Utility bill and vendor invoice review — live demo

Review queue

August cycle · 1–5 AUG 2026 · 22 documents

Reviewer: M. Okafor

Client view: on

Arrived viaEmail 9Utility portal 6PDF scan 3Paper mail 3Forwarded 1

	Source	Arrived	State
FW: FW: August water statement forwarded twice, no property named in the subject	Forwarded	5 Aug 08:12	No property reference
statement_0805_scan.pdf scanned at an angle, two pages stapled together	Paper mail	5 Aug 07:50	Reading…
ELEC-BILL-AUG-55240.pdf downloaded from utility portal	Utility portal	5 Aug 06:30	Identified
invoice 2219 (1).pdf second copy of a filename already seen this cycle	Email	5 Aug 05:14	Identified
RL_Plumbing_inv_2214_final.pdf attachment on a reply thread	Email	2 Aug 07:41	Identified
Aug refuse — Riverside.pdf vendor sends one PDF per property	Email	4 Aug 16:02	Identified
wastebill_77298_77305_77310.pdf one invoice, three properties — has to be split before it can be coded	Utility portal	4 Aug 15:47	Splitting into 3
IMG_4471.HEIC photo of a paper bill, taken on site at an angle	Paper mail	4 Aug 11:20	One digit unclear
elevator_statement_aug.pdf account statement, not a bill — lists invoices already received	Email	5 Aug 09:04	Not payable
ABC-credit-2208.pdf credit memo — negative amount, invoice layout	Email	5 Aug 08:41	Identified
plumbing_2231_signed.pdf unit and account number written on it by hand	Paper mail	4 Aug 10:12	Identified
landscaping-9917.pdf same amount and vendor as #9911 last week	Email	1 Aug 09:35	Identified
snow_removal_aug_8842_8850.pdf two invoices in one file	Email	1 Aug 08:05	Identified

Nothing is coded or posted at this stage. Documents are only identified, paired to a property, and queued for review.

Select any line to open the document it came from beside what we read off it. Use ← → to move through the queue.

On a real engagement, the property and account suggestions in these columns come from your chart of accounts, property list, vendor history, and a few examples of how bills were coded before. Where that mapping does not exist yet, building it is the first thing we do.

Confirmed	Property	Vendor	Invoice #	Date	Amount	GL code	Status
Maple Court HOA
	Maple Court HOA	City Water Dept	44821	3 Aug	$412.60	6110 · Water	Ready to post
	Maple Court HOA	ABC Landscaping	9917	1 Aug	$1,850.00	6300 · Grounds	Duplicate of #9911
	Maple Court HOA	Northern Gas Co	61140	3 Aug	$318.55	6130 · Gas	Ready to post
	Maple Court HOA	R&L Plumbing	2231	4 Aug	$624.00	6420 · Repairs	Ready — coded from markup
	Maple Court HOA	ABC Landscaping	CM-2208	5 Aug	-$310.00	6300 · Grounds	Credit against #9908
Oakridge Association
	Oakridge Association	Metro Electric	—	—	—	—	Expected, never arrived
	Oakridge Association	R&L Plumbing	2214	2 Aug	$980.00	—	Question: which unit?
	Oakridge Association	Regional Waste	77305	4 Aug	$512.80	6220 · Refuse	Ready to post
	Oakridge Association	Premier Elevator	30530	4 Aug	$735.00	6410 · Elevator	Ready to post
Riverside Condominium
	Riverside Condominium	Regional Waste	77310	4 Aug	$625.00	6220 · Refuse	Ready to post
	Riverside Condominium	Premier Elevator	30522	5 Aug	$735.00	6410 · Elevator	Ready to post
	Riverside Condominium	Northern Gas Co	61158	5 Aug	$402.16	6130 · Gas	Ready to post
	Riverside Condominium	Premier Elevator	STMT-0805	5 Aug	$1,470.00	—	Statement, not an invoice
Bridgeport Commons
	Bridgeport Commons	Metro Electric	55208	1 Aug	$2,148.75	—	Question: estimated read
	Bridgeport Commons	Premier Elevator	30514	2 Aug	$735.00	6410 · Elevator	Ready to post
	Bridgeport Commons	City Water Dept	44877	2 Aug	$766.25	6110 · Water	Ready to post
	Bridgeport Commons	Northside Snow Removal	8850	3 Aug	$450.00	6310 · Snow	Ready to post
Lakeview Terrace HOA
	Lakeview Terrace HOA	City Water Dept	44903	3 Aug	$1,204.18	6110 · Water	Ready to post
	Lakeview Terrace HOA	Northside Snow Removal	8842	1 Aug	$450.00	6310 · Snow	Ready to post
	Lakeview Terrace HOA	Apex Pest Control	1181	5 Aug	$215.00	6350 · Pest	Ready to post
	Lakeview Terrace HOA	Metro Electric	55240	5 Aug	$1,912.44	—	Question: split 2 meters?
Westfield Apartments
	Westfield Apartments	Regional Waste	77298	2 Aug	$890.40	6220 · Refuse	Ready to post
	Westfield Apartments	Apex Pest Control	1176	4 Aug	$215.00	—	Question: photo, digit unclear
	Westfield Apartments	Metro Electric	55231	4 Aug	$3,067.92	6120 · Electric	Ready to post
	Westfield Apartments	R&L Plumbing	2219	5 Aug	$1,340.00	6420 · Repairs	Ready to post

