01
The problem
A food hall operator in the Philippines managed percentage-of-sales rent across roughly 70 tenants, each with different terms, some with common area fees, some waived. Sales had to be pulled manually per tenant per channel from a food delivery platform, mapped to contracts in Excel, and rent computed by hand twice a month. Utility meter readings went into a master Excel file by hand, staff manually typed BIR-issued invoice numbers into Xero for every invoice, late-paying tenants were chased individually, and bank payments were reconciled by cross-referencing a Cash Position Monitoring file against Xero entry by entry.
"It's a manual process for us to compute the rent. Some brands have common area fees, some have waived fees, it's all different."
"We're not really tech people. This is quite perfect, you guys set it all up."
02
What Loopfour automated
| Workflow | Frequency | Automation |
|---|---|---|
| Sales data pull | Semi-monthly | Delivery platform API queried at midnight, all channels, all tenants |
| Rent calculation | Semi-monthly | Higher of percentage-of-sales or minimum, applied per contract |
| Invoice generation | Semi-monthly | Separate rent (5% EWT) and utility (2% EWT) invoices per Philippine tax law |
| BIR compliance | Per invoice | Government template auto-filled, invoice number auto-assigned to Xero |
| Payment reminders | Ongoing | Sent 5-7 days before due date, with overdue follow-ups |
| Bank reconciliation | Ongoing | 95%+ confidence matches auto-reconciled, exceptions reviewed manually |
| Expense allocation | Monthly | Shared expenses split across 7 branches, intercompany loan entries booked automatically |
03
Why it matters for controllers
Branch-level P&L is visible directly in Xero, and every rent figure traces back to the same rule applied the same way, across every one of 70 different contracts.
Calculating rent or fees differently for every tenant, by hand, every cycle?
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