AI AP (Accounts Payable) for Property Management
Done like a human, on a human's computer, by an Agent.
Works using
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No new software.No integrations.
coded to property and unit ↗
- PropertyOakmont Terrace · unit 3B
- Work orderWO-18834
- TermsNet 30
- Total$1,955.00
- Water heater 50 gal · oak120 · 3B · 7210 Water heaters1,150.00
- Labor · oak120 · 3B · 6520 Plumbing480.00
- Haul away · oak120 · 3B · 6520 Plumbing75.00
- After-hours fee · oak120 · 3B · 6520 Plumbing250.00
Has invoice 7741 been approved?
Yes. The property manager approved the full $1,955.00 on 11/12. It's in the 11/20 check run.
- 01Bill in
- 02Read
- 03Match order
- 04Code property
- 05Pay run
Every bill coded to its property the day it lands
Utility bills and vendor invoices sit in portals and inboxes until the late fee shows up. Your agent pulls and codes them the same day.
- Bill sits in a utility portal
- Pulled and coded In 10 days
- Deal lost. The utility bill sat in a portal and came back with a late fee.
With your agent✦ Instant- Picked up the moment it lands
- Read, matched to the work order, coded, routed same day
- No late fee. Owner statement on time.
Property payables are messy is messy
- Utility late fees. Bill sat in a portal
- Wrong property. Coded to the wrong owner
- Over the cap. Billed past the work order
- Expired insurance. Vendor paid, COI lapsed
An agent that handles the messy parts your way.
- 01Utility portalsBills pulled before they're due
- 02Property codingProperty, unit, GL account
- 03Work order matchScope and cap checked
- 04Owner thresholdsEach owner's approval limit
- 05Budget notesVariance explained on the invoice
Every invoice, by hand. Agents should!
- ManualAgent Log into portals
- ManualAgent Download bills
- ManualAgent Find the property
- ManualAgent Find work order
- ManualAgent Compare amounts
- ManualAgent Code unit & GL
- ManualAgent Check budget
- ManualAgent Route to manager
- ManualAgent Chase approval
- ManualAgent Build check run
Every inbox, portal and folder. One queue.
Invoices don't arrive in one place. Your agent checks each source the way your clerk does, with the logins you give it.
- AP inbox
Saves vendor invoices and logs the property they name.
- Utility portals
Logs into each account and downloads the new bill.
- Vendor portals
Pulls invoices from supply and service vendor sites.
- Site office scans
Reads invoices each site office scans to its folder.
- Recurring contracts
Expects the monthly invoice and flags one that is missing.
- Maintenance photos
Reads store receipts techs photograph on site.
One queue. Every invoice read, checked for duplicates and tracked to payment.
No new system. No integrations.
You're not buying software. You're adding an agent that uses the software you have.
- Your screens It uses your CAD, quoting system and inbox with keyboard, mouse and screen.
- Nothing to connect No API projects, no new software, no data migration. Your systems stay as they are.
- Built by talking Explain your process like you'd train a new hire. It learns by doing a real quote.
- You approve Drawings, prices, discounts, sends. Wherever you want a person, it stops and asks.
- Every run on record Screenshots, values read, prices used and who approved, for every quote.
Hand the whole invoice to an agent
- Pulls bills from portals
- Reads the invoice
- Matches the work order
- Codes property & GL
- Manager approves
- Enters the payable
- Prepares the check run
- You release payment
Agent does itYou decide
Five steps. One invoice.
One job, start to finish: Calloway Plumbing, invoice 7741, Oakmont Terrace unit 3B.
- 01
It reads the invoice
Vendor, service address, unit, lines and due date.
PDF viewer · Invoice 7741- PropertyOakmont Terrace · unit 3B
- Work orderWO-18834
- TermsNet 30
- Total$1,955.00
Invoice 7741 · Calloway Plumbing
- 02
It matches the work order
Scope, not-to-exceed amount and completion date.
