NEWSTAR Enterprise Workflow Management Software

Control payment and know the invoice status at all times with NEWSTAR’s web-based Workflow Management solution designed for all commercial, residential or condominium Property Managers

Accurate workflow information is vital to property managers wanting to improve their overall financial performance, and minimize the risk of costly invoice payment errors.

Constellation NEWSTAR Workflow Management is a web-based solution for all property managers with remote building locations and any locations outside head office. It delivers consistent, timely and accurate information to internal or external users for faster, automated and more efficient invoice approval.

The invoice approvals are automated through a pre-designed workflow process, and include all necessary approvals pertaining to each document. If approvals are late, automated notifications are sent to designated management staff for follow-up.

You have the security of knowing where each invoice is during the entire process and invoices are complete with attachments such as pictures, notes, contracts, as well as notations for rejection or, partial payment advice. Unapproved invoices don’t need to be entered into the accounting system but can be controlled and managed once they are scanned.

The Process

All invoices arrive at head office and the receptionist scans and marks the invoice to indicate which building it represents. The company name, amount and the scanned invoice are sent electronically to the corresponding site. The property manager receives an e-mail notification indicating an invoice is ready for his approval. And, by signing into a web application, he can view the invoice, add coding, comments, scan attachments and approve the final document online. Then, it is forwarded to the next workflow stage.

If, for example, the invoice is rejected because the company name is incorrect, it is electronically sent back to head office. Condo Board members can also view and approve invoices online. Once all approvals are received, the invoice is transferred to the NEWSTAR system, where it is posted into Accounts Payable. When all work and approvals are complete, Accounting cuts the check.

With automated notification you may add users as necessary. If there are items being charged back to the tenant, or to another building, notes can be entered and Accounting will create the offset A/R invoice for collection. A code is applied if it’s charged back to a tenant, or another building, either partially or in full.

If there are splits on invoices then two scanned copies are made. If you need to by-pass a few stages, you can easily do so. The invoice may be moved along faster by sending it directly from the scanner to the top-level approver.

As the invoice passes through the process, you can electronically determine the status at any time. The system tells you when it’s in Accounting and, finally, when the check is cut, you are notified that the invoice is paid. With this efficient, automated process, you’ll never need to call Accounting to find out the status of any invoice.