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Explain facilities balances before the period closes

A cleaning contractor bills the full month, the site has logged a missed visit and finance is still waiting for the credit. Duvo lines up the service agreement, the site's visit records and the AP ledger to show what each open difference is and who needs to act.

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Facilities service reconciliation

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: send the approved supplier request with the site evidence; the balance stays open until the credit and ledger treatment agree.

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

Finance approves each treatment

Queries, credit follow-ups and close exceptions are decided by the finance owner on the facts the site has confirmed.

View the wider product queue

Facilities service reconciliation

Facilities charges reconciled against site service 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
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
Visit record 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.

From supplier statement to a reconciled balance

Facilities contracts for cleaning, waste collection or planned maintenance bill to a schedule, while the evidence of what happened sits with the site: visit logs, helpdesk tickets, missed-service reports. Many contracts allow deductions for missed visits or late responses, but a credit only exists once the supplier issues it and AP posts it. Until then the difference sits on the supplier statement, and at month end nobody can say whether it is disputed, requested or already credited.

  1. 0101

    Read the statement and service period

    Duvo reads the supplier statement and invoice lines, the service agreement and its schedule, the site's visit or task records and the AP ledger for the period.

  2. 0202

    Match charges to delivered service

    Billed visits and periods are matched with the site's records and existing credits, separating missing confirmations, duplicate billing and credits requested but not received.

  3. 0303

    Prepare each difference for finance

    Each difference carries the agreement term and site evidence, and shows whether a credit was requested, received or already posted in AP.

  4. 0404

    Your team decides

    Decide the treatment

    The finance owner approves a supplier query, a credit follow-up or a documented close exception, using the facilities team's confirmation.

  5. 0505

    Check the reply against the ledger

    Once finance approves, the query goes to the facilities provider. Duvo compares the returned credit note or corrected invoice with the AP posting, and a difference closes only when the documents and the ledger agree.

Site service evidence next to finance records

Systems and control details

Invoices and ledger entries come from the ERP. Visit and task records are wherever your sites keep them: a facilities helpdesk or CAFM system, a supplier portal or a spreadsheet.

Supplier statements and invoices, Facilities service agreements, Site visit and task records, Facilities helpdesk tickets, Supplier credit notes, AP ledger

  • Finance approves each treatment

    Queries, credit follow-ups and close exceptions are decided by the finance owner on the facts the site has confirmed.

  • Agreed sites and non-clinical services

    Only the selected administrative sites, service categories and period are reviewed, and clinical records and patient information are excluded. Duvo does not post entries, accept services or change payments.

  • Requested and posted credits kept apart

    The credit request, the supplier's credit note and the AP posting remain distinct until they agree.

What teams ask about Facilities service reconciliation

  • Where does the evidence of a missed visit come from?

    From records your sites already keep, such as visit logs, helpdesk tickets or missed-service reports. A missing record is flagged for the site to confirm, not treated as a failed visit.

  • Does Duvo work out performance deductions under our facilities contract?

    It shows the agreement term that applies to each difference next to the site evidence. Whether a deduction is due is for your finance and contract owners to decide.

  • How are requested credits treated at month end?

    They stay open and marked as requested until the supplier's credit note arrives and AP posts it. Finance can carry them as documented close exceptions in the meantime.

  • Which facilities service is a good place to start?

    One administrative site and a service billed on a regular schedule, such as office cleaning, with a completed period of statements and visit records.

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