What the estate costs — checked line by line.
Invoices find their contract and are checked against it. Budget, forecast and actuals sit in one ledger with every figure traceable to its source, the lease accounting is ready for the auditors, and each quarter closes with its changes explained.
Part of Workplacer Control. Workplacer feeds your finance system — it is not the book of record.
From the invoice in the inbox to the board pack — without a spreadsheet in between.
Each step works from the contracts and the step before it, so the forecast, the IFRS 16 pack and the board report all show the same numbers.
More about Invoice intake ↓
More about Reconciliation ↓
More about Numbers ↓
More about IFRS 16 ↓
More about Benchmarks ↓
More about Quarter close & board pack ↓
What each step takes in, does and hands on
The contracts say what the estate should cost. Every step below checks, books or reports against them. Here is what you bring, what each step does and what you get out.
Invoice intake
Invoices arrive where they always do — a shared folder, an inbox — and are attached to the right contract without anyone sorting them. What can't be placed is a short list, not a workload.
- Contract
- Hamngatan 12 leasereference on invoice
- Period
- September 2026filename
- Total
- SEK 812 4004 lines
- The lines add up to the total
- 39 of 42 invoices placed themselves this month
- 3 waiting to be placed — one click each
You bring
- Invoice PDFs in a connected SharePoint folder, or uploaded
- Invoices forwarded to your company's invoice address
- Optionally an invoice ledger workbook — one tab per office, one row per month
- One confirmation of which contract a landlord's invoices belong to
What it does
- Places each invoice by your confirmed rules, the filename, references and landlord name — AI reads it only when those fail
- Proposes a contract for anything it can't place, with what it matched on
- Learns: confirm the contract once and the same landlord posts itself from then on
- Flags documents that are not bills
- Checks that the lines add up to the total — catching misread separators and gross taken as net
- Closes the rent-payment duty when an invoice shows it was paid
What you get
- Invoices attached to the right contract
- A short list of exceptions instead of a pile
- Rent-payment duties ticked off on their own
Reconciliation
Every invoice held against what its contract says should be billed, so an overcharge is seen while it can still be disputed — not at the year-end audit.
| Invoice | Expected | Billed | Variance |
|---|---|---|---|
| Rent, Sep | 790 000 | 812 400 | +2.8 % |
| Service charge | 64 000 | 81 900 | +28.0 % |
| Parking | 12 000 | 12 000 | 0.0 % |
Tolerance ±10 %: the service charge is SEK 17 900 above its contract — to dispute.
You bring
- Contracts with their payment schedules
- The invoices from intake
- Your variance tolerance — ±10 % unless you set another
What it does
- Compares each invoice with its schedule: expected, billed and the variance in amount and per cent
- Flags anything past your tolerance and still shows the smaller differences
- Totals invoiced, flagged, overdue and disputed over the horizon you choose
- Filters by status — received, matched, part-paid, paid, overdue, disputed
- Names invoices with no schedule to compare against
What you get
- Overcharges and undercharges per contract
- A portfolio total in company currency
- The list of invoices to dispute
Numbers
One ledger for every money source the estate has — what the contracts commit, what was booked and invoiced, the budget and the forecast — so where the year will land is one number, not a debate.
Closed through August; every cell carries the exchange rate it used.
You bring
- Contracts
- Booked actuals, imported from your ledger or a workbook
- A budget
- Monthly exchange rates
What it does
- Holds contracted, actual, invoiced, budget and forecast side by side — plus approved initiatives and projects
- Forecasts open months and uses actuals for closed ones
- Cuts by category, site, country, contract or counterparty — in total, per sqm, per employee or per desk
- Converts each month at its own rate and freezes closed quarters; a currency with no rate is flagged, never converted one to one
- Counts annual cost as today's run rate — steps, indexation and rent-free included
- Runs the month-end close: import actuals, review the forecast, explain variances, report and lock
What you get
- Where the year lands against budget
- Every figure traceable to the rows it came from
- Closed, locked months
IFRS 16
The lease accounting worked out from the contracts the rest of Workplacer already reads — per lease for the finance team, as a pack for the auditors.
| Item | SEK |
|---|---|
| Lease liability, opening | 5.5 m |
| Right-of-use asset, opening | 5.5 m |
| Interest, year 1 | 0.24 m |
| Depreciation, year 1 | 1.1 m |
Approximate: a 5-year lease at SEK 1.2 m a year, 3 % escalation, IBR 4.5 %.
