Vendor invoices, coded to the right property and GL account.

A vendor emails a PDF: the landscaper's monthly invoice, a clubhouse water bill, a plumber's invoice for a work order in unit 12. Today someone in AP decides which property or association it belongs to, which GL account it hits and whether an owner or board must approve it, then keys the bill.

For the test, AI reads the same invoice and drafts the coded bill: payee, property, GL account, each property's share, the fund, the work order and an approval flag. Nothing posts anywhere. We call this step the sandbox, and your reviewer judges it against the bills your team posted.

One vendor, several properties, one invoice. A landscaper that services six of your communities often sends one monthly invoice, sometimes listing each site, sometimes only a total and a contract number. The draft splits it the way your team does, by line or by each property's contract amount. In Yardi Voyager each detail line on a payable carries its own property and GL account, so your reviewer checks every share, not just the total.

Utility bills. Water, electric, gas and trash bills arrive per account number, and the service address or meter decides the property and sometimes the unit: a clubhouse, irrigation, a vacant unit between residents. The amount to post is the current charges, not the past-due balance printed above them. Late fees often go to a different GL account than usage, and a billing period that spans two months raises the post-month question.

Work orders and maintenance invoices. A plumber's or HVAC invoice usually cites a work order, a unit and the work done. The draft ties it to the work order your team opened and separates a repair from a replacement, which often codes to a different account. A part meant to be billed back to a resident is flagged and stops there.

The association's chart of accounts and its funds. Each HOA or condo association has its own chart of accounts and budget, with an operating fund kept apart from its reserve fund. Routine repairs come from operating; a roof or repaving project in the reserve study comes from reserves. The stakes are real: California's Civil Code 5510 limits reserve money to major components and requires two signatures, from directors or a director and an officer, to withdraw it. That is one state's rule, given as context, not legal advice.

Approval limits set by owners and boards. A management agreement usually sets a repair limit above which the owner must approve, emergencies aside. Each association sets its own board threshold, and AppFolio lets board members approve invoices in its online portal. The draft flags every invoice over the limits you give us, plus credits, duplicates and vendors with no W-9 or insurance on file. It approves, pays and creates nothing.

Once your reviewer signs off, the job moves to live vendor invoices for about 30 days, inside the system you already use.

Nothing posts until someone on your team approves the drafted bill. Owner and board approvals work as they do today; the draft only flags which invoices need them. Nothing else is added that month.