Introduction

For property management companies like Western Lettings, operational efficiency is critical. Routine tasks such as invoice processing, approvals, and data management can consume valuable time and resources, diverting attention from core activities. In this case study, we delve into how nocodecreative.io partnered with Western Lettings to automate their invoicing workflows using cutting-edge tools and technologies. This solution not only eliminated errors but also empowered their team to scale operations seamlessly.

Understanding the Client and Their Needs

  • Industry: Property Management
  • Client: Western Lettings, a Glasgow-based property management company

Western Lettings manages a growing portfolio of properties, focusing on high-quality service for landlords and tenants. Their manual processes, particularly for invoice management, had become a bottleneck, leading to inefficiencies and errors.

Challenges

  1. Time-Consuming Processes: Manually handling contractor invoices and approvals.
  2. Error-Prone Manual Work: Data entry mistakes led to payment delays and discrepancies.
  3. Lack of Scalability: The existing system couldn’t keep up with the increasing volume of transactions.

Our Solution

We designed a tailored automation solution to address these pain points, integrating multiple systems and leveraging advanced tools. The project centred around automating invoice workflows, approvals, and data transfer processes.

The Tools and Systems

Fixflo

Fixflo, a property maintenance management platform, was the starting point for the workflow. Contractors used Fixflo to submit invoices related to completed maintenance jobs, either through the system or via Fixflo’s email functionality. A webhook was set up to trigger automation workflows upon invoice submission.

n8n

We used n8n, a self-hostable workflow automation tool, as the backbone of the system. Its versatility allowed us to integrate APIs, handle complex logic, and execute custom JavaScript code.

Supabase

Supabase served as the database layer for storing and retrieving invoice-related data. Its real-time capabilities and compatibility with n8n made it ideal for this project.

Asana

The automation integrated with Asana to manage approvals. Tasks were automatically created for property managers to review and approve invoices, ensuring accountability and visibility.

SME Professional

SME Professional, an accounting and property management software, was used to handle landlord deductions. Data from approved invoices was uploaded to SME, completing the financial reconciliation process.

Custom AI and Code

To enhance the workflow, we incorporated custom JavaScript and AI-powered invoice parsing using OpenAI’s API. This ensured accurate extraction of invoice data, automated description generation, and error detection.

How It Works: Step-by-Step Workflow

1. Triggering the Workflow

The process begins when a contractor submits an invoice through Fixflo. A webhook captures the submission, extracting relevant details to initiate the workflow.

2. Invoice Parsing

  • Custom Code: A JavaScript module processes the invoice file, extracting text from PDFs or other formats. This raw text extraction is then passed to OpenAI’s API for further processing.
  • AI-Powered Enhancements: OpenAI’s API analyses the extracted text, identifies critical data points, and outputs structured information, including:
    • Invoice numbers
    • Submission and due dates
    • Concise descriptions of the work completed
    • Payment details (gross, net, and tax amounts). For example, verbose contractor notes are transformed into actionable summaries like “Repaired leaking kitchen tap.”

3. Data Validation

The parsed data is validated against rules stored in Supabase. If discrepancies are found, the workflow flags them for manual review.

4. Task Creation in Asana

  • A task is automatically created in Asana, and assigned to the property manager responsible for the relevant property.
  • Custom fields in Asana capture critical details, such as the invoice number, property address, and payable amounts.

5. Approval Workflow

  • Property managers review the task in Asana, approving or rejecting the invoice.
  • Approval triggers the next stage of the workflow, while rejection generates a notification for follow-up.

6. Final Data Processing and Upload

  • Approved invoices are updated in Supabase, where all associated data is consolidated.
  • The system automatically uploads the landlord deduction data to SME Professional, completing the financial reconciliation process.

Technical Innovations

Custom Code for Document Parsing

Using libraries like pdf-parse, mammoth, and xlsx, we built a robust parsing system capable of handling various document formats. This modular approach ensured scalability and adaptability for future use cases.

AI-Powered Descriptions

By leveraging OpenAI’s language models, we automated the generation of work descriptions, reducing the time property managers spent rewriting contractor notes.

Seamless API Integrations

The project involved integrating APIs for Fixflo, Asana, and SME Professional. Each integration was carefully designed to handle authentication, error management, and data consistency.

Self-Hosted Flexibility

Deploying n8n and Supabase on Azure gave Western Lettings full control over their data and workflows. This approach ensured compliance with data protection regulations and reduced reliance on third-party services.

The Results

Time Savings

The automation drastically reduced the time spent on routine invoicing tasks, freeing up hours for property managers to focus on customer service.

Error Elimination

By automating data extraction and validation, the system eliminated errors caused by manual entry, improving accuracy and reliability.

Improved Scalability

The new workflow can handle increased transaction volumes without additional administrative overhead, enabling Western Lettings to scale their operations effortlessly.

Client Feedback

"Working with nocodecreative.io has been a breeze. They quickly understand requirements and take a collaborative approach to finding solutions. Together, we’ve automated several time-consuming and error-prone processes with AI, including invoice processing and customer communication.

This has freed up valuable time for us to focus on individual customer needs, while also eliminating errors from our old manual workflows. We’re now embedding automation across more areas to save time and reduce mistakes.

I wouldn’t hesitate to recommend nocodecreative.io, if only we could get one or two more Waynes!"
— Jack Gallagher, Founder, Western Lettings

Looking Ahead

Western Lettings plans to refine their accounts automation further and embed automation principles across other business processes. The success of this project highlights the potential for similar solutions in other areas, such as tenant onboarding and compliance tracking.

Conclusion

This case study demonstrates how automation can transform business operations. By combining custom workflows, advanced integrations, and AI-driven enhancements, we delivered a solution that saved time, reduced errors, and supported growth.

Interested in transforming your business with automation? Contact us today to learn how we can help.