InletAP
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For controllers & finance leads

Consistent coding, approvals on policy, and a close you can defend

The hard part of property management AP is not speed, it is consistency: the same vendor coded three ways by three people, approvals that live in an email thread, and a month-end spent reconstructing what happened. InletAP puts coding into rules, approvals into policy, and every change into an append-only log with the actor attached.
Start freeSee how it works

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 job today

What this actually looks like before anything is automated

Where the time goes

  • · Coding standards exist, but they live in one person's memory and a spreadsheet.
  • · Approvals happen over email and Slack, with no record of who saw what when.
  • · Close is a reconstruction exercise: which invoices posted, which failed, which were duplicated.
  • · A rework cycle every month for the same handful of vendors nobody has mapped.
  • · Auditors ask who approved a $22,000 HVAC invoice and the answer takes an afternoon.
  • · Separate owner books mean manual CSV surgery outside the main ledger.

What InletAP takes off you

  • Coding is applied by rules on ingest, and the matched rule is recorded on the document.
  • Approval routing follows written tiers, with escalation on low confidence and SLA timers on each step.
  • The audit log answers who/what/when/before/after without anyone reconstructing anything.
  • Duplicate detection runs before payment, not during reconciliation.
  • Export batches carry external IDs and retry idempotently when something breaks.
  • Multi-entity separation is in the model, so owner and JV books stay apart by default.
  • A shared invoice is split once, to the cent, on a basis that is recorded — rather than rebuilt in a spreadsheet every month and rounded differently each time.

What you get

The parts of the product built for this role

Rules engine with simulation

If vendor is X and amount is over Y, then set the GL account and assign the approver. Ordered by priority, explainable on the document, and testable against the last 500 documents before you enable it.

Approval tiers you write down

Under $2,500 auto-exports nightly; $2,500 to $15,000 needs a controller; above that adds a regional manager; anything under 70% confidence escalates regardless of amount.

Immutable audit trail

Append-only, with actor, timestamp and before/after value on every field edit, routing decision, approval and export attempt. Filterable and exportable.

SLA timers and escalation

Every approval step is timed. Overdue invoices surface on the dashboard and escalate to you before a vendor calls about a late fee.

Reconcilable exports

Approved bills post to QuickBooks Online with the external ID recorded. Failed batches state the cause and retry without double-posting.

Multi-entity separation

Properties, entities and management agreements are first-class. Intake can be split per property or joint venture at the mailbox, before coding.

Shared costs split once and recorded

One invoice across several buildings, computed by amount, percent, even share, unit count or square footage, balanced to the cent, and saved as a template so next month is one action. Each allocation stores the basis and the figures behind it, so “why did Elm Terrace get 33.33%?” is answered from the event log.

How you're measured

The numbers this role gets asked about, on a page you can open

Approval SLA compliance

How many approvals breached their window, and which properties or approvers are responsible for the breaches.

Auto-processing rate

The share of documents that went end-to-end without a manual edit. It is the number that tells you whether the rule set is earning its keep.

Exception rate by vendor

Which vendors keep landing in review. Usually the fix is one mapping rule, not more review capacity.

Questions from this seat

Scope note, so there is no surprise in evaluation: InletAP does not move money. There are no ACH or check disbursement rails in the product — it produces approved, coded bills in your ledger, and payment happens where it happens today. That is a deliberate boundary, not a roadmap gap we are quiet about.

The rest of the team

Everyone who touches the invoice gets their own view

An invoice is handled by several people. See the whole pipeline to understand where each of them picks it up.

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

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

For owners & principals

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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