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Design starts with the operating model
Nonprofit & Social Services
Grant and program reporting
Facilities & Property Services
Know which costs belong to which client, and whether they came back.
Facilities and property services organizations deliver work across many buildings, contracts and clients. The finance design follows each cost from the work order to the contract, and decides whether it is absorbed, billed or recharged.
Property / Client, Contract, Work Order, Cost, Billing / Recharge, Performance
Route a work order through the building.
Choose the kind of work. The route climbs from the property to performance, and shows where the cost lands and whether it is recovered.
OutcomeAbsorbed in the fee, watched through contract margin.
- 01
Property / Client
An office tower, managed for a client under a fixed monthly fee.
- 02
Contract
Planned maintenance is included in the fee.
- 03
Work Order
Scheduled in the work order system.
- 04
Cost
Labour and parts coded to the property and the contract.
- 05
Billing / Recharge
Nothing extra is billed. The monthly fee covers it.
- 06
Performance
Contract margin: the fee against actual cost, by property.
OutcomeBilled to the client at the rates in the contract.
- 01
Property / Client
The same client reports a failed pump outside the planned scope.
- 02
Contract
The contract sets labour rates and a markup on parts.
- 03
Work Order
Raised as a billable work order.
- 04
Cost
Labour and parts coded to the work order.
- 05
Billing / Recharge
Invoiced to the client at contract rates, with the work order as support.
- 06
Performance
Recovery rate: billed against cost, by client.
OutcomeRecovered from tenants, then reconciled.
- 01
Property / Client
A multi-tenant building with common areas.
- 02
Contract
Leases allow common-area costs to be recovered.
- 03
Work Order
Cleaning and maintenance of shared areas.
- 04
Cost
Pooled by building and cost category.
- 05
Billing / Recharge
Recovered from tenants through service charges and reconciled at year end.
- 06
Performance
Recovered against incurred, by building.
OutcomeRun as a project: budget, commitments and milestone billing.
- 01
Property / Client
A building owner approves a roof replacement.
- 02
Contract
A project contract with a budget and milestones.
- 03
Work Order
Managed as a project, not a single work order.
- 04
Cost
Vendor commitments and costs tracked against the project budget.
- 05
Billing / Recharge
Billed by milestone, with any retention held as agreed.
- 06
Performance
Project margin and budget against actual.
Contracts, people and vendors across many sites.
- Recurring billing
- Monthly or quarterly fees on a schedule, with escalations applied on the contract’s terms.
- Contract profitability
- Every contract reports its revenue and cost, so unprofitable sites are visible early.
- Labour allocation
- Technicians who move between sites are coded to the property and work order from their recorded time.
- Vendor spend
- Subcontractors and suppliers coded to property and contract, with commitments for larger jobs.
Where the operational platforms stay.
Work order, maintenance and property management platforms run the operation: requests, schedules, assets, leases and tenants. Finance should not duplicate them.
Operational platforms keep
- Requests, schedules and completion
- Building assets and maintenance history
- Leases, tenants and occupancy
Sage Intacct receives
- Billable work and recharges, by client and property
- Cost by property, contract and work order
- Revenue, recoveries and margin reporting
Questions for contract, operations and finance leads.
- Which costs are included in fees, billable, or recoverable from tenants?
- Which system owns work orders, and how does completed work reach billing?
- Can you see margin by contract and by property today?
- How are shared-area costs pooled, recovered and reconciled?
- How is technician time allocated across properties and clients?
Follow every cost to its contract.
Talk to a Sage Intacct specialist about your contracts, properties and operational platforms.