Invoice automation for property management.
Built for UK block and estate managing agents. Dataforge reads every supplier invoice and utility bill, finds the right property even when it's addressed to the agent, RMC or freeholder, codes it to your funds and headings, and posts to MRI Qube. 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.
- 01
Billed to someone other than the property
Suppliers address the managing agent, the RMC, the RTM company or the freeholder. The site address is the clue, and it is often in the small print.
- 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.
How an invoice gets from the inbox to the ledger.
Every invoice takes the same route. Known supplier layouts and your coding rules handle what they can, and AI extraction reads the documents they can't. When confidence, checks and your approval policy allow, the invoice moves on without manual handling. Anything uncertain is held with the reason named.
Rules handle what they can.
Supplier, property, fund, schedule, heading and cost centre suggested from your records, supplier layouts and coding rules. Administrators can inspect, correct and reverse learned rules.
AI reads what rules can't.
Poor scans, photos, spreadsheets and unfamiliar layouts. Extracted values show their confidence and capture method, and go back through the same checks.
People decide when it's uncertain.
An ambiguous property match, a missing PO or a bank detail mismatch 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.
Duplicates
Identical files caught at intake, and potential duplicate invoices flagged within your duplicate window.
Supplier details
Bank and VAT details compared with your supplier master. First invoices from a supplier routed for review.
Purchase orders
Require a PO where appropriate and flag invoices outside the permitted tolerance.
Posting limits
Set a touchless value ceiling, hold foreign-currency invoices and sample 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 invoicesSupplier invoices, utility bills and statements in one place.
Each part shares the same property matching, the same rules and the same invoice history.
Supplier invoices
Read, check and code against your properties, funds, schedules and headings, then route for approval or posting. Clean invoices move on when confidence, checks and your approval policy allow.
Utility bills
Supplier layouts for SSE, E.ON Next, Octopus, British Gas, EDF and Southern Water. Energy VAT and Climate Change Levy checks, with spend, consumption and carbon reporting to support SECR.
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 ledger. 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 ledger stays where it is.
- 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 rules, field mappings and learned rules, managed by your administrators. Learned rules 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.
Built by Stratas, helping UK finance teams choose, implement and support the right software. 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.
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.
Dataforge checks for potential duplicates and compares bank and VAT details against your supplier master. These checks support your existing controls; they do not independently authenticate a supplier or guarantee that an 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.