Vendor invoice → manager review → treasurer approval → AppFolio Bill Pay → bank clear → reconciled. Per-association approval workflow. COI gate auto-blocks payments to expired-COI vendors. AGF check intake separately tracked.
| Bill # | Vendor | Property | GL | Amount | Status | Action |
|---|---|---|---|---|---|---|
| BIL-2026-04-1428 | Smackdown Lawncare | Centerville | 5210 · Lawn | $1,560 | ⏳ Manager review | Approve → |
| BIL-2026-04-1429 | Apex Pool Service | The Lakes | 5320 · Pool | $720 | ⏳ Manager review | Approve → |
| BIL-2026-04-1431 | CoreCity Plumbing | Plaza Tower | 5410 · Plumbing | $680 | ⚠ COI EXPIRED · blocked | Resolve COI → |
| BIL-2026-04-1433 | North FL Elevator | Plaza Tower | 5510 · Elevator | $1,420 | ✓ Manager approved · Treasurer | Treasurer review → |
| BIL-2026-04-1435 | Reliable HVAC | Plaza Tower | 5520 · HVAC | $2,140 | ⏳ Manager review | Approve → |
| BIL-2026-04-1437 | Tallahassee Electric Co. | Plaza Tower | 5110 · Common Util | $8,420 | ✓ Auto-approved · recurring | Pay queued → |
| BIL-2026-04-1438 | SealRight | Plaza Tower | 5610 · Reserve · Garage | $8,000 | ✓ Treasurer approved · BOD chair | President sign → |
| BIL-2026-04-1440 | Bright Glass Cleaning | Plaza Tower | 5310 · Window cleaning | $1,200 | ⏳ Manager review | Approve → |
| Date | Bill # | Vendor | Property | Amount | Check # | Status |
|---|---|---|---|---|---|---|
| Apr 27 | BIL-1402 | Smackdown Lawncare | The Lakes | $1,860 | 3000045128 | ✓ Cleared 4/28 |
| Apr 26 | BIL-1399 | ServePro | Plaza Tower (claim CLAIM-142) | $14,200 | 3000045127 | 📬 Mailed |
| Apr 25 | BIL-1395 | Apex Pool Service | Centerville | $840 | 3000045126 | ✓ Cleared 4/27 |
| Apr 24 | BIL-1391 | North FL Elevator | Tallahassee Center | $1,180 | 3000045125 | ✓ Cleared 4/26 |
| Apr 23 | BIL-1388 | Anderson Givens (legal) | The Lakes (collections) | $420 | 3000045124 | ✓ Cleared 4/25 |
| Apr 22 | BIL-1385 | City of Tallahassee (water) | Plaza Tower | $3,140 | ACH | ✓ Cleared 4/22 |
Invoices arrive via vendor email or upload. AI extracts vendor + amount + GL category + invoice # · auto-creates the AppFolio bill draft. Manager reviews extraction · approves or edits.
System checks vendor's COI on every approval attempt. If expired, payment is blocked with a banner directing manager to vendor onboarding to renew.
Manager approves any bill ≤ $1k. Treasurer approves $1k–$5k. BOD President signs $5k+. Per-association governing-doc threshold respected.
Utilities, contracted services with fixed pricing (lawn care, elevator inspection) auto-approve when invoice matches expected amount ± 5%. Variance auto-flags for manual review.
AppFolio mails the check or ACH-pays the vendor. Check numbers start at 3000000001. Owner-reimbursement workflow uses the same check sequence (per Ops Manual).
System pulls bank-cleared transactions overnight. Matches to AppFolio Bill Pay records. Discrepancies > $0 flag for Kyle (accountant). 98.4% auto-match rate currently.
$XXXX- Unit#PW Collections Check and routed to the collections clerk. The system applies funds with the right GL split (5940 Interest · 5150 Late Fee · principal) per the cover letter. Records the date in the per-NOLA "Collections Record" Drive spreadsheet. See Collections workflow.