Solving the Procurement Puzzle
Keeping a commercial property portfolio operating efficiently can require thousands of goods and services, from light bulbs to emergency supplies, which in turn requires tens of thousands of invoices per year and an army of vendors. It’s a labor-intensive, complex and often bewildering set of tasks that compete with core responsibilities like customer engagement, leasing and maintenance. How can technology help property managers avoid becoming overwhelmed? Realcomm asked Akshai Rao, vice president of Yardi Procure to Pay, to weigh-in.
What are the main issues around procurement and invoicing at commercial properties?
I’ve found that the biggest points of friction are manual accounts payable processes and lack of transparency for vendors regarding invoice status.
Our clients want to remove all manual steps in the AP cycle. They want to receive their invoices electronically, approve them through a mobile app, and make payments automatically to the vendor. And they want a real-time view into their budget and bank accounts so they know they are making the right decision each time an invoice is paid.
Manual activity is exponentially more complex because property management companies may work with up to 5,000 vendors at any given time. Generally, 15-20% of the invoices received are duplicate invoices from a vendor who has no idea if an invoice is going to be paid. The only recourse a vendor has is sending another invoice. By giving vendors complete transparency into invoice and payment status, property managers can dramatically reduce duplicate invoices and give their vendors more confidence about being paid.
How have technology providers addressed those issues?
Over the past decade, procure to pay solutions have made ordering and paying for goods and services an automated, virtually paper-free process for commercial real estate firms. Commercial property managers can now purchase goods and services online from national and regional best-in-class suppliers and approve and process invoices electronically all from a single system.
The next evolution of these platforms will feature algorithms that help prevent errors in the AP process and ensure the best purchasing decisions are made for specific use cases based on previous purchases.
What about vendor management and communication?
Our analytics suggest that 90-95% of vendors send four or fewer invoices per month to their property management clients. It’s exceedingly important for property managers to have confidence that these vendors are who they say they are to ensure property safety. For efficiency sake, it’s also critical for vendors to self-manage important information such as remittance addresses and invoice status. Modern vendor management solutions facilitate compliance and communication by allowing suppliers to log in and update their profiles, check invoice and payment status, upload insurance certificates and more. Centralized vendor management and defined onboarding significantly mitigate risk.
Your job involves helping property managers carry out procurement operations faster and easier. What is Yardi’s contribution to the evolution of procurement and AP technology?
Yardi provides one platform for the entire procure to pay process — approval workflows for purchase orders and invoices that are consistent with the client’s processes, online MRO purchasing, vendor management, outsourced invoice management and vendor payment services — all of which are accessible in real time and built into the Yardi Voyager® property management and accounting platform. Because Voyager is the system of record, our Yardi® Procure to Pay Suite provides complete transparency in terms of budgets and bank accounts, enabling users to make the best decisions on purchases and invoice approvals.
In addition, we’re building a robust analytics package to help clients pinpoint areas in which they can make process improvements. We can compare our clients' processes to industry benchmarks and make tactical recommendations for improvement. Our goal is to automate low-value activities so our clients can focus on the high-value activities of their business.
What are the most valuable elements of this type of platform for site managers?
One, site managers can perform their back-office procurement and AP tasks more efficiently. A single connected procure to pay solution makes day-to-day purchasing, payment and vendor management as simple as possible. That lets site managers focus instead on front-office duties, such as building compliance and customer services. And with its capabilities built into the property management and accounting platform, clients can use the procurement system’s functionality in real time and make the best decisions with the best possible data. Full transparency allows vendors to be more efficient as well. Vendors can sell more business to their property management clients and property management companies can more easily manage their vendor relationships.
Two, site managers can save their company time and money. Yardi has documented client savings of up to 80% on per-invoice costs and 75% on per-invoice processing time. The countless hours spent by property management companies on manually scanning and keying invoices and printing checks can be better spent on tenant satisfaction and property upkeep. Same with the hours vendors spend on accounts receivable; improving their services and service level agreements (SLAs) is a better time investment.
What kind of results have clients using the Yardi Procure to Pay Suite reported?
Clients using the Yardi Procure to Pay Suite generally see dramatic improvements in invoice processing speed and accuracy. The median invoice processing time of Yardi Procure to Pay clients is 4.6 days, which third-party research suggests is best-in-class. The error rate also reduces dramatically, with mistakes such as voided checks going from ten percent or more to under two percent. These types of efficiency gains are real and allow our clients to grow their portfolios and feel confident that their processes will scale accordingly.
This Week’s Sponsor
Yardi® develops and supports industry-leading investment and property management software for all types and sizes of real estate companies. Established in 1984, Yardi is based in Santa Barbara, Calif., and serves clients worldwide. For more information on how Yardi is Energized for Tomorrow, visit www.yardi.com.
