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How a leading Australian property funds manager took invoice review off its team's desk

Finance and facilities team reviewing supplier invoices — Facilio Invoice Validation Agent at a leading Australian property funds manager
receipt_long
6,200+ invoices checked by the Invoice Validation Agent in four months
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4,960+ invoices processed without manual review
schedule
18 days of processing effort saved every month
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$250K GST compliance and penalty exposure mitigated
Location
Australia
Industry
Property Funds Management
Project
One of Australia's leading diversified property fund managers selected Facilio through a competitive tender for 100+ office assets. With asset, vendor, PO and work-order data connected, it launched Facilio's Invoice Validation Agent. A Compliance Agent is rolling out next.
Products used
Connected CMMS, Invoice Validation Agent, Compliance Agent (rolling out)
Objective
  • Replace asset-level spreadsheets and inboxes with one connected portfolio view
  • Take manual review of every supplier invoice off the team's desk
  • Turn audit findings into corrective work without manual entry

The problem

One portfolio managed through separate spreadsheets and inboxes. Every asset kept its own Excel reports. SLAs were chased by hand, POs and invoices moved through email, and every supplier invoice was checked by a person before payment. Portfolio-wide visibility was limited.

Results at a glance

Before Facilio After Facilio
cancel Asset-level spreadsheets — every asset kept its own Excel reports check_circle Real-time portfolio dashboards across 100+ office assets.
cancel Manual SLA follow-up — SLAs chased by hand check_circle Live SLA tracking and exception alerts.
cancel Scattered PO and invoice records moving through email check_circle Connected vendor and spend history in one system.
cancel Every supplier invoice checked by a person before payment check_circle 4,960+ invoices processed without manual review. Only judgment calls reach a facilities manager.
cancel 3.5 minutes of manual reading per invoice check_circle Seconds per invoice — the agent does the reading.

What's Live

Connected data first, then agents on top. Facilio connected the portfolio in phase one, then put the Invoice Validation Agent to work on that record — with a Compliance Agent rolling out next.

Phase one · Connected CMMS

One connected view across 100+ assets. Facilio rolled out across 11 asset groups in six states. Assets, vendors, POs, work orders and SLAs now sit in one system — a live portfolio view and a reliable record for automation.

  • Portfolio: 100+ office assets
  • Rollout: 11 asset groups across six states
  • Connected data: Assets, vendors, POs, work orders and SLAs in one system
  • Reporting: Asset-level spreadsheets → real-time portfolio dashboards
  • SLAs: Manual follow-up → live SLA tracking and exception alerts
  • Spend: Scattered PO and invoice records → connected vendor and spend history

Phase two · Invoice Validation Agent

From manual review to exception handling. Vendors email invoices as before. The agent checks each against its PO, vendor ABN and the client's own rules. Clean invoices move forward. Invalid ones go back to the vendor with the reason. Only judgment calls reach a facilities manager.

  • Intake: Vendors keep emailing invoices as before — no change on their side
  • Matching: Every invoice checked against its PO and vendor ABN
  • Rules checked: Addressee, invoice number, amount before GST, tax-invoice requirements
  • Clean invoices: Move forward automatically
  • Invalid invoices: Returned to the vendor with the reason
  • Exceptions: Only judgment calls reach a facilities manager

Next · Compliance Agent

Turning audit findings into corrective work. Audit reports carry 60–100 findings, each entered by hand today. The Compliance Agent reads the report, creates the findings, flags high-priority items and raises corrective work orders in Facilio.

  • Input: Audit reports with 60–100 findings each
  • Findings: Read and created automatically — no manual entry
  • Prioritisation: High-priority items flagged
  • Action: Corrective work orders raised in Facilio
  • Status: Tested; rollout underway
1 FTE
Reassigned to higher-value work — ~$92K in annual capacity
Seconds
Per invoice, down from 3.5 min of manual reading
100+
Office assets across 11 asset groups in six states

End-to-end invoice workflow

From the vendor's email to a payment-ready invoice, every check is handled by the agent. Only judgment calls reach a facilities manager.

1
Vendor emails invoice
→
2
Agent reads the invoice
→
3
Matched to PO & vendor ABN
→
4
Checked against client rules
→
5
Invalid invoices returned with reason
→
6
Clean invoices move forward

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