In property management, it’s often the back-office processes that determine whether a business runs smoothly or struggles under operational weight. Yates Hellier, one of Glasgow’s most respected property management and real estate agencies, saw a challenge coming and acted before it became a problem.
They partnered with nocodecreative.io to design and implement an AI agent-powered automation system that now processes hundreds of invoices every month with speed, accuracy, and complete scalability.
About Yates Hellier
Founded in 2013, Yates Hellier specialises in premium lettings, property sales, and full-service property management. Their reputation is built on personal service, industry compliance, and a deep understanding of the Glasgow market.
With a growing property portfolio, they knew that their existing invoice process — still working well but highly manual — would eventually hit a breaking point. Rather than wait, they invested early in AI automation to keep operations efficient, accurate, and future-ready.
The Challenge
Every month, Yates Hellier’s finance team handled hundreds of invoices from councils, utility providers, contractors, property factors and more. Each invoice involved:
- Uploading to SharePoint
- Extracting details by hand
- Identifying the correct property and contractor
- Sending for approval
- Manually entering data into multiple systems
The risks were clear: as the portfolio grew, so would the chance of errors, missed payment deadlines, and staff burnout.
The leadership team wanted a system that would scale effortlessly, keep compliance airtight, and give their people more time to focus on value-added work.
Multi-Source Invoice Capture
Before AI agents can process invoices, they first need to be captured in a consistent, reliable way. Yates Hellier’s automation starts with a multi-channel intake layer designed to handle every possible scenario:
- Automated Email Monitoring – Key inboxes are monitored for incoming invoices. Attachments are extracted and sent straight into the correct SharePoint folder.
- Fixflo Integration – When contractors upload invoices via Fixflo, they’re automatically routed via the automation without any manual step.
- Staff Uploads & Mobile Scanning – Team members can drag-and-drop files directly into SharePoint or scan paper invoices with their phones, ensuring even physical documents enter the system seamlessly.
No matter how an invoice arrives, it ends up in the same monitored SharePoint folder, ready for the AI agents to take over.
The AI Agent Solution
We created an end-to-end automation solution built on n8n and Azure integrated with AI agents that make real-time business decisions.
1. AI-Driven Invoice Intake
The system monitors SharePoint folders for new files. As soon as an invoice is uploaded from any source, AI agents take over — reading the file, extracting data, and classifying it based on type.
2. AI OCR & Data Structuring
Invoices arrive in every format imaginable. The AI-powered OCR engine reads them, no matter the layout, and extracts key fields like amounts, issuer, due date, and property details.
3. AI Matching & Validation
This is where the AI agents earn their keep:
- Fuzzy matching ensures contractors are correctly identified even if names are misspelled or formatted differently.
- Property details are cross-checked against the internal database, resolving address format differences automatically.
- Duplicates are flagged instantly, reducing the risk of double payment.
4. AI-Directed Routing
The AI determines whether an invoice is contractor or non-contractor and applies the correct workflow:
- Contractor invoices follow one route.
- Non-contractor invoices (like utilities and council tax) follow another.
This ensures each type is handled with the right approval process and compliance rules.
5. Human-in-the-Loop Approval
By the time a property manager sees the invoice in Monday.com, every field is pre-filled and validated by AI. The manager simply reviews and approves or rejects.
6. Seamless System Integration
Once approved, the automation posts the invoice directly into the SME property management system, complete with deductions, attachments, and a full audit trail.
The Results
Since implementation, the benefits have been clear and measurable:
- 85% reduction in manual handling time
- 99% accuracy in data extraction and matching
- 3x faster approval cycles
- 40+ hours per week freed for finance and operations
- Zero compliance breaches since launch
Why AI Agents Are a Game-Changer for Property Management
This isn’t just automation for the sake of speed. The AI agents now form a decision-making layer within Yates Hellier’s operations:
- They interpret invoices like a trained team member would
- They decide the correct routing without human input
- They validate data in real time, preventing costly errors
- They integrate seamlessly with existing systems, so no disruptive re-platforming was required
In the real estate and property management world, this means faster payments, better supplier relationships, and full compliance — all without increasing headcount.
Client Perspective
“nocodecreative.io didn’t just automate our process, they helped us future-proof our business. The AI agents they designed work like an extension of our team, making the right calls instantly so we can focus on our clients. I would not hesitate in recomending nocodecreative.io” – Jack Hellier, Managing Director, Yates Hellier
Looking Ahead
The success of this AI automation project has given Yates Hellier a platform for further innovation. Next steps include using AI agents to handle rent changes, compliance documentation tracking, and automated client updates.
Thinking About AI Automation for Your Business?
If you manage a business, your back-office systems shouldn’t be your bottleneck. At nocodecreative.io, we build AI agent-powered automation for companies that want to save time, increase accuracy, and grow without growing admin.
Talk to us today and see how AI can transform your operations before the pressure hits.