Corporate Real Estate & Facilities Visionaries to Gather in Silicon Valley...
5 Top Reasons You Need To Be There!
1 Dynamic Education Program with world class speakers and true thought leaders from companies such as ExxonMobil, Google, JLL, Salesforce, Warner Media, Facebook, CBRE and many others, who will be presenting case studies and speaking on Digital Transformation, NextGen Data Architecture, Wellness, Digital Visual Communications, CRE Tech, AI, Blockchain and much more.
2 NextGen Corporate Real Estate Best Practice Showcase featuring more than ten of the world’s most progressive and successful implementations of smart buildings, portfolios and campuses for Corporate Real Estate. In this interactive showcase setting, attendees will have the opportunity to meet face-to-face with representatives for each project who will share both their challenges and successes.
3 RE Tech Tours to several of the most innovative projects in Silicon Valley. Sites include Cisco Connected Workplace, Bishop Ranch, Salesforce Tower, Google HQ, Aruba HQ | Smart Digital Workplace Tour, LinkedIn’s NextGen Sunnyvale Facilities and Gensler San Francisco Office.
4 Vendor Expo featuring more than 40 leading Technology Solution Providers with industry-specific products and services that are redefining Corporate Real Estate.
5 A unique opportunity to network, discuss, debate and collaborate with the people who are transforming Corporate Real Estate and Facilities!
Join us at CoRE Tech 2018 to collaborate, learn and explore how Technology, Automation and Innovation are changing the way we operate and use Corporate Real Estate and Facilities. REGISTER NOW!
UPCOMING REALCOMM WEBINARS
Controlling a Building from Your Phone – OCCUPANT EXPERIENCE Platforms Arrive - 2/28/2019
The initial focus in mobile technologies was on meeting room reservations; then came lighting, heating and cooling, then access control. Over the last 24 months it has become apparent that there are many more occupant experiences that can be delivered via mobile phone. Managing parking, reporting maintenance issues, ordering coffee, scheduling an exercise class, viewing security cameras, and other applications were quickly added to the list. With so many options and approaches available, what are the best strategies for occupant experience? Build versus buy, functionality selection, solution integration and ongoing support are just some of the topics to be addressed by the industries’ most respected professionals.
Chuck Niswonger has over 30 years of successful leadership experience in technology-related roles that range from operating his own consulting company (www.nicenets.com) to directing the IT strategy of a real estate investment management firm to manufacturing and technology-enabled education. Chuck has also been the chair of the Realcomm Investment Management (IM) Advisory Council for the last ten years, managing content selection for the conference educational sessions, IM forums, workshops and webinars.
Matthew Lennan has been integrating IT and building system technologies for more than 30 years. He has developed and implemented computing infrastructures for global financial firms, major healthcare facilities, manufacturing, entertainment complexes and traditional smart buildings. Most recently, Matthew has been working in software development to refine the customer experience for smart buildings in Office, Retail and Residential environments. He is currently responsible for driving Innovation across Oxford Properties’ portfolio.
Jared Summers is a motivated execution-oriented high performance individual who has extensive experience managing large-scale global programs. He brings a unique ability to understand and articulate complex technologies in a relatable way while rapidly fielding innovative capabilities. Currently Jared is the Data, Analytics & Technology Manager at ExxonMobil, delivering on the promise of transformational change enabled by digital technologies across the entire global real estate portfolio.
Joshua has over 15 years of successful leadership experience with early-stage disruptive companies. He has an extensive background in property technology, focusing on amenities that drive tenant experience across commercial real estate, multifamily residential and student housing. Josh has lead national sales and support teams with an emphasis on customer success, brand recognition, and occupant experience.
Elizabeth Dukes is the Co-Founder and CMO of iOFFICE, the leading workforce-centric IWMS software and the first 100% SaaS platform designed for the Digital Workplace. Dukes drives strategy for iOFFICE and advocates for the confluence of people and technology that unleashes the full potential of the workforce and the workplace.
As Head of Sales, Nick is responsible for leading the sales organization including domestic sales, product implementation and customer success. Nick’s 20+ years’ involvement with technology dates to the 90s when Peapod did its best to teach him UNIX. Nick’s IT responsibilities over his various positions have included End User Support, System/Platform Administration, Business Continuity Management and Project, Facilities, Procurement, Contracts & Maintenance. Most recently Nick served as Vice President at Environmental Systems Design (ESD).
Matt leads the product development and roadmap strategy for Modo Labs. With broad experience across mobile and audience engagement, along with a customer-centric mindset, he is the company’s product leader for both Workplace and Campus solutions. Matt and his development team continue to enhance the Modo no-code platform, empowering higher education and enterprise organizations to quickly create personalized applications and ensure students and employees have access to the information they need most.