inletAP
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Built for property management AP

AP automation that checks the bill, not just captures it.

Every invoice is compared against what that vendor billed for that property before, against your approval thresholds, and against every invoice you already hold from them — with no threshold to set and nothing to configure. Then it is coded to the right property and GL account, routed for approval on your policy, and posted to the books you already keep. The price is on the site: 25 documents free every month, then $39, $99 or $249, with unlimited users on every plan.
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The free plan processes 25 invoices a month with unlimited users, takes no credit card and does not expire. You get your own intake address at the end of setup.

The problem

Most AP tools were built for a company with one address and one ledger

Property management is neither. Invoices arrive from hundreds of small vendors, for dozens of buildings, against separate books per owner or joint venture — and the intake is a shared mailbox that someone has to open every morning.

What the morning looks like today

  • · Open the shared mailbox, download attachments, rename them, file them.
  • · Key vendor, number, date, total and tax into the ledger by hand.
  • · Guess which building an invoice belongs to from the service address.
  • · Forward it to a property manager and hope they reply before it is late.
  • · Discover at close that two people entered the same invoice.
  • · Reconstruct, from an email thread, who approved what and when.

What inletAP changes

  • Every bill is compared against what that vendor charged for that building last time, and against your approval thresholds — duplicates are caught before anyone pays them twice.
  • Fields are extracted with a confidence score and the evidence behind each one.
  • Rules apply the coding you would have applied and explain which rule matched, and you can preview a rule against sample documents before you switch it on.
  • Only genuinely ambiguous documents reach a person.
  • Approval routing is policy, with SLA timers, not a chased email thread.
  • The invoice gets in without anyone downloading it: vendors send to an address that belongs to the property, or you forward the mailbox you already use.

How it works

Document in. Checked, coded, approved, exported bill out.

Six stages, one workspace. Documents arrive by a vendor-facing address, an upload or forwarding, and the interesting part is the fourth stage — a human only sees a document when the machine is not sure.
How an invoice moves through inletAPA vendor emails an invoice to an inletAP intake mailbox. inletAP extracts the fields with a confidence score, applies rules that code the invoice to a property and GL account, sends only low-confidence or policy-violating documents to a human review queue, routes the rest for approval by policy tier, and posts approved bills to the ledger you already keep — QuickBooks Online and Xero through direct connectors, or a CSV whose columns you define yourself for anything else. Every step is written to an append-only audit log.inletAPNeeds reviewlow confidence or policy breach onlyVendor emailPDF, scan or bodyIntake mailboxyou.inlet-ap.comExtractfields + confidenceRulescode + routeApproveby policy tierYour ledgerQBO or CSV exportAppend-only audit log · every field change, routing decision and approval, with actor and timestamp
01

Vendors email the invoice

Every organization gets its own intake domain. Hand the address to your vendors, or auto-forward from the mailbox you already use — the invoice arrives as email, exactly as it does today.

02

Fields come out with a confidence score

Vendor, invoice number, dates, totals, tax and line items are extracted per field — each one carrying a confidence score and the evidence it came from.

03

Rules code it to the GL account and route it

Map a source email to a vendor, a vendor to a default GL account, and an amount threshold to an approver. Preview a rule against sample documents before you turn it on. Where one invoice covers several buildings, it is split here rather than retyped into a spreadsheet.

04

A human sees only the exceptions

Clean documents move straight to approval. The review screen puts the original invoice next to the editable fields, so a correction is a glance and two keystrokes rather than re-keying the invoice.

05

Approvals follow written policy

Thresholds decide who signs off. Approvers see why an invoice reached them, batch-approve what is routine, and every decision is written to the audit log with the comment attached.

06

Approved bills post to your ledger

Approved invoices post to the books you already keep — QuickBooks Online and Xero through direct connectors, or a CSV whose columns you define yourself for anything else. Failed batches say what broke and retry without duplicating.

49 seconds, with narration. The commentary is also written into the picture as captions, so nothing is missing with your sound off. It is a real screen recording, not an animation.

