Submitting Invoices For Payment
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Step 1 - Code invoice
Determine who is responsible for the invoice
- Option 1 (Specific amount for property or properties)
- Write directly on invoice
- Property (Who will be paying the invoice)
- GL Number (How you want it coded)
- Total (How much to pay from the property)
- Option 2 (Property Prorations)
- Fill out the Property Prorations Form
- Print the form and have that be the cover sheet for the invoice
Step 2 - Scan the invoices
Scan the invoice(s) & cover sheet(s), if Applicable, and save as a single PDF. If the invoices exceed the limit permitted to be downloaded by AppFolio you will need to split them up. The number of sheets permitted is approximately 20
Step 3 - Electronically File invoice into AppFolio
Smart Bill Enry has a section called Upload Invoices. You can either drag the files into the box or upload the file by hitting "Choose Files to Add". After inserting the invoices, you will need to press the button labeled "Process Invoices". This will transfer everything over to invoices
Step 4 - Process the invoices
It will take a moment for the invoices to process. The system is trying to autopopulate information into the payment screen. You will know that the invoice is ready when you see the status switch from "Processing" to "Ready to review". Click on "Ready to review" and proceed as follows:
- Option 1: If it is a single invoice, pay the invoice
- Option 2: If there are multiple invoices in the file then click on the button "Split PDF" - combine files as needed
- NOTE: "Split PDF" is only an option if there are multiple pages in the PDF
Step 5 - Pay the invoices
Pay the invoices accordingly
- Payment Style 1: Electronic ACH Payment (Step-by-Step Direction)
- NOTE: Always pay the Electronic ACH Payments First. If you process them with the other invoices, then checks will populate for them
- Payment Style 2:
Paper Check