Invoice automation for property management.
Dataforge Invoices is accounts payable software built for UK block and estate managing agents. AI reads supplier invoices and utility bills, predicts the property, fund and heading from your coding history, and posts to MRI Qube or exports for Blocks Online. It finds the property even when the only clue is a fragment buried in the agent's address, and anything uncertain goes to your team.
A 20-minute walkthrough using a sample of your own invoices.
The right property matters as much as the right amount.
An invoice can balance perfectly and still land against the wrong block. Most invoice tools can read the amount. Placing it against the right property, fund and heading is where the manual work starts.
Dataforge reads those fragments against your property records and supplier history, names the property and shows the evidence it used. When two properties fit, it asks your team.
- 01
The property is only a fragment
Suppliers address the managing agent, the RMC, the RTM company or the freeholder. The property might be a block name in the reference, half a postcode or a flat number tucked into the agent's address.
- 02
Utility bills with competing totals
Current charges, previous balances, instalments and payment slips can share one page. Only one figure belongs to the invoice.
- 03
The pile that gets keyed by hand
Invoices that can't be placed wait for someone to look up, code and key them, and month end, service charge reporting and supplier queries wait with them.
Accounts payable automation for property managers.
For a managing agent, accounts payable means supplier invoices and utility bills arriving for hundreds of properties. Each one is coded to a property, fund and heading, approved under the right authority, posted to the property's expenditure and reconciled against the supplier's statement at month end.
Dataforge was built for managing agents. Service charge funds, schedules, headings, RMCs, RTMs and freeholders are part of how it codes every invoice. It takes each step under your rules, and your team decides anything it can't place.
See your own invoice process in a demo- 01
Capture
Invoices and utility bills from email, sFTP, watched folders or upload, with identical files caught at intake.
- 02
Code
Property, fund, schedule and heading predicted by AI from your coding history, even when the property is only a fragment in the agent's address.
- 03
Check
Duplicates, bank detail mismatches, new suppliers, purchase orders and posting limits checked before anything moves.
- 04
Approve
Routed by value band and your approval matrix, with self-approval prevented and overdue decisions escalated.
- 05
Post
Posted to MRI Qube through its PL Interface, or exported as a CSV or flat file for Blocks Online.
- 06
Reconcile
Supplier statements matched against an uploaded CSV of your posted and paid invoices.
How an invoice gets from the inbox to the right property.
Every invoice takes the same route. AI reads the document, predicts the property, fund and heading from your coding history and runs the fraud and duplicate checks. When confidence, checks and your approval policy allow, the invoice moves on without manual handling. Anything uncertain is held with the reason named.
AI reads every invoice.
Supplier, amounts, VAT, references and site details read from PDFs, scans, photos, spreadsheets and e-invoice XML. Every value shows its confidence and goes through the same checks.
AI predicts the coding.
Property, fund, schedule, heading and cost centre predicted from how your team has coded that supplier and property before. It learns from every correction, so the next invoice arrives coded the way you coded the last.
People decide when it's uncertain.
A first invoice from a new supplier, a bank detail mismatch, a possible duplicate or an ambiguous property match stops the invoice. It goes to one review queue with the reason named.
Invoices arrive by email, sFTP, watched folders or upload, as PDFs, scans, photos, spreadsheets, Word files or e-invoice XML.
When it isn't sure, it tells you why.
Reviewers see the document, the field that was read and every check in order of severity. Each finding explains why the invoice has been held or blocked, so your team knows where to focus.
Fraud and duplicate checks on every invoice.
Duplicate invoices
Identical files caught at intake, and potential duplicate invoices flagged within your duplicate window.
Bank detail mismatches
Bank and VAT details on every invoice compared with your supplier master. A mismatch stops the invoice before it can post.
New suppliers
The first invoice from a new supplier goes to a person for review before it can post.
Orders and limits
A PO required where appropriate, tolerances flagged, a touchless value ceiling and sampling of automated processing for audit.
These checks support your existing controls. They do not on their own prove that a supplier or invoice is genuine.
See the review queue with your own invoicesUtility bill processing, coded to the right property and fund.
Electricity, gas and water bills carry more than an amount to pay. Current charges, previous balances, instalments and payment slips can share one page. Dataforge reads the whole bill, checks the figures against each other and takes the one that belongs to the invoice, then codes the bill to the property, fund and heading like any other supplier invoice.
Supplier-specific checks for SSE, E.ON Next, Octopus, British Gas, EDF and Southern Water.
Supply and meter
Supply address, meter, billing period and consumption captured with the charges. The supply address helps match the bill to the right property.
Totals that agree
Net, VAT and total checked for consistency, with energy VAT and Climate Change Levy checks to support review.
Credit notes
Utility credit notes recognised and sent to your team for review.
Portfolio reporting
Spend, consumption and carbon by site, meter and commodity, with CSV exports and reporting to support SECR.
Supplier invoices, utility bills and statements in one place.
Each part shares the same property matching, the same coding history and the same checks.
Supplier invoices
AI reads each invoice and predicts the property, fund, schedule and heading, then routes it for approval or posting. Clean invoices move on when confidence, checks and your approval policy allow.
Utility bills
Read by AI, checked for energy VAT and Climate Change Levy, and coded to the property like any other invoice.