What it shows, in words: the review queue, where every invoice has already been compared against that vendor’s own history. A Bright Green Landscaping bill for Harborview Apartments has arrived at $1,595.00, against the $1,450.00 that vendor has charged for that property every month since November — nine invoices, to the cent. Two more invoices from a different vendor sit under the $2,500.00 approval threshold on their own but go over it together. The same sprinkler-inspection bill turns up a second time, byte for byte. One click on “That’s fine” records the decision and says, in words, what it will not ask about again. The clip ends on the published price list.

Read the full walkthrough — what each stage does, and what it deliberately does not do.

The accuracy bar

A tool that is 95% right still makes you check every line

Which means you have saved nothing. An overall accuracy number is worthless on its own: if you cannot tell which fields the machine was unsure about, you re-read the whole document anyway.

So every field carries its own score, and shows its evidence: the line of text the value was read from, when the value actually appears in the document. When it does not appear verbatim the panel says so — a value the model inferred rather than read is precisely the one worth checking. A document where the total reads 99% and the property reads 58% is one glance and one correction, not a re-key. And it does not go quietly through: a confidence score under the bar, a file we could not read, or an invoice that names no single property all send the document to a person on purpose.

inletAP review screen: a GreenLeaf Landscaping grounds-care invoice rendered on the left, extracted fields on the right scored 99% for the invoice number, 98% for the due date, 97% for the purchase order, 99% for the total and 99% for the tax, with a note that the line items total $12,480.00 and matches the header total — and beneath them a coding section where the property reads 58% and the GL account 0%.
The document is marked Needs review, not because the whole thing is doubtful, but because two fields are. Every number on the page reads 97% or better, and the line items add up to the header total. But this one invoice covers three properties — Harborview, Maple Court and Lakeshore — so a single property guess reads 58% and the GL account has nothing behind it at all. That is one glance at the coding, not a re-key of the invoice.Tap the image to open it full size.

Why this and not a generic AP tool

Seven things that are different because the vertical is different

Every bill gets a second look

Each invoice is compared against what that vendor billed for that property before, against your approval thresholds, and against every invoice you already hold from them — duplicates from day one, price changes once there are about five invoices to compare. Baselines are kept per vendor and per property, because the same landscaper can be on a fixed contract at one building and time-and-materials at another. Nothing to set up: connect and the findings appear on real invoices. It does not hold the bill and does not contact the vendor; only a top-tier duplicate stops an export.

Published pricing, self-serve start

The price is on the site: $0, $39, $99 and $249 a month, with no demo gate, no implementation fee and no annual minimum. Every plan has unlimited users — including the free one — so an approver costs nothing and the meter counts documents rather than seats. The free plan is 25 documents every month, forever, with no card and no expiry, which is enough to run a real month rather than a two-week trial.

One invoice can belong to five buildings

Property, unit, ownership entity, GL account and cost center are fields on the invoice itself, and the QuickBooks class is derived from the property at export. A vendor invoice covering five properties is split across property, unit, entity, GL account and class — by amount, percent, even share, unit count or square footage, balanced to the cent. Where those buildings keep separate books it posts as one bill per company.

A guessed value cannot be approved automatically

Confidence is scored per field, not per document: the total reads 96% and the due date 68%, with the text each value was read from. A value the model inferred rather than read is capped below the bar that lets anything through on its own, so the fields worth checking are the ones you are asked to check.

Approvals follow written policy

Amount tiers, per-property approvers, low-confidence documents held in review before they reach the ladder, SLA timers with overdue alerts. The approver sees why the invoice reached them, in the queue, next to the approve button.

Every change is attributable

Append-only audit log with actor, timestamp and the value written on every field edit, routing decision and approval. Nobody has to reconstruct what happened at close.

The intake address is not your mailbox

Documents arrive however they already do — a vendor-facing address on your own subdomain, an upload, or forwarding from the mailbox you use today. That address only ever receives invoices. There is no OAuth grant to approve and no IMAP password to store, which is what tools that read your whole inbox ask for.