17 lines ready for accounting review · ·8 held back — the questions, the duplicate, the credit, the statement, and the bill that never came

Assign question

Approved lines

Total value

$13,483.86

Cycle

1–5 Aug

Properties

Every line in this batch was confirmed by a reviewer against its source document. Nothing is posted from here — your team imports or reviews it in your own system.

Choose how the export-ready batch leaves

These are alternatives, not stages. Most clients pick one and stay with it.

Most common

Import-ready file

One CSV or XLSX shaped to your import template — property, GL account, invoice number, date, amount, memo.

aug-cycle-18-lines.csv.xlsx

Generate fileExample output

For approval trails

Structured review packet

A single PDF: coded summary first, then every source document behind it in the same order, bookmarked by property.

42 pagesbookmarked

Build packetExample output

Later, if it earns it

Direct connection

Once the workflow is proven, and where your plan and permissions support it, we can explore an API-assisted export or posting step. Most first engagements stay on files — it is the faster thing to get right.

Discussed during setup for Rent Manager, AppFolio, Yardi, Buildium.

Check eligibilityExample output

Held separately — 8 items

Unresolved items never hold up the clean batch. They stay here with a named owner until answered.

Email this listExample output

Property	Vendor	Flag	What we need	Waiting on
Maple Court HOA	ABC Landscaping	Duplicate of #9911	Confirm this is the same August visit already invoiced, then we void one.	Vendor
Maple Court HOA	ABC Landscaping	Credit against #9908	A credit reduces the batch rather than adding to it. Confirm it should net against July before we apply it.	Your team
Oakridge Association	Metro Electric	Expected, never arrived	Bill has landed by the 3rd for eleven months. Nothing this cycle — we are chasing the portal.	Us
Oakridge Association	R&L Plumbing	Question: which unit?	Building A or B riser. Changes whether it is common-area or unit-billable.	Your team
Riverside Condominium	Premier Elevator	Statement, not an invoice	This is a running balance, not a bill. Two of the three lines on it are already in this cycle — paying it would pay them twice. Held for reconciliation.	Us
Bridgeport Commons	Metro Electric	Question: estimated read	Meter was not read this period. The charge is 41% above the twelve-month average on a projection, not a reading. Worth a re-read before it is paid.	Vendor
Lakeview Terrace HOA	Metro Electric	Question: split 2 meters?	One statement covers two meters. Confirm the split before we code it.	Your team
Westfield Apartments	Apex Pest Control	Question: photo, digit unclear	Arrived as a phone photo taken on site. The invoice number reads 1176 or 1178 — we will not guess at a number that drives duplicate checking.	Your team

If this looks like your month, start with a free 30-minute workflow review. Send 20–50 recent bills and invoices from a representative slice of your portfolio — redacted is fine — and we will show what a focused pilot would look like around your software, property and account list, and approval process. Founding pilots start at$950 after the review.

Request a free review

Everything above uses invented data — no real property, vendor or figure appears in it.

Utility bill and vendor invoice review queue — a working demo

Choose how the export-ready batch leaves