Automated rent roll approval app increases efficiency and accountability

Managing monthly rental invoices across more than 3,500 tenant contracts, this leading commercial property management company had outgrown its manual processes. Building lease managers were reviewing tenant charges from printed reports up to 300 pages long, manually marking up errors and changes before sending them to another team for processing. The report would then be regenerated, and the cycle repeated until every charge was approved.

The result was a process that was as time-consuming as it was error-prone, creating unnecessary delays and overhead across the business every single month.

Working with PhoenixDX, the company replaced its existing property management software with a purpose-built OutSystems application that integrates directly with SAP. The new platform automates the entire rent roll review and approval process - and once approved, charges are sent to SAP for billing automatically, eliminating manual re-entry.

Building managers can filter and search contracts using sophisticated search tools, view their progress and approval status through a centralised dashboard, and approve or flag charges with a single click rather than marking up printouts. Batch changes can be applied across single or multiple tenants instantly, and required documentation is automatically generated as a PDF for download, sharing, and archiving. Role-based access ensures managers only see the buildings they are responsible for, and an automated workflow guarantees all charges are verified before approval is finalised.

The result is a dramatically faster, more accurate process that has significantly reduced errors, eliminated double handling, and improved the day-to-day experience for building lease managers across the business.