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Explain facilities balances before the period closes

A supplier bills the full period, a site records a missed visit and finance awaits a credit. Duvo would connect the agreement, service confirmation and AP entries to explain the open facilities balance.

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Proposed application

Proposed reconciliation of non-clinical facilities invoices, service confirmations and credits. Accounting, service acceptance and payment decisions remain with authorised owners; clinical and regulated quality records are excluded.

Facilities service reconciliation · Illustrative

Finance decision needed

FR-701 · Office cleaning

Credit status
Not received
Supplier record
Full period invoiced
Service evidence
Site confirms one missed visit

The site has documented the missed visit, but the requested credit is absent from both the supplier documents and AP.

Next action

Follow up credit: prepare the authorised supplier request with site evidence; the balance remains open until the credit and ledger treatment agree.

Retain close exception: record finance's period-close treatment and next owner action without treating the requested credit as received.

Approve the financial treatment

The finance owner would authorise the dispute, credit treatment or close exception using the site's confirmed facts and existing policy.

Illustrative workflow example
View the wider product queue

Facilities service reconciliation · Illustrative

Proposed non-clinical reconciliation with synthetic service and AP records.

Adds cases
Facilities statements
Processes cases
Balance reconciliation
Total

24

Pending

5

Postponed

2

In progress

4

Needs input

3

Failed

0

Completed

10

Add filter
Case
Case Status
Balance reason
Scope
Decision
Exceptions
Next action
FR-701 · Office cleaning
Needs Input
Missed visit; credit absent
Admin building
Request credit evidence
1
FR-702 · Meeting-room service
In Progress
Duplicate period billed
Training centre
Prepare invoice query
0
FR-703 · Office printer lease
Completed
Credit matched to AP
Central offices
Record reconciliation
0
FR-704 · Archive storage
Pending
Service confirmation missing
Records administration
Ask site owner
1
FR-705 · Reception furniture hire
Postponed
Supplier response pending
Administrative reception
Retain close exception
0

Showing 5 of 24 cases

  1. 1

    Approval

    Exceptions pause for the named owner

    Each exception carries the source records, applied rule, recommended action, and the person authorised to decide.

  2. 2

    Balance reason

    Balance reason is visible before the action

    The service difference and credit status explain what remains open in the facilities balance.

Illustrative workflow example

Trace the balance from service confirmation to the ledger

A site administrator may know that an office-cleaning visit was missed, but that confirmation can remain outside the AP ledger. A supplier statement then carries the full invoice while finance tracks a requested credit elsewhere. The unresolved difference can follow the balance into the next close without a clear owner.

  1. 01Collect

    Read the facilities balance and service period

    Duvo would read the supplier statement, invoice lines, non-clinical service agreement, site attendance confirmation, credit notes and AP ledger export.

  2. 02Match

    Match charges and credits to confirmed services

    Duvo would compare the billed site and service period with recorded visits and existing credits, separating missing confirmation, duplicate billing and an outstanding credit request.

  3. 03Prepare

    Prepare the unresolved balance for finance

    Duvo would attach the site evidence and applicable agreement term to each difference, showing whether a credit was merely requested, received or already reflected in AP.

  4. 04Approve

    Your team decides

    Approve the reconciliation treatment

    The authorised finance owner would approve the query, credit treatment or documented close exception using the facilities team's service confirmation and existing accounting policy.

  5. 05Reconcile

    Check the response against the next ledger record

    Within agreed permissions, Duvo would record the approved action and compare the returned credit or corrected invoice with AP. The difference would close only when the documents and ledger treatment reconcile.

Connect site service evidence with finance records

Systems and control details

Scope administrative facilities services and permitted fields first. Clinical service records, patient information and regulated quality decisions would remain outside the sample and execution scope.

Facilities supplier statements, Service invoices, Non-clinical service agreements, Site service confirmations, Supplier credit notes, AP ledger exports

  • Match the agreed site and service period

    The review would use the selected administrative sites, service categories and accounting period. Missing attendance evidence would not itself prove a service failure.

  • Approve the financial treatment

    The finance owner would authorise the dispute, credit treatment or close exception using the site's confirmed facts and existing policy.

  • Separate requested credits from reconciled credits

    The supplier request, received credit note and AP posting would remain distinct until the records agree.

Contracted guarantee

5x ROI, guaranteed

If measured results fall below 5x the total proposal price, the whole contract is free.

What teams ask about Facilities service reconciliation

  • When does Facilities service reconciliation run?

    A facilities supplier statement or month-end review shows an invoice, service period or credit that does not match the organisation's records.

  • Who owns Facilities service reconciliation?

    Facilities finance, site administration, accounts payable

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