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Office Work

Backoffice Services

Peace of mind Backoffice services

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Our expertly trained team members use the Intellistrata system to perform all the mundane, day-to-day tasks that slow your business down and stop you achieving maximum productivity.

Why use Intellistrata Backoffice service?


Unlimited support (no matter how many invoices etc)


Fully trained to use Intellistrata platform

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Save on computer equipment, support, software licenses and office space costs


Dedicated accountants specialised in Australian Strata accounting operations


Extended working hour support.


No add on HR costs such as superannuation


10+ years of experience


You can focus on growth while we take care of all administrative overhead


Pay a fraction of cost of a full time Australian employee.


Dedicated Australian accounts manager


Save the time spent on HR issues, recruitment and training

67% of strata managers say they don’t achieve a satisfactory ROI. Many struggle to sustain their business due to the complexity of strata management and high costs of operation.

What are the services we offer?

Accounts Payable: 

​The proposed accounts payable service includes following outsourced processes: 

  • Data entry of supplier invoices into invoice approval System 

  • Process payments and prepare EFT & BPAY bank upload files  

  • Process owner reimbursements  

  • Process owner refunds  

  • Process supplier credit notes  

  • Manage supplier payment inquires (2nd Level) 

  • Manage invoices not paid due to Insufficient fund 

  • Update insurance records (Insurance Invoices paid by Backoffice)

Accounts Receivable & Bank Reconciliations
  • Bank receipt file upload and allocation of receipts not matched by automatic allocations

  • Electronic Bank reconciliations (Our SLA’s support daily basis reconciliations) 

  • Data entry of bank adjustments (bank charges, direct payments, etc.) 

  • Data upload/data entry of direct debits and utility bills, etc. 

Overdue Levy Processing 
  • Process Stage 1 (reminders), Stage 2 (final notice) & Stage 3 (send to Solicitor) debt recovery process  

  • Organize debt recovery charges process  

  • Manage any debt recovery exemptions 

  • Provide CSV feed of debt recovery charges to managing company for accounting  purposes 

  • Provide details to solicitor (Debt recovery history, Final notices, Budgets, Entitlement  reports etc.) 

POST AGM Activities  
  • End of financial year rollover  

  • Update new committee details in the system 

  • Update new budgets (admin / Sinking, etc.) 

  • Update management fees 

  • Strike OC fees (Adjust balance OC Fees according to the budget) and catch up levy  Update any special levy to be stricken  

  • POST AGM pack for print and post  

  • Check financial balances lockdown financial period after quorum is reached  

  • Go through minutes and create required tasks with due dates 

BAS, Audits & Income Tax Returns  
  • Preparation of reports required to file BAS 

  • Preparation of reports required for income tax purpose 

  • Preparation of report required for auditors

Miscellanies Owner Levy/Invoice Processing (monthly) 
  • Section 2.1 & 2.2. charges  

  • Other processing charges  

  • Process Management Fees by quarterly or Monthly basic  

  • Process Management Fees manually for properties that are not included in quarterly run Process payments and upload files 

  • Save digital copies of the management fee processing records 

  • Provide CSV feed to managing company accounting purposes

Digitizing & Categorizing Documents 
  • Digitize invoices – Convert all invoices in to digital records on the platform 

  • Digitizing the documents exemption management  

  • Exemption handling 

    • Supplier not found 

    • Property not found 

    • Non-invoice type documents (i.e. Quotations, Statements) 

    • Duplicate check 

  • Verification of Invoice 

  • Advanced duplicate check 

    • Part payment management 

    • Verify supplier Bpay Reference, ABN, Bank details, Remittance emails etc. 

    • Check Opening balance/brought forward issues

Levy Processing 
  • Processing Levy notices according to instructions given in meeting minutes  

  • Communicate with Managers when there are any anomalies or catch up levy situations  

  • Print and post Admin, Admin (sinking) fund and overdue levy notices 

PRE AGM Activities 
  • Reconcile AR, AP, Bank /Cash at Bank, etc. Balances  

  • Internal audit of payment allocations on given chart of accounts, duplicate transactions, GST  calculations, Income Tax activities, pre-payments, overdue payments etc.  

  • Preparation of financial reports for manager to review & Print and Post  

  • Pre-AGM financial report meeting pack Print and Post 

Acquisitions & dispositions 
  • Record any new owners master data in the system  

  • Prepare welcome letters 

Opening Balance Updates (New property added to the portfolio) 
  • Entering and setting up properties in the financial system 

    • Setup Property 

    • Setup owners contact details  

    • Add new suppliers  

    • Setup owners Ledger  

    • Setup bank account details 

    • Reconcile opening bank balance 

    • Add insurance details 

    • Reconcile opening accounts payable balances & enter into system  

    • Reconciling bank balances and opening balances  

  • Brand New Property create new Bank accounts in the system 

  • Archiving documents from previous management (Digital Archiving only). Scanning and  categorizing are not included. 

  • Create document folders for new properties

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