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?

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Unlimited support (no matter how many invoices etc)

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Fully trained to use Intellistrata platform

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

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Dedicated accountants specialised in Australian Strata accounting operations

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Extended working hour support.

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No add on HR costs such as superannuation

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10+ years of experience

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

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

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Dedicated Australian accounts manager

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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