Flowtly for B2B real estate

Flowtly is where you handle utilities, contracts, and settlements. No spreadsheets, chaos, or piles of extra documents.

–18 hours a month spent reconciling data100% of documents linked to transactions15 minutes to prepare a forecast

For property operators

Running buildings is demanding enough on its own

You do not need ten tools, five folders, and daily file hunts. Flowtly brings together everything you need to run financial operations and link them with documentation in one clear system. Meter readings, invoices, contracts, reinvoices, and forecasts all live where they belong and work together without chaos.

Working with legacy meters or procurement tools? Book a 30-minute audit and we’ll sketch the automations or partners that fit.

  • Spreadsheets everywhere and dozens of different programs
  • Many exceptions in settlements
  • No single tool to run an entire building

Where Flowtly fits best

Who did we build Flowtly for in B2B real estate?

Flowtly works best where:

  • buildings have lots of utilities and different vendors,
  • teams work in multiple spreadsheets that are hard to keep in order,
  • tenants expect clear, detailed settlements,
  • owners want to see live cash flow,
  • operations and finance run a bit "side by side",
  • documents vanish in emails and ops are run from memory,
  • the organisation is growing and the "one person who handles it all" is no longer enough.

Flowtly is for operators of:

  • office buildings,
  • logistics parks,
  • assets with mixed tenant types,
  • coworks and flex offices,
  • campuses and large portfolios spread across regions.

If you keep thinking "this could be run better", Flowtly is the answer.

What Flowtly does for you

Capabilities matched to how your industry actually works

Automate utilities from meter to reinvoice

Bring in readings, supplier invoices, and tariffs automatically—Flowtly drops them on the right lease, cost center, or shared service.

When something looks off, it lands in one queue with approvals and supporting files so finance can send clean reinvoices in hours, not weeks.

Finance, tenants, and owners see the same numbers

Connect rent, shared services, maintenance, and vendor docs to dashboards and portals so everyone sees clear, auditable breakdowns.

Leases read from the signed file

Upload a signed lease or supplier contract and Flowtly reads the parties, dates, payment terms and prices for you to review. A lease priced per m² keeps its rate exactly as printed and no invented total: enter the term and, once the area is known, Flowtly offers a total marked as calculated for you to accept.

Adding a new file to an existing contract only fills fields that are still empty, and an annex is stored without being read, so values you have already entered stay as they are.

Patrol and cleaning rounds you can prove

Put patrol and cleaning QR codes at each checkpoint and set the expected times with a grace window. Service rounds shows every round as done, late, partial or missed for the period you choose, so the monthly review with the cleaning or security contractor starts from scan records, not from memory.

One holding, several SPVs, one set of numbers

Each SPV keeps its own budget, contracts, invoices and people costs, and the holding reads them side by side. Profitability is answered per project and per entity while the work runs, instead of being rebuilt from spreadsheets after the quarter closes.

A worked month: supplier invoices and bank transactions land against the entity that owns them, contract lines carry the agreed amounts, and hours and payroll costs attach to the projects they fund — then the holding view totals all of it. Every figure opens to the document behind it, so a number that looks wrong is traced rather than argued about. It is written for the financial controller who owns those numbers day to day, with the owner or CEO as the sponsor, and for groups where the number of companies is far larger than the size of the team.

Financial control in Flowtly, property operations in Assetly

Flowtly runs the company side of a real-estate group — budgets, contracts, invoicing, costs and the people doing the work. Assetly runs the property side: tenants, meters and service rounds. They cover different halves, and each stays the record for its own.

Your statutory accounting stays where it is. Flowtly gives the controller a live financial picture and leaves the accountant clean, traceable source documents; it does not file your tax or statutory reports and does not replace your accounting system.

Flowtly playbooks for your industry

Pick an operational challenge and see how teams solve it with Flowtly.

Too many spreadsheets, too many errors, zero consistency

Costs, utilities, readings, and projects live in separate files; versions drift and mistakes slip into reinvoices and reports.

Flowtly gathers all operational and financial data in one place.

Specifically:
- one view for costs, utilities, readings, assets, and projects,
- automatic error checks (missing readings, odd values, duplicates),
- no manual sheet joining — the data is already where it belongs.

Result: fewer mistakes, fewer questions, and no chasing the team for "the latest version of the file."

Meter board
Error checks
Missing readings, odd values and duplicates flagged
  • Attach supplier invoices to every reading batch
  • Flag anomalies before they hit tenant charges

One supplier invoice has to be shared across buildings and tenants

Security, cleaning and utility invoices cover a whole site, so each one is divided by hand, and the split drifts every time a tenant moves in or out.

Record a number once on each building and each tenant's project, such as the building's share of the site and the tenant's floor area. On the supplier invoice, one click fills the split by that attribute, as a building-then-tenant cascade, or by meter consumption. Only tenants with a booking active on the invoice's receipt date take part, the shares always add up to the invoice total, and a tenant you strike stays recorded as excluded, so the next fill leaves it out.

Result: each tenant's project shows the full invoice next to its own share, so you can check what everyone was charged without a spreadsheet.

Attribute split
100%
Split total vs invoice net amount
  • Building share × tenant floor area, filled in one click
  • Struck tenants stay recorded as excluded

Tenant advances must later be reconciled with actual costs

Advances sit apart from actuals, and differences surface only at year-end, turning settlements into email battles.