The economics

Manual AP has a well-documented per-invoice cost

These are published category benchmarks, not our customers' numbers — inletAP is new and does not have customer averages to quote yet. Run them against your own volume and see whether the math works before you talk to anyone.
$9.84
average fully-loaded cost of processing one invoice, across all AP operations
$2.65
fully-loaded cost of processing one invoice at best-in-class AP operations, against $12.42 for all others
18.4%
of invoices stop for a human somewhere in the process, on average

Industry benchmarks for the accounts payable category, not inletAP customer results. Source: Ardent Partners, State of ePayables 2025.

Who it's for

Four people touch an invoice. All four have a different question.

The AP specialist wants throughput. The controller wants consistency. The property manager wants to know what their building owes. The principal wants controls without another hire.

AP specialists

Stop re-typing invoices that were already typed once

You live in the queue. inletAP hands you the documents that genuinely need a decision and gets out of the way on the rest.

For ap specialists

Controllers & finance leads

Consistent coding and a close you can defend

Coding standards enforced by rules instead of tribal knowledge, approvals on written policy, and an audit trail that answers the question before your auditor asks it.

For controllers & finance leads

Property managers

See what your building owes without asking accounting

Filter to your properties, approve from your phone, and know that the HVAC invoice from Tuesday is not sitting unread in a shared mailbox.

For property managers

Owners & principals

AP controls that do not need another headcount

Separation of duties you can switch on, duplicate-payment protection and a per-invoice cost you can actually calculate — without an enterprise implementation project.

For owners & principals

Integrations

It hands finished bills to the system you already run

  • QuickBooks Online — a direct connector; approved invoices post as bills with vendor, class and GL account mapped.
  • Xero — a direct connector; approved invoices post as bills with the supplier as a contact, an account code and tax on every line, and the source PDF attached where the invoice arrived with one.
  • Connect both and one approved invoice posts to both, as one bill in each — and a document that reaches only one of them says so.
  • CSV export — one generic file you map yourself: seven columns by default, up to 64, at document or allocation granularity, on every plan including free.
  • Nothing else is built. AppFolio, Buildium, Yardi and Rent Manager have no connector and no tested import profile, and we are not going to call them CSV destinations to make the list longer.
  • That list is about bills going OUT. Data coming IN at setup is a separate thing and it does exist: your property, unit, vendor and entity lists import from a spreadsheet you export yourself, with your columns matched to ours. It is one file read once, not a connection to any of those products.
  • Email intake over SMTP — your own subdomain, with per-property mailboxes.
  • Forwarding from Google Workspace, Microsoft 365 or any provider that can auto-forward.

See the integration detail

Controls

The parts your auditor will ask about

Multi-entity separation
Role-based access
Idempotent, traceable exports
Append-only audit trail
Duplicate detection before you pay
Separation of duties, off until you turn it on