You bring
- Read lease contracts
- The incremental borrowing rate per lease, from Finance
- The reporting currency
- Optionally approved dilapidations estimates
What it does
- Builds the right-of-use schedule, the liability schedule and journal entries per lease
- Exports them as CSV for your ledger
- Produces the portfolio IFRS 16 pack: disclosure note, maturity analysis, lease register, movement reconciliation, journals
- Records each run with its policy, rates and version, so it can be reproduced
- Flags leases with no restoration provision
What you get
- Audit-ready schedules
- The figures for the disclosure note
- Journal entries ready to post
Benchmarks
Whether each site costs and uses more than it should — measured on a handful of ratios that mean something, against peers rather than gut feel.
| Metric | Value | Band | Pctl |
|---|---|---|---|
| Cost per sqm | 4 350 | Generous | 72nd |
| sqm per employee | 11.2 | Average | 48th |
| Desk ratio | 0.71 | Efficient | 31st |
Cost per sqm is the outlier — look here first.
You bring
- Rent and service charge per site
- Area and headcount
- FM costs per site, for the FM comparison
What it does
- Scores five ratios: sqm per employee, sqm per desk, desk ratio, cost per sqm and cost per employee
- Puts each in a band — efficient, average or generous — with a percentile
- Compares against aggregated industry medians and cohorts like yours
- Compares cleaning, security, utilities, catering and maintenance across sites — per employee, per desk and per day in use
- Writes which site to look at first and why
What you get
- Which site to optimise first
- Where each site sits among its peers
- FM saving priorities
Quarter close & board pack
Each quarter frozen with its story: what changed per site and why, a board pack built from the closed figures, and a monthly receipt of what was checked.
- Close Q3 2026SEK 31.4 m a year · +0.5 m on Q2
- Changes explained7 of 9 — e.g. escalation according to contractSuggested
- Board packQuarterly board pack, from the closed figures
- Statement emailWhat was checked this month — counts and sums
- Quarter lockedFrozen for the cost-variance view
You bring
- The quarter's figures
- The reason for each change — or accept the suggested one
- The board pack format and who should get the Statement
What it does
- Compares each site's yearly cost with last quarter and suggests a reason for each change
- Freezes the quarter when you close it — with a warning if changes are unexplained
- Feeds the closed quarter into the cost-variance view
- Builds a board pack from a preset — quarterly board pack, monthly executive summary, cost review, annual portfolio review
- Sends a monthly Statement email: counts and sums of what was checked, no AI
What you get
- A frozen, explained quarter
- A board deck from the same numbers
- A monthly receipt in the inbox
The difference between a cost report and cost control
One ledger, every source
Contracts, invoices, actuals and budget meet in one place, so the forecast and the board pack never tell different stories.
One versionChecked, not trusted
Every invoice is held against its contract before it reaches the numbers — an overcharge shows up while it can still be disputed.
Money checkedTraceable to the row
Each figure links back to the contract row, invoice or import it came from, with the exchange rate it used. No AI decides a number.
DeterministicThe people who answer for what the estate costs
A month-end that closes on time
Actuals in, forecast reviewed, variances explained, months locked — and a forecast that already knows every contract's steps and indexation.
What each site really costs
Run rate per site against budget and peers, overcharges caught at the invoice, and the reasons behind every change at quarter end.
IFRS 16 without a spreadsheet
Schedules and journals per lease from the contracts already read, and a reproducible pack for the auditors.
Read the Workplacer product story
What Workplacer is, the value it creates, and how the platform fits together — in brief or in full. Read it online or download the PDFs.
Know what the estate costs — and that it was billed right.
Send us a quarter's invoices and the leases behind them. We will place them, check them and show you the variance.