Invoice capture

AP breaks at intake. Start there.

Most invoice automation assumes a clean single-page PDF from a vendor with a billing department. Property management does not work that way. BillRoute captures what actually arrives.

Book a demoSee how coding works

98% of invoices at a 24,000 unit portfolio require no human touch.

Sources

Three ways in. No re-keying.

Invoices reach BillRoute however they already reach you.

An invoice as BillRoute holds it. The header records that it arrived by email as a two-page document. Supplier code, property code, invoice total and due date are extracted into their own fields, and each of the three line items carries a GL code assigned by AI.
Supplier, property, total and due date come off the document itself. Nobody types them, so nobody mistypes them.

Vendor email

Invoices arrive at an address your vendors already use. Nothing to install on their side, no portal for them to learn.

Direct upload

Drag a stack in. On-site teams upload from the property without routing anything through corporate AP first.

Vendor portals

Invoices pulled from the portals larger suppliers publish to, so nobody has to log in and download them by hand.

The hard cases

The documents that stall every other tool.

These are the ones that make AP slow in multifamily. They are also the ones most capture tools quietly hand back to you.

Batch PDFs

A vendor staples 9 invoices for 9 properties into one file. BillRoute detects the boundaries and assigns pages to invoice groups. A person approves the split before it posts.

Handwritten invoices

Field vendors write invoices by hand and photograph them. Those get read and extracted alongside the digital ones instead of landing in a pile for someone to key.

Documents that are not invoices

W-9s, certificates of insurance, statements, and delivery notes get recognized and routed out of the payable queue.

Duplicates

A resubmitted invoice gets flagged before approval, not after payment. Catching it later means a vendor credit and a reconciliation.

One of these has the whole document on a page of its own. See a handwritten pad invoice read and coded, with the six places a printed-invoice pipeline breaks marked on the scan.

The error queue

Only what needs a person.

Capture that claims a 100% success rate is hiding its failures in your GL. The useful number is how few invoices reach a human, and whether the ones that do arrive with the reason attached.

  • Supplier code mismatch against the supplier master

  • Property code mismatch against the chart of accounts

  • Price mismatch against the matched purchase order

  • Missing invoice number

  • Failed extraction, with the original file one click away

One month, one portfolio

Invoices handled
2,665
Uploaded
1,406
Error queue
197
Dollar value
$1.7M

197 of 2,665 reached a person. The rest posted coded.

FAQ

Capture questions

Do vendors have to change how they send invoices?
No. Invoices arrive by email the way they already do. Most vendors in a multifamily portfolio are small trades whose document habits come from whatever their accounting software does by default, so a process that depends on them changing will not hold.
Is the batch PDF split automatic?
The detection is automatic. The split is human-approved. An 8 page batch spread across 9 properties assigned wrong produces nine miscoded invoices, and finding that at close costs far more than the 20 seconds of review.
What happens to a document that is not an invoice?
It goes to a Not Accepted queue rather than the payable queue. W-9s and certificates of insurance stay retrievable, they just never become something waiting for approval.
What if extraction gets a field wrong?
The invoice lands in the error queue with the specific failure named: supplier code mismatch, property code mismatch, price mismatch against the PO, missing invoice number, or failed extraction. You can correct it or reprocess the same file.
Which systems does capture feed?
ResMan natively, with vendors, properties, and the chart of accounts syncing in real time. Coupa for teams whose procurement already runs there, plus standard ERP data formats.

Bring us last month's invoices.

Including the handwritten ones and the batch PDFs. We will show you what comes back coded and what lands in the error queue.

Book a demosales@billroute.com