Security and audit detail

Questions buyers ask

What does inletAP actually do?
It checks every bill and then does the keying. Each invoice is compared against what that vendor billed for that property before, against your approval thresholds, and against every invoice you already hold from them, with nothing to configure. It also extracts the invoice fields with a per-field confidence score, applies your rules to code the invoice to the right property and GL account, routes it for approval, and posts the approved bill to your ledger — QuickBooks Online and Xero through direct connectors, or a CSV whose columns you define yourself for anything else. Documents get in however they already do: a vendor-facing address on your own intake domain, an upload, or forwarding from the mailbox you use today.
Do I have to replace my property management or accounting system?
No. inletAP is deliberately not a PMS and not a general ledger. It sits in front of the system you already run and hands it finished, coded, approved bills. That is the whole point of the product — the inbound invoice workflow is the part most property tools do badly.
Can inletAP receive mail sent to my own company domain?
Not directly, and no vendor can. Mail addressed to a domain you own is routed by your own DNS and mail provider. inletAP receives mail on domains it controls, on your organization's *.inlet-ap.com subdomain. To bring in mail from an address you already publish, set up auto-forwarding at your own provider — Google Workspace, Microsoft 365 and the rest all support it — pointing at whichever inletAP mailbox should handle it. Forward a per-property address to that property's mailbox and the routing follows the mailbox. If you would rather sort on who sent the invoice, a rule on source email can set the property and GL account after it arrives.
How long does setup take?
Signing up creates the workspace and issues your first intake mailbox in the same session. From there you can forward a real vendor invoice and watch it come out the other side. Vendor mappings, coding defaults and approval tiers can be added as you go — nothing is blocked on completing them first. A big portfolio does not have to be typed in either: export your property, unit, vendor and entity lists from whatever you run today, match your columns to ours once, and import the file. The preview writes nothing — it shows every row it would create or change, and the old value beside the new one, before you import.
What happens when the extraction is not confident?
The document goes to the review queue instead of being guessed at. Confidence is scored per field, not per document, so you see exactly which value is uncertain and the evidence it came from. Any document whose vendor, number, date or total scores below 70% goes to that queue rather than straight to approval — it is a fixed bar, not a dial you have to tune — and a value the model inferred rather than read is capped below it, so a guess cannot be approved automatically.
How is inletAP priced?
Per processed invoice document, in plan tiers, with the prices published on the pricing page — never per user. Every plan has unlimited users, so approvers cost nothing. The free plan covers 25 invoices a month with no credit card and includes the QuickBooks Online and Xero connectors. Paid plans are $39, $99 and $249 a month, and extra invoices beyond the allowance are charged at $0.35 an invoice on Starter, falling to $0.18 on Pro. Prices are in US dollars and exclude sales tax, which is added where it applies. Paid plans renew automatically at the price shown — every month, or every 12 months on annual billing — until you cancel. Cancel any time in billing settings: the next renewal stops and you keep the period you have already paid for.
Which accounting systems does it export to?
Three, and only three. QuickBooks Online and Xero each have a direct connector: approved invoices post as bills, with the vendor or contact, the GL account and the tax mapped from the coding applied in inletAP, and the source PDF attached to the bill where the invoice arrived with one. Connect both and one approved invoice posts to both, as one bill in each; if one ledger takes it and the other refuses, the document reads partially exported rather than posted. The third is the CSV export, one generic file you map yourself — seven columns by default, up to 64, at document or allocation granularity, with the header text and the field behind each column under your control. It is not a per-product template, so plan on matching your ledger's import format once. Nothing else is built: AppFolio, Buildium, Yardi and Rent Manager have no connector today and no date. Export batches record external IDs so a posted bill can be traced back to the original document, and retries are idempotent so a retry cannot double-post.
Does it catch duplicate invoices?
Yes. Right after extraction, against every invoice you already hold from that vendor, on nine matching rules with six guards that stop an ordinary monthly bill or a vendor statement being reported as a copy — including the case where the same invoice arrived twice by two different routes. A confirmed duplicate then holds that invoice out of every export until a person decides: it stays approved and leaves in the next run once somebody answers the card, and the rest of the run goes out as normal. That hold is the only thing in the product that blocks anything.
Does it tell me when a vendor's price goes up?
Yes, once there is something to compare with. Each vendor's history is kept per property, and an invoice at least 10% and at least $50 above the usual amount is noted — becoming a finding when a second invoice confirms it, because one high bill is an event and two is a new price. A vendor that has billed an identical amount every month is treated as a contract, where any move over $25 or 1% is worth one line. It needs about five invoices from a vendor for a property before it can compare prices at all, and it says so on the card rather than staying silent. It never holds the bill, never contacts the vendor, and shows no score or rating of any kind.
Can one invoice be split across several properties, or several companies?
Both. A split is computed by amount, percentage, even share, unit count or square footage, held in integer cents so the rows add to the invoice total exactly, and saved as a template you can apply to next month's invoice from the same vendor. Where the properties keep separate sets of books, the invoice posts as one bill per QuickBooks company or Xero organization — a bill is scoped to one set of books in both ledgers and neither API has cross-company posting, so the fan-out is the only correct shape. Split coding is included on every plan, including the free one.

Longer answers, including the ones that rule inletAP out, are on the full FAQ.

Start free and run your own invoices through it

25 processed invoices a month, unlimited users, no credit card. Point a few vendors at your intake address and see the extraction, the coding and the audit trail on your own documents.

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