Once a work order is finished, getting your vendors paid shouldn't involve a mountain of paperwork, manual bank entries, or endless back-and-forth emails.
Here is how Basementgrid automates the transition from completed work to verified payment, keeping your estate’s ledger audit-ready with zero manual data entry errors.
💡 Important Note: Basementgrid does not directly process or hold any money. Instead, it acts as the digital orchestrator—seamlessly connecting your Building Manager (BM), Vendor Manager, Accountant, and Council Members to make the real-world banking process friction-free.
The Old Way vs. The Basementgrid Way
Traditionally, completing a job meant a slow, error-prone administrative chain:
BM receives paper invoice ➔ BM compiles photos/proofs ➔ Email to Accountant ➔ Accountant manually types UEN/Amount/Remarks into bank portal ➔ Council approves on bank app with zero visual context
With Basementgrid, that entire manual workflow is replaced by an automated, secure pipeline.
Step-by-Step: From Handover to Paid
1. Verification by the Building Manager
Once the physical work is done, the Building Manager inspects the site. If it meets estate standards, the BM marks the work order as Verified in the app. The BM's job is now complete!
2. Automated Invoice Request
The moment the work is verified, the Vendor Manager receives an instant notification. They simply upload their official invoice directly into the Basementgrid app.
3. Seamless PayNow QR Generation
The moment the invoice is submitted, Basementgrid instantly generates a unique PayNow QR code.
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This QR is locked to the vendor's registered UEN and the exact amount approved by the BM (or the authorized council members if the work exceeded your estate's financial threshold).
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This completely eliminates the risk of "fat-finger" typing errors or paying the wrong vendor.
4. One-Click Maker Creation
The Accountant (the bank "Maker") logs into the corporate banking portal. Instead of manually typing in the vendor's bank details, reference numbers, and amounts, they simply scan the autogenerated PayNow QR code to queue the transaction.
5. Instant Evidence & Council Approval
When Council Members open their banking app to approve the transaction, they don't have to guess what they are paying for.
Every transaction queue includes a direct link to the Basementgrid work order. In one click, council members can review:
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Before-and-after completion photos (GPS and timestamp verified).
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The complete, tamper-proof activity log of the entire repair process.
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The uploaded vendor invoice.
6. Mark as Paid & Auto-Audit
Once the bank transfer is successful, the user returns to Basementgrid and marks the work order as Paid. The system automatically logs the transaction, instantly updating your estate's digital ledger to a pristine, audit-ready state.
7. One-Click Reporting for AGMs, Councils & Auditors
Because every photo, timestamp, and payment status is locked in the system, you no longer have to manually compile Excel sheets before major meetings.
At any time, the BM can generate a clean Maintenance Log Report filtered by date, block, or asset type.
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For Council Meetings & AGMs: Instantly show a visual breakdown of completed works, vendor performance, and exactly where the estate's sinking/management funds were spent.
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For Auditors: Export a pristine, tamper-proof audit trail linking every invoice and bank payout directly back to its physical proof of work.
Why This Matters for Your Estate
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Zero Human Error: No manual entry of UENs, bank account numbers, or invoice amounts. The QR code does the work.
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Radical Transparency: Council members have instant, 100% visibility into completion photos and logs before they click approve.
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Audit-Proof Ledgers: A digital "medical record" of the building's repairs is permanently linked to the financial transactions, making year-end audits a breeze.
