Finance & reporting
PropAI handles levies, supplier invoices and payments, arrears follow-up, budgets and detailed monthly financial reports. Your board can see the scheme's expenses, understand what needs attention and make the decisions that require its approval.
Standard financial service
These six areas form part of PropAI's standard financial administration, with your scheme's arrangements and authority recorded in the management agreement.
PropAI administers levy billing and records receipts so owner accounts show what has been charged, paid and remains outstanding.
We handle supplier invoices and arrange payments under recorded authority or after the required trustee sign-off. The invoice example below explains those responsibilities.
We follow up outstanding levies and coordinate approved collection steps. Legal collection work remains with the appointed professional where needed.
We prepare budget information connecting expected costs with the building's financial and maintenance needs. Trustees or directors review the figures and priorities. For bodies corporate, administrative and reserve-fund budgets are presented for member approval at the general meeting. Other schemes follow their governing documents.
Detailed monthly reports show income and expenditure, budget comparisons and matters needing attention. Trustees can see the building's expenses clearly and bring questions to PropAI for follow-up.
We organise financial records and coordinate preparation for the appointed auditor. The independent auditor carries out the audit.
Preparing a budget? Explore the costs, assumptions and maintenance needs behind the figures.
Read the seven budget checksSee how the work is handled
Explore a courtyard-light repair through the financial process. Choose a step, or follow the story from start to finish.
PropAI brings INV-014 into the financial records. Explore the R8,500 breakdown for the completed courtyard-light repair.
PropAI follows up
In this example, PropAI asks the supplier to explain the work and itemise the amount. The supplier later provides the breakdown: R6,000 for the fittings and R2,500 for labour.
The trustees receive the clarified information for review.
Approval record
This is an ad hoc invoice requiring trustee approval in the example. A scheme resolution can authorise specified recurring expenses, such as monthly service contracts. Being in the budget alone does not give PropAI authority to pay every invoice.
Payment record
This example keeps the amount consistent throughout the invoice, approval, payment and report.
Selected expenses, with invented figures. Choose a row to inspect it.
| Expense | Budget | Actual |
|---|---|---|
| R18,000 | R18,000 | |
| R6,000 | R8,500 | |
| R15,000 | R14,000 | |
| Extract total | R39,000 | R40,500 |
Labour explains the difference above the repair allowance. Trustees signed off INV-014 on 20 September; payment followed on 22 September.
The selected categories total R1,500 above budget: repairs are R2,500 above and municipal services R1,000 below. This extract does not show a complete cash position.
The work, amount and supporting detail should be clear.
You can follow the expense. Its amount, approval, payment and report entry stay connected.
Before this story. In this invented example, the scheme authorised the courtyard-light repair before the contractor carried it out. Authorising that work and signing off its invoice for payment are separate moments.
1. Invoice arrives. Supplier Example Electrical invoices R8,500 for the repair on 18 September 2026. The amount consists of R6,000 for two replacement fittings and R2,500 for contractor labour.
2. Details prepared. PropAI brings the invoice and supporting information together for review. If the description is unclear, PropAI follows up with the supplier and brings the clarified detail to the trustees.
3. Trustee sign-off. This one-off invoice needs trustee approval for payment. The example records sign-off on 20 September, with PropAI responsible for arranging payment. Regular payments can instead be authorised in advance by a recorded scheme decision. The applicable authority must be recorded.
4. Payment arranged. After the sign-off, PropAI arranges payment. This example records R8,500 paid on 22 September and keeps the payment connected to INV-014 and its approval.
5. Monthly report. The repair appears in the September report extract at R8,500 against a monthly allowance of R6,000. Its R2,500 difference is explained by the specific repair. The report links back to the invoice, sign-off and payment. Other selected categories are monthly services at R18,000 against R18,000 budget, and municipal services at R14,000 against R15,000. Their selected actual total is R40,500 against R39,000 budget.
This is an educational example of the financial process. Real schemes follow their own rules, resolutions and mandate. The example does not send an approval, arrange a payment or prescribe a fixed report format.
Start with your scheme
Tell us about your financial administration, monthly reporting or approval process. We'll contact you to discuss the management support your scheme needs.
We’ll review your enquiry and respond by the next business day.