Yardi Voyager · Work order inquiryItem From Price Water heater, labor, haul away WO-18834 · approved scope $1,705.00 After-hours feeTotal is $155 over the $1,800 cap WO-18834 · not in scope $250.00 Vendor insurance COI on file · expires 03/2027 Current - 03
It codes it
Property, unit and GL account, on every line.
Yardi Voyager · Payable invoiceNo. P-557120Calloway PlumbingDraftDescription Qty Unit Amount Water heater 50 gal · oak120 · 3B · 7210 Water heaters 1 ea 1,150.00 Labor · oak120 · 3B · 6520 Plumbing 4 hr 480.00 Haul away · oak120 · 3B · 6520 Plumbing 1 ea 75.00 After-hours fee · oak120 · 3B · 6520 Plumbing 1 ea 250.00 $155.00 over the work order cap · waiting on the property manager$1,955.00 - 04
It asks the property manager
Only what is over the cap, with both numbers shown.
Outlook · New messageToT. Nguyen, Property Manager, Oakmont Terrace
SubjectApprove? Calloway 7741 is $155 over WO-18834
Calloway billed $1,955.00 for the 3B water heater. The work order cap is $1,800.00. The difference is a $250.00 after-hours fee that is not on the work order. Approve the full amount, or tell me to dispute the fee.
Calloway 7741 vs WO-18834.pdf
Send - 05
It answers the vendor
Approval status and check date. From your system.
Email · Calloway PlumbingHas invoice 7741 been approved?
Yes. The property manager approved the full $1,955.00 on 11/12. It's in the 11/20 check run.
Answered from: Check run 11/20
Property management: every step
What the agent does, where you decide, and the rules it checks.
you decide every green box
- Invoice or utility bill arrives
- Pull from portals & inbox
- Read invoice fields
- Duplicate?Yes → hold, flag AP
- Find property, unit, vendor
- Contract or work order?No → code by rule, manager approves
- Inside contract or WO amount?No → property manager reviews
- Code property, unit, GL
- Inside the budget line?No → add variance note
- Vendor COI current?No → hold payment, request COI
- Property manager approves
- Over owner threshold?Yes → regional, then owner
- Enter payable in system
- Schedule by due date
- You release the check run
- Send remittance
- Paid & filed to the property
Agent does it You decide Rule check
Coded to your chart. Matched to what you ordered.
Three-way match when there is a PO and a receipt. Your coding rules and an approval when there is not.
Every line is coded to
- Property
- oak120 Oakmont Terrace
- Unit or area
- 3B, or Common area
- GL account
- 6520 Plumbing repairs
- Work order
- WO-18834
- Expense type
- Turnover, repair or capital
The service address picks the property and unit. The work order or contract picks the GL account. Utility accounts are mapped once to their property and meter. Shared bills are split by your allocation table.
- Work order match
A repair was done on a work order
- Work order is marked complete
- Scope matches what was billed
- Total inside the not-to-exceed
- Unit and property agree
- Contract match
A recurring service bills monthly
- Amount vs the contract rate
- Period not already paid
- Contract has not expired
- Utility & non-PO
No work order or contract
- Account belongs to the property
- Usage in line with past months
- No past-due balance carried
- Budget line checked
Routed to the right approver
By amount, department, job or property. The table is yours. Change a row and the next invoice follows it.
- Recurring contract, at the contract rateNo approval. Entered and scheduled.
- Under $2,500Property manager
- $2,500 to $10,000, or over budgetRegional manager
- Over the owner's threshold, or capitalOwner or asset manager
Checked before anything is paid
- Certificate of insuranceAn expired COI holds every payment to that vendor.
- W-9New vendors need a W-9 before the first payment.
- Budget variance noteAn over-budget invoice needs a note before it is approved.
- Bank change call-backNew bank details wait until your team calls a known number.
Built around how you work
Not a template. Your steps, your rules, your approvals.
- 01
Explain it once
Talk or type, like training a new hire. Hand over your SOP, price book and a few past quotes.
When a request comes in, first check: duplicate? If not, hold, flag AP.
