Office Workflow OpenDeed · Office automation
Office
Workflow
Suite
Centralize receipts, lease documents, signing progress, and PM collaboration into one office workflow that can be reviewed and traced.
01 · Office operating shift
Office work moves from data entry to approval
This is not just another admin screen. It turns work scattered across email, PDFs, chat, and Buildium into one review flow.
- After a PM submits documents, Office sees structured information
- Review shifts from retyping to checking, correcting, and approving
- Each action keeps its source, status, and destination
Receipts or lease files enter the system
Fields, categories, and matches are extracted
The team checks details and handles exceptions
Approved records move to Buildium or signing
02 · Two office workstreams
PayBill handles bills. Lease Workflow handles files and signing.
Both workflows are built around PM and Office collaboration. The goal is less re-entry, fewer follow-up messages, and fewer system switches.
03 · PayBill receipt automation
PayBill moves each receipt into an approval queue
After a PM uploads a receipt, the system reads the property address, vendor, amount, line items, expense description, and suggested category.
- Multimodal AI reads the receipt and the type of expense
- PMs no longer fill every field or recheck address and amount by hand
- Office receives a record ready for review
04 · Video placeholder
Video placeholder: creating a property and owner record
This slide uses the sample Guidde iframe for now. Replace it later with the matching PayBill or Office walkthrough.
- Use it to explain how property and owner data enters the review path
- The page controls video sizing, so the iframe can be swapped in place
- The hidden transcript stays in the page for later replacement
00:00: This tutorial guides you through creating a new property in the open deed application.
00:04: You will learn how to enter property details. Add owner information and finalize the property record
02:16: You have successfully created a new property by entering all required details, adding owner information, and confirming the data.
05 · Reimbursement workflow
Reimbursement starts with an upload, not a manual form
When a PM uploads a receipt for a property expense, the system creates a pending record. Office checks the extracted fields, property match, and category.
- PMs spend less time sorting receipts and filling fields
- Office sees the original receipt next to the extracted result
- Approved records are sent to the Buildium Bill module
PM submits expense evidence
AI extracts fields and category
Property and amount are confirmed
The record syncs to Buildium
06 · Vendor payment workflow
Vendor payments connect supplier records to bills
For bills payable to a vendor, the system supports creating, maintaining, and syncing vendor details. Approved bills attach to the right property.
- Vendor profiles are maintained in one place
- Approved bills move into Buildium
- Each expense remains tied to a property and service context
07 · Office review and notification
Office review and Buildium sync become one approval step
After a PM submits a receipt, Office receives an email notification and reviews the property match, category, original receipt, and AI result.
- The review flow becomes approval instead of re-entry
- Questions can be checked against the original evidence
- Approved receipts are sent to the Buildium Bill module
Office receives a pending review alert
AI output and receipt are checked together
Exceptions are handled or passed
The bill is synced
08 · Lease Workflow coordination
Lease Workflow is the hub for lease work
It brings property sync, document collection, AI extraction, lease generation, e-signing, and file-level discussion into one workflow.
- The process starts with property data synced from Buildium
- PMs upload lease-related documents under each property
- Office reviews completeness and fields from the same data set
09 · PM side
PM-side document collection is organized by property
PMs upload leases, owner bank details, owner IDs, tenant bank details, and tenant IDs under the properties they manage.
- Documents no longer sit across email, chat, and external folders
- AI can extract key data such as bank account details
- Files stay tied to the right property and lease workflow
Contracts and supporting documents
Bank details and ID
Bank details and ID
Less manual entry
10 · Video placeholder
Video placeholder: lease document upload and AI extraction
Replace this later with a walkthrough of PMs uploading lease files and bank documents, then letting AI extract the key fields.
- Shows how files move from the PM side into Office review
- Fits bank details, IDs, and lease PDF archiving
- Keep the placeholder iframe and swap the src and title
00:00: This tutorial guides you through creating a new property in the open deed application.
00:04: You will learn how to enter property details. Add owner information and finalize the property record
02:16: You have successfully created a new property by entering all required details, adding owner information, and confirming the data.
11 · Office side
Office-side file review becomes a structured checklist
Office checks uploaded files for completeness, verifies key fields, and follows up on missing or incorrect items.
- Status is confirmed per property and per file
- Missing documents, corrections, and approvals have a clear place
- Handoffs no longer require digging through email or chat
12 · Signing center
The signing center replaces DocuSign
Contract fields are generated from owner, tenant, and property data. Preparation, field generation, signing, and archiving stay in the same platform.
- Less copying, pasting, and missing fields
- Signing status and archive location are visible
- PM and Office no longer debate which file version is current
Owner, tenant, and property data fill the contract
Workflow status is tracked
The signed document returns to the system
The file is tied to the lease and property
13 · File-level discussion
File-level threads replace scattered follow-up
Each file has its own discussion area, so Office and PM can talk about missing documents, corrections, and approvals in context.
- Questions stay attached to the file they are about
- Context does not disappear into email or chat
- This covers much of the document collection and status review work previously handled in SkySlope
14 · Video placeholder
Video placeholder: Office review and signing progress
Replace this with an Office-side walkthrough that reviews files, starts signing, handles discussion, and completes archiving.
- Show how Office moves from checklist to file or signing action
- Show how questions stay inside file-level threads
- Show how signed documents return to the lease workflow
00:00: This tutorial guides you through creating a new property in the open deed application.
00:04: You will learn how to enter property details. Add owner information and finalize the property record
02:16: You have successfully created a new property by entering all required details, adding owner information, and confirming the data.
15 · Operational value
Office can run daily work through a stable process
PayBill has been used in the PM Office reimbursement flow for more than five months and has processed thousands of receipt recognition tasks. Lease Workflow turns lease work into a standard process the team can move forward.
16 · Closing
Office Workflow Suite turns back-office work into a repeatable process
PayBill handles receipts and bills. Lease Workflow handles leases, files, and signing. Together, they reduce chasing, re-entry, and system switching for Office.