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Airport City Belgrade automated invoicing and billing tracking

Since its inception and the first office buildings commissioned in 2006, Airport City Belgrade has been using TotalObserver to manage its premium space, through automation of invoicing and billing tracking, maintenance management and reporting at all levels of management.

Airport City Belgrade, the investor of AFI Europe, is the first multi-purpose commercial facility in Serbia, which combines the latest construction technology with an approach focused on the needs of users-tenants.
Airport City Belgrade is more than a group of office buildings – it is the first Business Park in this area to offer its residents the concept of “city within a city”.
Construction of the complex began in 2005, and 11 buildings with about 105,000 square meters of commercial space are currently in operation, making it the largest business park in the country, where successful companies operate side by side.

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Challenge

On projects where there are several companies that invoice their services to a large number of common clients, the problem is how to establish a secure and transparent process of invoicing and billing monitoring.

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The Solution

TotalObserver has helped to clearly define and automate the flow of the invoicing process, its participants, as well as the roles of employees within ownership companies and their sectors. In this way, TotalObserver became the source of all information about the contract from the moment of its signing until its expiration or termination. Operators enter contracts (or each their respective part of the contract), and then managers control and approve those contracts. Only after the contract is approved does the system begin to automatically generate documents based on it, and operatives achieve great time savings by actions for group issuance, printing and sending of documents. For each change of data, there is information about who made the change, when and what is in question, and each change must be approved by the manager before invoicing and everything is accompanied by a real-time email notification system. The daily distribution of payments to documents provides real-time data on the state of debt, which is used in reports and to generate reminders for late payments.

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Challenge

In addition to the quality of the facility or its location, the epithet premium space is acquired through a professional relationship with clients during the lease period, as well as quality maintenance of devices, facilities and the environment.

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The Solution

TotalObserver has enabled a detailed definition of the property and its characteristics, starting from the facilities, through the floors, to the devices and their parts, and there are also spaces that are leased, with related tenants. Proper and well-maintained assets have a longer lifespan and generate income. Therefore, in the Airport City company, the property register is a central place around which internal and external maintenance is organized, through the creation of a regular maintenance plan and the generation of work orders. Communication with tenants is standardized through customer service, where through reports of problems and requests for work, the tenant communicates with the technical service. All activities between the technical service and the tenant are transparently presented, and the technical service can directly delegate the work order internally or to an external contractor, who has access to the system and review of their work orders. Everything is accompanied by a system of informing participants by email in real time and SMS messages to technicians in the field for all urgent matters.

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Challenge

With the growth of the company’s business and the development of the organization over time, there is an improvement and expansion of business processes. It is not easy to maintain and develop functionalities for many years, so that the software solution meets all the needs of users and keeps pace with modernization in the world of information technology.

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The Solution

The TotalObserver used today at Airport City has gone through a long journey of change and maturation from inception to everything it currently contains, although the basic need has remained the same as it was in the beginning. With the growth of the organization and the improvement of the business processes of the company Airport City Belgrade, new needs were created in terms of the information system, processes and parts of the process it covers, as well as the data it contains and how they can be presented. During the first 10 years of use, many improvements and upgrades were made to the version of TotalObserver that Airport City Belgrade has been using since 2006, and at the beginning of 2017 the complete solution was modernized, so that all functionalities and data were migrated to the new user environment, which is implemented according to the latest technological standards. This environment, in addition to a more pleasant and modern environment for user work, also offers many opportunities for further upgrades, connections to other platforms and improvements.

The Result

More than a decade has passed in the successful cooperation between Airport City Belgrade and the TotalObserver team. The software enables operational and strategic management of the entire business park, without which performing activities related to invoicing and maintenance management in that organization has become unthinkable. Operators use TotalObserver to perform their day-to-day activities, and managers and investors use business reports and trends to make strategic decisions.

After more than 10 years of intensive use of TotalObserver, I can confirm that we have a solution that meets all our requirements and needs. We are delighted with the support team, which always reacts in a short time and very professionally.

Jagoš Ostojić

Airport City Belgrade

Off-the-shelf versions for different industries will satisfy even the most demanding organizations.

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