Property Management Processes and SharePoint
Managing a property portfolio with WEBCON BPS & SharePoint
Introduction
The Max Barney Estate is a family run property company who have been intrinsically linked with central London’s properties for the last 50 years. The Max Barney Estate also encourages tenants to put their distinctive stamp on properties, to express their character and communicate their individual message. This is one of the many reasons why their properties are home to a community of over 1,000 businesses.
The Max Barney Estate also owns Containerville, located next to the Regents Canal. Containerville is described as a home for start-ups and small businesses, made up of 45 containers that are arranged over three floors, and have been up cycled into modern workspaces
Challenges
Managing operational workflows across property, finance, and document management becomes increasingly complex when organisations rely on disconnected systems, manual approvals, and repetitive administrative processes. Lease administration, invoice processing, procurement, expense management, and document handling often span multiple departments and platforms, resulting in inefficiencies, duplicated effort, and limited visibility over operational and financial data.
To address these challenges, Dolphin IT Solutions delivered a comprehensive WEBCON BPS business process automation platform, designed to digitise and streamline a wide range of operational workflows. The solution was extended through custom .NET-based integration services, enabling seamless connectivity between WEBCON, QUBE, SharePoint, and Azure AI Document Intelligence.
This combination created a unified digital process environment where workflows were not only automated, but also tightly integrated with core business systems, ensuring data consistency, governance, and real-time operational visibility.
The organisation required more than isolated workflow automation. Existing processes were fragmented across multiple systems and relied heavily on manual intervention, email-based approvals, and inconsistent document handling practices.
While functional, this approach created unnecessary administrative overhead and made it difficult to maintain a single source of truth across operational and financial data.
A key challenge was the reliance on QUBE as the organisation’s core property and management system, which required constant manual updates from multiple processes including leases, invoices, purchase orders, and expense claims. This manual dependency introduced delays, inconsistencies, and a higher risk of human error.
At the same time, document management and approval processes lacked standardisation, and reporting was limited due to the separation between workflow activity and system-of-record data.
The organisation therefore required a centralised platform capable of:
- Automating end-to-end business processes
- Standardising document creation and approval flows
- Improving financial and operational governance
- Ensuring accurate, real-time synchronisation with QUBE
- Reducing manual data entry across systems
- Enhancing visibility through reporting and dashboards
Our Solution
Dolphin IT Solutions designed and implemented a fully integrated workflow ecosystem using WEBCON BPS, supported by custom .NET development to enable secure and reliable integration with external enterprise systems.
Rather than treating workflows as standalone processes, the solution was architected as a connected operational platform, with QUBE acting as the central system of record, continuously updated through validated workflow outputs.
A dedicated .NET integration layer was developed to manage communication between WEBCON and QUBE, ensuring that all approved operational and financial data was transferred accurately, securely, and in real time.
This architecture ensured that workflows, approvals, and system updates operated as a single coordinated ecosystem rather than disconnected processes.
Lease Management and QUBE Integration
To support property operations, Dolphin IT Solutions developed dedicated workflows for both ContainerVille and Commercial Lease management.
These workflows handle the full lease lifecycle, from initial data capture through to document generation, internal task assignment, approval stages, and system integration.
ContainerVille leases support both single and multi-tenant scenarios, dynamically generating lease documents and templates based on structured input data. Commercial Lease workflows follow a similar model, tailored specifically for single-tenant arrangements.
A key component of both processes is the integration with QUBE, which was achieved through a custom .NET integration service.
Once lease data is validated within WEBCON, it is passed to the .NET service layer, which transforms and securely transmits the data into QUBE. This ensures that lease records within QUBE remain fully synchronised with operational workflows, eliminating the need for manual re-entry and reducing the risk of discrepancies between systems.
This integration provides a single, reliable source of truth for property and lease data across the organisation.
Intelligent Invoice Processing
Invoice processing was redesigned using a combination of WEBCON BPS, OCR technology, and Azure AI Document Intelligence, supported by .NET-based data integration.
The system continuously monitors a dedicated mailbox for incoming invoices. When a new document is detected, WEBCON automatically initiates a workflow instance and processes the invoice using AI-based extraction tools.
Extracted data is validated using business rules within WEBCON, which prepopulate form fields and reduce manual input requirements. The invoice then progresses through structured approval stages based on organisational policies.
Once approved, a formal invoice summary document is generated, combining approval history with the original invoice for audit purposes.
At this stage, approved financial data is passed through the .NET integration layer into QUBE, ensuring financial records are updated automatically and accurately without manual intervention.
This significantly improves processing speed while maintaining strict control over financial data integrity.
Purchase Order and Financial Control
The Purchase Order workflow introduces structured procurement governance and tighter financial control across the organisation.
Users can create purchase requests, attach supplier quotations, and route requests through defined approval stages. Once approved, WEBCON generates a structured purchase order summary document containing full approval history.
The integration with QUBE is again handled through the .NET service layer, ensuring approved purchase orders are synchronised with the organisation’s financial and operational systems.
A key enhancement of this workflow is the ability to link invoices directly to purchase orders. This allows the organisation to validate spend against approved budgets, providing improved visibility and control over financial commitments.
Document Management and SharePoint Integration
Document control is managed through a dedicated Document Management workflow, fully integrated with SharePoint.
Users can upload documents or generate them from predefined templates, applying metadata and classification within the workflow itself.
Once processed, documents are automatically stored within SharePoint, ensuring consistent structure, improved discoverability, and stronger governance across organisational documentation.
This ensures document handling is fully embedded within operational workflows rather than being managed as a separate, disconnected process.
Expense Claims and Credit Card Management
The platform also includes fully digital Expense Claim and Credit Card Approval workflows, designed to improve financial governance and reduce manual administration.
Expense claims can be submitted with supporting receipts, routed through structured approval stages, and automatically converted into summary documents upon approval.
Similarly, credit card transactions are tracked, assigned for review, and processed through approval workflows that generate structured audit documentation.
In both cases, approved financial data is transmitted via the .NET integration layer into QUBE, ensuring that all expenditure is reflected accurately within the organisation’s core financial system.
Reporting and Operational Visibility
WEBCON dashboards provide real-time visibility into workflow activity, approval status, operational performance, and financial processes.
These reports allow users and managers to monitor workloads, identify bottlenecks, and track process efficiency across the organisation.
Because workflow data is synchronised with QUBE via the .NET integration layer, reporting is based on consistent and reliable data, providing a single view of operational and financial activity.
Results
The completed solution transformed fragmented, manual processes into a unified and fully integrated digital workflow platform.
By combining WEBCON BPS, custom .NET integration services, Azure AI Document Intelligence, and QUBE system integration, Dolphin IT Solutions delivered a scalable architecture capable of supporting end-to-end business process automation.
The organisation now benefits from:
- Fully automated lease, finance, and procurement workflows
- Reduced manual data entry across all operational processes
- Real-time synchronisation with QUBE as the system of record
- Improved financial accuracy and governance
- Enhanced document control through SharePoint integration
- Faster processing times across key business functions
- Greater operational visibility through unified reporting
The result is a connected enterprise workflow platform that not only automates processes, but ensures that all operational and financial data remains consistent, validated, and centrally managed across systems.
