Mailroom envelope → scanner → OCR extraction → AppFolio AP entry, all without a human typing a number. Vendor lookup, GL coding, association allocation, and COI gate all run pre-route. Invoices that 5 minutes ago were paper are queued for treasurer review by lunch.
3284 W. Tennessee St · Tallahassee FL 32304
(850) 555-0341 · billing@apexpool.example
Federal Tax ID: 84-1234567
BILL TO: Plaza Tower Condominium Association
c/o Capital Association Management
P.O. Box 12345 · Tallahassee FL 32308
INVOICE #: AP-2026-0417
DATE: May 5, 2026
TERMS: Net 30 · due Jun 4, 2026
April 2026 monthly pool service · Plaza Tower
4 weekly visits · chemical testing & balancing
Per contract dated Jan 4, 2026
$1,225.00
TOTAL DUE: $1,225.00
Auto-routed: Bill Pay → Awaiting Approval queue, treasurer Hou notified at 9:48 AM. Estimated approval Tue 5/13.
| Association | Visits this period | Allocation method | Amount | GL |
|---|---|---|---|---|
| Plaza Tower | 1 (qtrly common) | per-visit · contract | $60 | 6640 |
| Centerville Square | 1 | per-visit | $45 | 6640 |
| Lakes at Killearn (148 units) | route · 1d | per-unit | $118 | 6640 |
| Magnolia Grove (38) | route · 0.5d | per-unit | $30 | 6640 |
| Oak Pointe Villas | 1 | per-visit | $22 | 6640 |
| Killearn Lakes II | route · 0.5d | per-unit | $50 | 6640 |
| Other 6 | various | per contract | $95 | 6640 |
| Total | 12 properties | $420 | — | |
Daily mail scanned by Fujitsu ScanSnap on the front desk. Auto-uploads to S3 bucket. OCR runs in <30 sec. PDFs that come via email skip the scanner step entirely.
Vendor name + tax ID + address triangulated against Vendor Onboarding directory. New vendor → routes to onboarding before any payment. No "let's just pay it" backdoors.
Auto-coded from vendor's primary GL + invoice description keywords. Treasurer reviews any new GL combination · system learns from corrections (78% accuracy at launch → 94% today).
For vendors who serve multiple associations on one invoice (Bug-Out, Sterling Insurance, Carr Riggs & Ingram), allocation method per contract. Auto-splits and posts to each association's GL.
If COI expired, invoice freezes at "review" — cannot route to approval. Manager gets reminder to chase vendor. Bill Pay never accidentally pays a non-insured vendor.
Hash of invoice number + vendor + amount checked against trailing 12mo. Duplicates auto-flagged. Catches the "vendor sent it twice" or "we paid it last week" mistake before the second check.
| Source | Volume / month | Avg confidence | Auto-route rate | Notes |
|---|---|---|---|---|
| Mailroom scanner | 180 | 89% | 74% | Paper invoices · weekly cleanup |
| Email · vendor PDF | 240 | 94% | 88% | ap@cmg routing inbox |
| Vendor portal pull | 62 | 99% | 96% | Talquin · TECO · KONE · Sunshine |
| EDI direct | 14 | 100% | 100% | Sterling · Carr Riggs · AGF |
The 6-hour Wednesday afternoon spent typing invoices into AppFolio. Lost paper invoices that surface 30 days late. The bill paid twice because nobody noticed the duplicate. The COI-expired vendor who gets paid because the AP clerk didn't check the file.
Bill Pay · Vendor Onboarding · Vendor Scorecard · Spend by Category · Coaching log (manager corrections feed retrain).