Quoting SOP.pdf Price book 2026.xlsx 3 past quotes - 02
Watch it work
It works a real job on your screen. You correct it the way you'd correct a person.
Use the 2026 price book, not last year's.
Got it. Switched to 2026 and re-priced 4 lines.
Read requestDrawingPricing - 03
Save your process
A written procedure and a flowchart. Every run follows the version you approved.
- Pull from portals & inbox
- Read invoice fields
- Duplicate?
- Find property, unit, vendor
- Contract or work order?
- Inside contract or WO amount?
Change anything. Any time.
Any step, any rule, any approval. Say what changed. Approve the new version.
- Find property, unit, vendor
- Check this customer's historyAdded
- Over the work order cap?Changed
- Enter payable in system
- You release the check runRepeat customers: skip
- Over owner threshold?
Add a step after “Find property, unit, vendor”: check this customer's history and flag anything unusual.
Step added
New rule: Over the work order cap → manager reviews.
Rule changed
Repeat customers under the limit don't need my approval anymore.
Approval changed
Saved as version 4. You approved it. The next run follows it. The last runs keep the version they ran on.
Your rules. Exactly.
Written once in plain English. Followed every time.
- Over the work order cap? Manager reviews
- Vendor COI expired? Hold the payment
- Over the owner's limit? Owner approves
Never, on any run
- Release a payment
- Change vendor bank details
- Pay a vendor with no COI
- Move cost between owners
Approvals, where you want them
It stops and asks you.
What it built, what it checked, what looks off and what it suggests. Approve, edit, reject, or take the wheel.
from your desk or your phone ↘
Calloway billed $1,955. The work order cap is $1,800.
You asked to see any invoice that goes over its work order's not-to-exceed amount.
Agent suggests: Send to the property manager with the after-hours fee called outOne item needs a look. Everything else checked out.
INVOICE 7741 · WO-18834 · OAKMONT TERRACE 3B
Water heater$1,150 · in scope
Labor & haul away$555 · in scope
After-hours fee$250 · not on work order
Work order cap$1,800
Codingoak120 · 3B · 6520 / 7210
Invoice total$1,955.00
Review notes
- Work order marked complete 11/09
- $155 over the not-to-exceed amount
- Vendor COI current through 03/2027
Your team, before and after
| Today | With your agent | |
|---|---|---|
| Bill to approval | 10 days | Same day |
| Utility bills | Found when overdue | Pulled each week |
| Property coding | Fixed at month end | Right at entry |
| Your AP clerk | Logging into portals | Working exceptions |
One invoice, start to finish
if you wish to see it in action!
How many hours can you get back?
Your volume, your times, your labor cost. Estimates, not results.
Invoices × (minutes today − minutes with the agent) ÷ 60 × hourly cost
These are example assumptions, not results. Example for a mid-size portfolio: minutes cover pulling, reading, coding and routing. Use your own numbers.
Questions owners ask us
Do we have to buy new software or connect anything?
No. The agent works in the software you already use, with the same screens, keyboard and mouse your team uses, under logins you give it. Nothing to replace and nothing to integrate.
How is the agent built?
You explain the job the way you'd train a new hire: talk or type, and hand over your SOP and a few real examples. Then it does a real one live while you watch and correct it. Your process is saved as a flowchart and a written procedure, and every run follows the version you approved.
Will it pay vendors on its own?
No. It prepares the payable and the check run. A person releases every payment, and bank-detail changes always go through your call-back check.
Can it get utility bills that are never emailed?
Yes. It logs into each utility portal under the login you give it, downloads the new bill for every account, and codes it to the property and meter that account belongs to.
We manage for many owners. Does it keep their rules apart?
Yes. Approval thresholds, bank accounts and GL charts are followed per property. An invoice over an owner's limit goes to that owner's approver before it is scheduled.
Can we change the process later?
Any time. Add a step, change a rule, move an approval or drop one. Tell the agent what changed, review the new flowchart and save it as a new version.
Which property should we start with?
Bring last month's bills for one property.
no new system. no integrations. ↗