Expense Management for Real Estate
Transform your real estate expense management with custom automation built by Harvard-educated experts. Measurable outcomes in 4-8 weeks, backed by 98% client retention.
Expected Outcomes
Measurable results our real estate clients achieve with expense management.
Contractor invoices are processed and allocated within 48 hours rather than accumulating for weekly processing.
Correct trust versus general account allocation at point of capture eliminates month-end reclassification errors.
Landlords receive detailed expense reports with supporting documentation automatically each month.
The Challenge
Common expense management challenges facing real estate businesses.
Maintenance invoices accumulating in the office with delays in landlord billing and contractor payment
Trust account and general account expenses occasionally misallocated, creating compliance risk
Marketing costs for property listings tracked informally with no clear visibility of cost per listing
Landlords requesting expense detail that takes hours to compile from various filing systems
Implementation
How we implement expense management for your real estate business.
Capture Property and Agency Expenses
Property managers and agents capture maintenance invoices, marketing costs, and agency operating expenses through mobile capture, with automatic categorisation between trust and general accounts.
- ✓ Tools: Make, Google Vision, Rex, VaultRE
Route Landlord and Agency Approvals
Property maintenance within landlord-approved thresholds is auto-processed. Items above threshold trigger landlord approval requests. Agency overhead routes to the principal for sign-off.
- ✓ Tools: Make, Slack, Airtable
Allocate Between Trust and General Accounts
Each expense is correctly allocated as either a trust account disbursement (landlord expense) or agency general account cost, with GST and tax categorisation applied automatically.
- ✓ Tools: Make, Xero, Airtable
Generate Landlord and Agency Reports
Monthly landlord expense statements, property maintenance summaries, marketing cost reports, and agency P&L data are generated automatically.
- ✓ Tools: Make, Google Sheets, Xero
Why Choose Clever Ops
What makes our expense management solution different.
Trust Account Expense Control
Every trust account disbursement is captured, categorised, and documented at source, maintaining the accuracy required for regulatory compliance.
Landlord Expense Transparency
Landlords receive automated monthly statements with categorised expenses, supporting invoices, and maintenance photographs providing full transparency.
Marketing Cost Per Listing
Advertising, photography, styling, and signage costs are tracked per listing, enabling accurate marketing investment analysis and vendor recovery.
Agency Overhead Visibility
Agency operating expenses are categorised and reported in real time, giving the principal clear visibility of business costs throughout the month.
Real Estate Compliance
Supports Real Estate Institute compliance, trust account management requirements, and state property legislation documentation.
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Frequently Asked Questions
Frequently Asked Questions
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