04 · What we build
Vendor Invoice Processing
Vendor invoices in 50 formats burn 6 to 12 hours a week. Stop.
Extracts, validates, routes, and exports invoice data without manual entry. 5 to 10 hours saved per week, plus fewer entry errors.
The problem
Vendor invoices arrive in 50 formats. Manual entry burns 6 to 12 hours per week.
What it does
Extracts invoice data from email, validates against work orders, routes for approval, exports to your PMS.
Typical result
5 to 10 hours saved per week, plus fewer entry errors.
Pricing
Build fee
$3,500 – $7,000
One-time setup and deployment
Monthly retainer
$800 – $2,000
Monitoring, improvements, support
Timeline
3 – 5 weeks
Includes email inbox configuration, PMS AP integration, and approval workflow setup.
Capabilities
01
Extracts invoice data from email (PDF, image, and structured formats)
02
Matches invoices against open work orders in your PMS automatically
03
Flags discrepancies for human review before approval
04
Routes invoices through your approval workflow based on amount thresholds
05
Exports approved invoices directly to your PMS accounts payable module
06
Tracks vendor payment history and flags late invoices
07
Generates weekly AP summary for your accounting team
Questions
What invoice formats does it handle?
PDF, JPG, PNG, and most structured email formats. We also handle invoices sent directly to a dedicated inbox as attachments.
What happens when an invoice doesn't match a work order?
It flags the discrepancy and routes it to your team for manual review. Nothing gets approved automatically if the match fails.
Does it integrate with QuickBooks or other accounting software?
We export to your PMS AP module first. If you need a direct QuickBooks or accounting system connection, that's a custom integration we'll scope separately.
Who approves invoices?
Your team, through your existing workflow. We route the invoice to the right approver based on amount, vendor, and property. Approval lives with your people.
Ready to eliminate manual invoice entry?
Start with the free audit. We'll look at your current AP workflow and tell you exactly what's automatable.
The other systems
Works with your PMS
Buildium and Rent Manager connect through their APIs. AppFolio uses email and exports. Yardi is scoped case by case.
Buildium
Full API integration
Rent Manager
Full API integration
AppFolio
Email + export integration
Yardi
Voyager and Breeze, case-by-case