Flowtly keeps all advances and actual costs in one place, continuously calculates differences, and shows the tenant balance. It generates a settlement with the full trail: readings → allocations → invoices → differences.

Result: the annual settlement is not a fight over numbers — every cost has a source and proof.

Tenant portal
100%
Statements with supporting files
  • Line-item utilities, shared services, and markups auto-documented
  • Tenants download invoices and meter data anytime

No governance — errors show up only at month end

Errors in readings, missing data, or duplicates appear when the invoice is ready — too late for calm fixes.

Flowtly adds entry validations (e.g., a reading cannot be lower than the previous), change history, alerts for incomplete or unusual data, and an exception approval workflow.

Result: you do not learn about errors after the invoice has gone to settlement.

Cash cockpit
15 min
Time to refresh CAM forecast
  • Budgets, vendor bills, and recoveries sync automatically
  • Finance views cash scenarios per asset, region, or client

Invoice descriptions are confusing and misaligned with services

Tenants receive invoices with generic or technical descriptions they question later.

Save the wording each tenant's invoices need once, on its counterparty, such as the contract sentence and the site address, with the billing month or quarter filled in automatically. When writing a line, pick the template and see the sentence exactly as it will print. It changes only the description: quantities, prices and VAT stay as they are, and invoices already sent are never rewritten.

Result: every tenant gets the wording its contract asks for, without anyone retyping it each month.

Assets (e.g., parking spots) are assigned multiple times by mistake

Lack of control means the same spots get promised to different tenants.

A booking that overlaps an existing one for the same resource is refused. The asset list names the person or project holding each resource, an open-ended assignment keeps naming its holder until it is cancelled or reassigned, and long-term items can be closed to booking while still showing who has them.

Result: no spot gets promised to two tenants.

Annual utilities (e.g., water) have only one reading — hard to settle

Without regular readings you have to rewind in Excel to reconstruct 12 months.

Choose how a month's consumption is billed on the tenant's invoice. Whole month spreads each pair of readings evenly across the days between them, so a month with no reading of its own still bills its share. Between two readings bills exactly what the two readings you pick account for, for example the start and end of a tenancy, and estimated readings are marked before you choose them.

Result: no spreadsheet gymnastics to "go back" 12 months.

AC and HVAC data behaves differently than typical meters

HVAC and cooling figures often arrive as a month's consumption rather than a counter index, and treating them as an index breaks the settlement.

Set how each meter records its readings. A counter meter stores an index and bills the difference between readings; a meter whose every reading is already a period's consumption, such as a monthly HVAC figure, bills the sum of the readings in the period instead. Each meter stays its own line on the invoice.

Result: HVAC costs do not spoil the whole settlement.

B2B Real Estate Playbook

Command your portfolio from one console

Flowtly keeps utilities, vendor docs, and tenant billing in one workflow so finance, asset managers, and ops see the same numbers in real time.

  • Portfolio dashboard with live leases, meters, and CAPEX readiness.
  • Lease, service, and finance processes chained into one automation spine.
  • Board-ready rollups for owners and funds without chasing files.

Utility cockpit

Here is what changes:

This is not slideware optimisation. It is a real shift you will feel in daily work. The figures below are illustrative.

FAQ

Do you have any questions?

We have collected answers to the most frequently asked questions. If you don't find the answer to your question, contact us - we'll be happy to help!

How do you capture meter readings and supplier invoices?
It depends on the systems already installed on site. Flowtly ingests CSV/API feeds or portal uploads, but proprietary building-automation formats may need a lightweight automation layer (or integration partner) in front of Flowtly for the cleanest process.
Can Flowtly split costs per tenant or cost center?
Set allocation formulas based on area, consumption, or manual overrides. Flowtly builds reinvoices with audit trails so finance can explain every charge.
Do tenants get visibility into utilities and shared services?
Yes. Flowtly issues statements that already include line items, allocation formulas, and supporting invoices, so tenants can log in or receive exports that explain every euro automatically.
How do property managers track maintenance SLAs and contractor performance?
Flowtly focuses on the financial and contractual layer. For field dispatching or SLA timers you should pair it with a CMMS such as Qmaint, then sync approved work orders and invoices back into Flowtly.

What do our customers say about Flowtly?

Thanks to Flowtly, we were able to automate key business processes, significantly increasing our efficiency and saving time. We especially appreciate the budget and cost management module, which helps us better control expenses and optimize costs.

Result: The team better controls expenses and optimizes costs across projects.

Spectra Development

Industry

Real Estate Development

Read the full story

Since implementing Flowtly, we can conveniently monitor our resources and their usage. Additionally, shared company resources are accessible to everyone for reservations, helping to avoid misunderstandings and enhancing the comfort of hybrid work.

Result: Resources and their usage are now easy to monitor across the organization.

CBRE

Industry

Commercial Real Estate

Read the full story

Flowtly has been essential in organizing our internal processes. It helped us gather and analyze vital information from various sources in one place. Thanks to Flowtly, we eliminated the need for multiple systems, making our administration team’s work more efficient and comfortable.

Result: Internal processes are organized in one place, with information gathered and analyzed centrally.

Primotly

Industry

Technology

Read the full story
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