Approvals
Route by value band and your approval matrix, through single or multi-step chains. Prevent self-approval, delegate during absences and escalate overdue decisions.
Statement reconciliation
Match supplier statements against an uploaded CSV of your posted and paid invoices. See who hasn't sent a statement, chase it, and lock completed reconciliations with dual sign-off.
Intake
One place for invoices from email, sFTP, watched folders and upload, with identical files caught before they reach the queue.
See supplier invoices, utility bills and statements processed from your own documents.
Book a demoConnects to MRI Qube. Exports for Blocks Online.
Dataforge connects to MRI Qube through its PL Interface. Supplier, property and purchase order records come in, and approved invoices post back with Qube's reference returned. For Blocks Online it prepares a CSV or flat-file export. Either way, your property accounts stay in the system you already run.
- Matching uses your Qube supplier, property and purchase order records
- Qube's reference returned to the invoice history for API postings
- Posting outcomes tracked, with errors resolved from a dedicated inbox
- Blocks Online file format reviewed with you before we confirm fit
DataforgeControl over the workflow and the environment it runs in.
- Your servers
- Dataforge supports deployment on your Windows Server and SQL Server environment.
- Microsoft sign-in
- Staff sign in with Microsoft Entra ID.
- Role-based access
- Separate roles for clerks, approvers and administrators.
- Administrator control
- Approval routes, processing settings, field mappings and learned coding, managed by your administrators. Anything it has learned can be inspected and reversed.
- AI configuration
- AI provider and model settings are configurable, with the processing arrangement reviewed as part of deployment.
- Invoice history
- What arrived, what was extracted, what changed, who approved it and the posting outcome.
- 09:14:02RECEIVEDemail · invoices inbox · 1 page
- 09:14:03EXTRACTED14 fields · site postcode · 96%
- 09:14:03MATCHEDLS1 4AP → KWH-004 · supplier history
- 09:14:03CODEDfund SC26 · schedule SCH-03 · heading 0412
- 09:14:04HELDpossible duplicate · billed to agent
- 09:31:47REVIEWEDduplicate cleared · property confirmed · J. Patel
- 09:52:10APPROVEDvalue band 2 · S. Okafor
- 09:52:11POSTEDMRI Qube · ref PI-004812
When a client or auditor asks why an invoice was coded to that schedule, who changed the property or who approved the amount, the answer is in one history.
We help UK finance teams choose, implement and support the right software, and we built Dataforge from what we've learned on those projects. 150+ customers, including FirstPort, Canon, Smeg, British Heart Foundation and Hawksmoor.
Read customer stories
UK block and estate managing agents processing service-charge invoices across multiple properties and funds for RMCs, RTMs, freeholders and developers.
Yes. Dataforge supports posting to MRI Qube through its PL Interface, with the Qube reference returned to the application. Blocks Online is supported through CSV and flat-file export; we’ll review the file format and workflow for your system before confirming fit.
No. Dataforge handles intake, extraction, checks, coding and approval before posting into Qube. Qube remains your property accounting system.
Dataforge reads the whole bill and takes the figure that belongs to the invoice when current charges, previous balances, instalments and payment slips share one page. It captures the supply address, meter, period and consumption, checks net, VAT and total for consistency, and runs energy VAT and Climate Change Levy checks. Utility credit notes go to your team for review.
From your history and your team's corrections. Dataforge predicts the property, fund, schedule and heading from how invoices from that supplier and property have been coded before. When your team corrects a prediction, it learns from it, and administrators can inspect and reverse anything it has learned.
Your approval matrix decides. Invoices route by value band through single or multi-step chains that your administrators set. Self-approval is prevented, approvers can delegate during absences and overdue decisions escalate. Every approval is recorded in the invoice history.
Dataforge is designed for UK block and estate managing agents. Where a commercial portfolio codes invoices to properties, funds and headings in the same way, the same matching, checks and approvals apply. We’ll confirm fit using a sample of your own invoices.
They are held in the review queue with the reason named, for example an ambiguous property match, a first invoice from a new supplier or a bank detail mismatch. Your team sees the document and the evidence, then corrects or confirms the details before the invoice moves on.
Yes, when confidence levels, validation checks and your approval policy permit it. Invoices that need attention are held or blocked with a named reason for review.
Yes. Every invoice is checked for potential duplicates, and its bank and VAT details are compared with your supplier master. A bank detail mismatch stops the invoice, and the first invoice from a new supplier goes to a person before it can post. These checks support your existing controls; they do not on their own prove that a supplier or invoice is genuine.
The application can run in your own Windows Server and SQL Server environment. AI processing depends on the selected provider and configuration. We’ll review the deployment and data flow with your IT team before implementation.
Yes. Book a 20-minute walkthrough and we’ll agree a secure way to share five to ten sample invoices. We’ll show how they are read, matched and coded, and explain the checks or configuration needed before posting.
Bring the invoices that slow your team down.
In 20 minutes we'll walk through property coding, exception review and the route into MRI Qube or Blocks Online, using five to ten of your own invoices: the utility bill with several competing totals, the invoice that is hard to match to a property, the document your team rekeys every month.
No commitment. We'll arrange the sample documents with you after you enquire.