CASE STUDY

Invoice Automation for a Property Management Company 

Sarah Zhou, Mark Leverette • January 9, 2026

Services: Outsourced Accounting Industries: Real Estate

A commercial property management company oversees more than 100 properties for various owners, ranging from retail centers to office buildings. The firm prides itself on delivering detailed, transparent reporting to property owners—but the manual processes required to produce that reporting were becoming unsustainable. 

The Problem 

Every two weeks, the company’s accounting team needed to generate individualized billback invoices for each property, documenting expenses incurred and services rendered. For 100+ properties, this meant creating, formatting, and distributing more than 100 separate invoice packages on a bi-weekly basis. 

The team faced significant operational challenges: 

  • Late nights and weekend work to meet billing deadlines 
  • Manual creation of each invoice from a master workbook 
  • Time-consuming formatting to ensure professional, consistent deliverables 
  • High risk of errors in data transfer and calculations 
  • Difficulty scaling as the company added new properties to its management portfolio 
  • Staff burnout from repetitive, high-volume tasks 

The company needed a solution that would maintain billing accuracy and presentation quality while dramatically reducing the time and effort required. 

The Solution 

BPM implemented an automated workflow that transformed how the company handles billback invoicing. Our team developed a solution that: 

  • Consolidates property and expense data into a single source workbook 
  • Automatically generates individualized invoices for each property 
  • Applies consistent formatting across all deliverables 
  • Incorporates built-in quality checks to ensure accuracy 
  • Produces print-ready PDF packages for distribution 
  • Operates on a predictable, fixed-fee basis that aligns with value delivered 

The solution was designed with the company’s specific billing requirements in mind, ensuring that automated invoices meet the same quality standards as manually prepared versions. 

The Outcome 

The automation framework delivered immediate and measurable results: 

  • Invoice preparation time reduced from late nights and weekends to approximately 30 minutes per billing cycle 
  • 100+ individualized invoices generated from a single workbook 
  • Zero manual formatting or file creation required 
  • Consistent, error-free deliverables across all properties
  • Scalable workflows that accommodate portfolio growth without additional staff 
  • Predictable costs through value-based billing that reflects efficiency gains 

The company now completes its bi-weekly billing process in a fraction of the time, with improved accuracy and without overwhelming its team. 

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Take the Next Step 

If your property management company is handling high-volume recurring processes that are straining your team’s capacity, automation may be the answer. Contact BPM to schedule a demo and explore how we can tailor solutions to your specific workflows. 

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