Documentation
Everything about running accounts payable through inletAP: getting your intake address working, teaching it how you code invoices, and getting finished bills into your ledger.
If you are starting from nothing, read the quickstart. It takes about fifteen minutes and ends with a real invoice in your ledger, which is a more convincing demonstration than any amount of prose.
Getting started
- QuickstartGet one real invoice into your ledger in about fifteen minutes: upload or email it, review what was read, code it, approve it, export it.
- How inletAP worksThe route an invoice takes from the email a vendor sends to a coded, approved bill in your ledger, and where the design asks a person to step in
- Intake addressesWhat an intake address is, why it sits on a subdomain inletAP controls rather than your own domain, how to prove one is live, and when you need more.
- Forwarding your existing mailboxWhy inletAP cannot receive mail for a domain you own, and how to forward the address your vendors use — Gmail, Outlook.com and Microsoft 365.
- Inviting your teamAdd an approver, a manager, a bookkeeper or an outside owner, pick the right one of the four roles, and see who is allowed to approve what.
- Importing your dataTurn a spreadsheet you exported into properties, units, vendors and entities: map your columns, read the preview, commit, and check what was written.
- What you can sendThe twenty file types inletAP accepts, the 20 MB ceiling, what happens to a file it cannot read, and when to upload, email or forward.
Guides
- Your first coding ruleTurn a coding decision you have made three times into a rule, simulate it before saving, and prove from the audit trail that it fired.
- Designing approval tiersCreate an approval tier: the fields, the role and plan it needs, what each one enforces, and how to prove the ladder you saved is the one holding invoices.
- Connecting XeroHow an admin connects a Xero organization, chooses which books receive bills, matches contacts and accounts, and proves the first bill actually posted.
- Connecting QuickBooks OnlineHow an admin authorizes a QuickBooks Online company, turns it on as a destination, matches vendors and accounts, and proves the first bill actually posted.
- Invoice codingCode a vendor invoice on the document screen: what to fill in and in what order, which values are resolved for you, and how to prove the coding stuck.
- The month-end export routineRun the close in order: clear review, chase overdue approvals, export the batch, check what posted, reconcile, and answer the questions after.
- Per-property mailboxesGive one building its own intake address, point it at the property so mail codes itself, and know when a catch-all plus property aliases is simpler.
- Splitting an invoice across propertiesCode one invoice across several buildings: where the split editor is, which of the five bases to pick, how to balance to the cent, and how to prove it.
- Allocation templatesSave a balanced split as a template and apply it in one click next month — fixed against derived, editing, switching one off, and the 200 cap.
- Working the queueThe Inbox and Review Queue toolbars: six built-in views, your own saved views, filters and sorts, a shareable link, CSV, and every keyboard shortcut.
- Requesting a corrected invoiceAsk a vendor for a corrected invoice from inside inletAP: what the email says, where the reply lands, what happens to the original, and the limits.
- Cost recoveryMark the part of a vendor bill a tenant or unit owner owes back, confirm it, and hand your PMS a charge sheet with the invoice attached.
- CAM poolsTag commercial spend into CAM and operating-expense pools per property, and total it by pool and month for your year-end true-up.
- Recovery profilesShare the residents' part of a recurring utility bill across a building's units by your split, confirm occupancy, and propose one share per unit.
- Billable shares in your ledgerSend a confirmed share to QuickBooks Online or Xero as a billable line on the vendor bill, so a person can put it on the customer invoice there.
- Purchase order matchingMatch supplier invoices to purchase orders by PO number. Check the vendor and the amount against what is left, and send a mismatch to review.
- Paying approved billsinletAP does not move money. Where to pay the bills it posts, in the US and in Canada, and the paid status it reads back from QuickBooks Online and Xero.
Reference
- Invoice statusesThe thirteen statuses a document can hold, what moves it into each one, what moves it out again, and which of them count against your monthly allowance
- Rules referenceThe exact condition fields and operators the rules engine accepts, what the actions do, how conditions combine, and in what order rules run
- Extraction confidenceWhy confidence is scored per field as well as per document, the threshold that sends an invoice to review, and the escalations that override a high score
- Exports referenceConnector kinds and states, the plan cap on ledgers, runs and batches, what is written to QuickBooks and Xero, what the CSV holds, and how retries work
- Roles and permissionsThe four roles a workspace can assign, what each one may change, how approval authority is enforced, and why the list is deliberately short
- Audit trailWhat the audit log records, why it is append-only, what the screen loads against what an export fetches, and how to use it at month end.
- Plans and limitsWhat a processed invoice is, what each plan includes, how overage is charged, what happens when a free workspace reaches its cap, and the QuickBooks limits
- Security and dataHow workspaces and entities are kept apart, what quarantine is for, how long data is kept, and the certifications inletAP does not hold
- Posting to several companiesA bill belongs to one set of books, so an invoice split across ownership entities with separate books posts as one bill per company or organization — routing an entity to a ledger, defaults, the fan-out banner, partially_exported, and what inletAP does not do
- Allocation roundingThe exact rule for the odd cent in a split — largest remainder, integer cents, which row takes the extra penny, and why a split must balance to the cent
- Property approvalsHow a split invoice routes to the people who own each building, why one person gets one task rather than one per property, and the two settings that govern per-slice auto-approval and what each approver can see
- Second LookThe check that runs on every bill — what it compares, the history it needs before it can compare anything, what each finding means, the two verbs, how to mute a vendor, and the defaults with the numbers written out
- Duplicate detectionHow an invoice is compared against the invoices you already have from that vendor — the matching rules in plain English, the guards that stop a normal monthly bill being called a copy, what a hard duplicate blocks, and what to do with a statement
- Metrics referenceWhat every number on the reports page counts, in the words the server itself ships with the number, and which measures inletAP deliberately does not report
- Email notificationsThe seven emails inletAP sends, what triggers each and who gets it, why all are on by default, and how one person turns one off for themselves.
- Import referenceSetup by import, in full: every column and the spellings accepted, the matching rules, the limits, and how the batched commit behaves.
- Your accountChange your password or the address you sign in with: the emailed code, what happens to other sessions, and what an administrator cannot do for you.
- ReconciliationThe nightly read-back comparing what inletAP posted against what your ledger holds: which plans include it, what counts as a difference, what to do.
- Delete your accountHow to delete your inletAP account in the phone app or on the web, what is deleted, what is kept and for how long, and how to delete only some data.
Troubleshooting
- Why hasn't my invoice appeared?A diagnostic order for a missing invoice: where it hides in the app, intake address, forwarding, duplicates, filtering, plan quota and quarantine
- Extraction problemsWhat to do when fields are wrong or missing, poor scans and unusual layouts, multi-invoice emails, and line items that refuse to sum to the total
- Export failuresWhy a batch lands in failed_export — no ledger chosen, connector state, missing vendors or accounts, duplicates, rejections — and how to retry safely