Contents
Using the Portal as an Invoice Approver
Benefits for Building Contacts
Why Profile Activation is Required
- Building Profile
- Invoice Approvals
- Work Requests
- Document Access
- Notifications
- Messaging and Communication
Below is a list of common questions asked by Committee Members/Owners as they start to use the Portal. This includes basic troubleshooting for activation and sign-in issues.
What is the Portal?
The Portal is a centralised online platform that connects Owners, Committee Members, Strata Managers, and Service Providers. It streamlines how strata organisations manage maintenance, communications, and financial workflows in one efficient system.
Through the Portal, Building Contacts can manage day-to-day tasks such as maintenance requests, service coordination (e.g. pest control or asbestos remediation), and document management—all in one place. It also provides visibility into key operational and financial information, enabling better decision-making and control over building activities.
Using the Portal as an Invoice Approver
For Building Contacts responsible for approving invoices, the Portal simplifies and clarifies the approval process:
- Communicate directly with Strata Managers and Committee Members regarding invoices under review
- Track multi-step approvals through a clear and transparent workflow
- Access invoice history and review activity logs
- View the building’s account balance during invoice approval
- Review General Ledger (GL) codes and descriptions for each invoice
- Sort and filter invoices by amount, date, and other criteria
- Access key financial documents and pending approvals from a single location
Benefits for Building Contacts
Even when not acting as invoice approvers, Building Contacts benefit from the Portal’s features:
- Monitor maintenance jobs in real time—from quote approval through to invoice payment
- Stay informed through status updates and progress reports from service providers
- Communicate efficiently with stakeholders via built-in messaging
- Access essential building documents such as levies, by-laws, minutes, and quotes
- Post and view announcements via the building noticeboard
- Provide feedback and rate service providers
Why Profile Activation is Required
Profile activation enables full access to the Portal and its features. As a cloud-based system, the Portal replaces traditional approval and communication processes, reducing delays and improving efficiency.
With an active account, Building Contacts can:
- Review and approve invoices (if assigned as approvers)
- Access building documents and work history
- Communicate directly with stakeholders
- Track invoice activity through a transparent audit trail
- Search and filter invoices by plan number, contractor, invoice number, date, and more
Getting Started
Profile Activation
After registration, an email invitation is sent to the Building Contact. Selecting “Activate your Profile” and following the prompts completes the setup process.
If the Activation Link Is Not Working
- The link may have expired; a new invitation can be requested from the Strata Manager or Support Team
- An account may already exist; logging in or using an alternative email (for multiple plans) may resolve the issue
If the Invitation Email Is Not Received
- Check Spam or Junk folders
- Confirm the registered email address with the Strata Manager and request a resend
Access and Performance
Access Issues
The Portal is best accessed using the latest versions of Google Chrome or Mozilla Firefox. If issues persist, assistance should be sought from the Strata Manager or Support Team.
Slow Performance
Clearing browser cache and cookies may improve loading times.
Click the links below for instructions on how to do this using a preferred browser.
Password Reset
To reset a password, navigate to smata.com, select “Restore Password”, and follow the instructions provided via email.
Key Features
Building Profile
The Building Profile acts as a central hub, providing access to:
- Directory of contacts
- Building rules
- Items requiring action (e.g. invoice approvals)
- Work history and upcoming jobs
- Frequently accessed documents
- Noticeboard announcements
Invoice Approvals
When invoices require review:
- Notifications are sent via email and within the portal
-
The “For my Approval” sectionon the Invoice page highlights pending tasks
Work Requests
Maintenance and service requests can be submitted by:
- Selecting “Create Work Request” within the Portal
- Submitting a request externally via my.smata.com
Document Access
The Document Management System (DMS) enables access to and management of building documents via the Portal toolbar.
Notifications
Notification preferences can be customised by Building Contacts:
- Delivery methods: Push, SMS, or Email
- Frequency: Instantly, Hourly, Daily, or Weekly
- Advanced settings allow further customisation based on workflow activities
Messaging and Communication
The Portal includes integrated messaging features:
- Initiating discussions linked to specific documents or invoices or job
- Starting new conversations through the Messages icon
Opting Out of the Portal
Building Contacts who prefer not to use the Portal may contact the Strata Manager to discuss alternative arrangements.
Support and Assistance
Support is available Monday to Friday, 9:00 AM – 5:00 PM (AEST).
Assistance can be accessed through:
- Live Chat within the Portal
- Help Centre → Submit a Request
Email: support@smata.com
Phone: 0488 839 500
Additional Resources
Videos:
Strata Managers should contact us with any further questions regarding this process.
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