SQUARE4 PROPERTY
Automated Service Charge Allocation and Annual Reconciliation
Extend SQUARE4 ASSET with a dedicated service charge layer that manages the full lifecycle of service charge processing—from cost allocation during the year to annual reconciliation per lease with clear, auditable outputs—saving time, reducing manual work, and minimizing errors.
Service Charge Allocation
(during the year)
Automate the allocation of service charge costs from supplier invoices to individual leases based on predefined rules and real consumption data.
- Register supplier invoices and assign them to service charge categories
- Define allocation rules per lease (area, shared areas, meters, custom keys)
- Apply apportionment logic based on exclusively occupied or shared areas, ratios or meter readings
- Automatically distribute costs to leases, units, sections or buildings
- Support dynamic allocation reflecting occupancy changes during the year
- Maintain a detailed and auditable allocation history
- Provide full transparency of allocated costs at any time
Annual Reconciliation
Compare allocated costs with paid advances and prepare a clear annual reconciliation per lease agreement.
- Track service charge advances (planned vs paid)
- Aggregate allocated costs for the reconciliation period
- Calculate overpayments and underpayments per lease
- Generate structured reconciliation statements
- Provide auditable breakdown of all underlying calculations
- Prepare reconciliation outputs ready for tenant communication
- Send reconciliation summaries directly to tenants via email
Integration with Accounting Systems
SQUARE4 focuses on calculation, control and transparency of service charge data, while accounting systems handle invoicing and financial posting. SQUARE4 is ready to integrate with virtually any Accounting system.
Built on Microsoft – AI-Ready Platform
SQUARE4 is built on Microsoft Power Platform, providing a modern, scalable and integration-ready foundation for future automation and AI-driven enhancements.
- Native integration with Microsoft ecosystem (Power Platform, Azure, Dynamics 365)
- Open architecture enabling seamless connection to accounting and ERP systems
- Centralized and structured data model ready for advanced analytics and automation
- Prepared for future AI assistants supporting reconciliation workflows, anomaly detection and data validation
- Ability to extend the solution with Microsoft Copilot and custom AI agents
