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 a real vendor invoice from your inbox into your ledger in about fifteen minutes, without a single implementation call.
- 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 addressesHow your organization's intake mailboxes work, what to publish to vendors, and why mail sent to a domain you own has to be forwarded rather than intercepted
- Forwarding your existing mailboxWhy InletAP cannot receive mail sent to a domain you own, and how to auto-forward the address your vendors already use into an intake mailbox
- Inviting your teamAdd approvers, property managers and an outside bookkeeper to your workspace, pick the right role for each, and understand who is allowed to approve what
Tutorials
- Your first coding ruleTurn a coding decision you keep making by hand into a rule, using the real condition vocabulary, and understand what fires in which order
- Designing approval tiersHow to band invoices by amount, set an SLA and a required number of approvers for each band, and keep the ladder short enough to survive month end
- Connecting QuickBooks OnlineHow to authorize QuickBooks Online, map vendors, GL codes and properties, what a posted bill contains, and what to do when the connection needs attention
- Coding invoicesWhat you set when you code an invoice, where each value comes from, and how a line is split across several properties
- The month-end export routineA calm five-step close: clear the review queue, chase late approvals, export the batch, check what posted, and answer the questions that follow
- Per-property mailboxesWhen to give a building, entity or joint venture its own intake address, when a portfolio catch-all plus rules is simpler, and how routing is decided
- Splitting an invoice across propertiesOne invoice, several buildings — how to split a line five ways, why nothing saves until Remaining reads $0.00, the keyboard contract, and a worked example whose pennies add up
- Allocation templatesSave a split once and apply it every month — vendor binding, fixed versus derived templates, what happens when unit counts move after a template was saved, and the 200-template cap
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 how priority decides which rule runs first
- Extraction confidenceWhy confidence is scored per field rather than per document, the threshold that sends an invoice to review, and the escalations that override a high score
- Exports referenceConnector kinds and states, export batch statuses, what is written to QuickBooks, what the CSV contains, and how retries avoid posting a bill twice
- Roles and permissionsThe three 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 with no edit or delete path, and how to use it at month end or when an auditor asks a question
- Plans and limitsWhat a processed invoice is, what each plan includes, how overage is charged, what happens to invoices held when a free workspace reaches its cap, and the split-coding and QuickBooks limits worth knowing about
- Security and dataHow workspaces and entities are kept apart, what quarantine is for, how long data is kept, and an honest account of the certifications InletAP does not hold
- Multi-entity QuickBooksA QuickBooks bill belongs to one company, so an invoice split across ownership entities with separate books posts as one bill per company — mapping, 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, why it is recorded, and why a split must balance to the cent rather than within a 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 every invoice 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
Troubleshooting
- Why hasn't my invoice appeared?A diagnostic order for a missing invoice — intake address, forwarding, duplicates, filtering, plan quota and quarantine — and what each looks like
- Extraction problemsWhat to do when fields are wrong or missing, how to handle 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 — connector state, missing vendors or accounts, duplicate bills, validation rejections, one company of several failing — and how to retry safely