark work orders complete
- Does not resolve ambiguous or exception items without the responsible reviewer’s decision
