For property managers

Know what your buildings owe without emailing accounting

inletAP gives every property its own intake address and its own filter, so “did the plumber’s invoice arrive, and is it approved” is a screen you can open instead of a favor you have to request.

Start free See 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.

Harborview ApartmentsINBOX

harborview@yourcompany.inlet-ap.com

Cascade Plumbing Co.$640.00Awaiting your approvalDue within 4 hours
GreenScape Grounds$5,200.00Your share of $12,480.00On track
Bluepoint HVAC$1,180.00Awaiting approvalOverdue
Summit Waste Services$412.00ApprovedDone

An example building. Every bill that reached its mailbox, with the time left on each.

The job today

Where the time goes today. And what changes.

Today

Vendor invoices go to a shared accounting mailbox you cannot see into.
You find out an invoice existed when the vendor calls about a late fee.
Approval requests arrive as forwarded emails with no context and no deadline.
You approve an amount without seeing what the invoice actually says.
Nobody can tell you what this building has committed this month without pulling a report.
An emergency call-out gets coded to the wrong property and lands in the wrong owner statement.

What inletAP takes off you

A mailbox per building. Vendor mail is coded to the right building on arrival.
Your properties, filtered. Every invoice, its status and its due date.
Buildings imported, not typed. The list that filter runs on comes from a spreadsheet you export yourself.
Approvals with context. Each request carries the document, the property, the amount and the time remaining. Invoices split across buildings also email the named approver for each building.
Your share, not the total. A shared invoice covering five buildings reaches you as your building's share, not as a $12,000 total you have to argue about.
Late shows before it happens. SLA timers make it visible when something is about to go late — before the vendor calls.
Approve from a phone browser. A site visit does not stall the queue.
What this building normally pays. Vendor history is kept per property, so you can see it.

What you get

The parts of the product built for this role

A mailbox per building

harborview@yourcompany.inlet-ap.com routes to Harborview Apartments by default. Hand the address to the vendors who service that property and the coding starts out right.

Filter to what you own

Property, vendor, status, confidence, amount and date range, saved as a view. 'Everything outstanding on Cedar Ridge' is one click.

Time left, not just a date

Approvals are grouped by SLA urgency — due within four hours, on track — with an overdue badge rather than a due date you have to subtract from today.

Approve from the field

The queue works in a mobile browser. Look at the document, approve or reject with a comment, keep walking the site.

Property-level defaults

Each property can carry its own approver, GL default, cost center and coding aliases.

So a new invoice for that building inherits the right coding without anyone remembering to apply it.

Vendor history in context

When a bill is out of line with what this vendor has charged this building before, Second Look raises it on the document with the history behind it.

So an unusual emergency call-out surcharge is named before close rather than after.

How you're measured

The numbers this role gets asked about, and where inletAP helps

Approval SLA compliance, by property

The share of your properties' invoices that cleared approval inside the deadline their tier set, per building. This is our own approval deadline, not the vendor's payment terms — inletAP does not move money.

A slipping site is visible before the vendor calls about it. On a split invoice the building is on time when its own approver signed.

Outstanding by property

The Properties screen lists each building with its open documents awaiting approval, with the total value attached, rolled up per ownership entity.

It counts the whole workspace, and a split invoice is charged to each building for its own share only.

Overdue backlog

Invoices past their deadline are grouped at the top of the approvals queue, oldest first. The whole open queue is banded by age — 0-2, 3-7, 8-14, 15-30 and 31+ days.

The sweep emails overdue invoices with the hours overdue and, on a split invoice, the buildings still holding it up. The age bands are on the approvals screen and on the reports page.

How each of these is counted, including which measures we deliberately do not report: the metrics reference.

Questions from this seat

Can each building have its own invoice address?

Yes. Alongside the portfolio catch-all, on any paid plan you can create a mailbox per property — harborview@yourcompany.inlet-ap.com, lakeshore@yourcompany.inlet-ap.com — and each one codes to that property when the invoice itself does not say otherwise. Give the address to the vendors who work on that building and the coding is right before anyone looks at it.

Do I have to learn an accounting system to approve an invoice?

No. The approval queue shows the vendor, the amount, the property, the due date and how long is left before the SLA breaches, with the original document one click away. You are approving spend on your building, not posting a journal entry.

Can I approve from my phone?

Yes. The approval queue works in your phone's browser today. An iPhone app for approving bills and sending in photos of paper invoices is coming soon to the App Store. It is in a private beta now, and the iPhone app page, inlet-ap.com/mobile-app, will say when it is listed. The Android version is not released.

How do I find out whether an invoice ever arrived?

Filter the inbox by property and vendor. Every document that reached the mailbox is listed with the time it arrived, who it is assigned to, and its current status — so 'did we ever get the roofing invoice' is a search rather than a question for accounting.

The landscaper bills five buildings on one invoice. What do I approve?

Your building's share of it. An invoice covering several properties is split before it reaches approval — by amount, percentage, even share, unit count or square footage — and an approval can be scoped to one property's slice, so you sign for your line rather than for the whole document. Your workspace decides whether you see the entire invoice or only your own slice. The original document is one click away either way, so you can still check that the work described is work that happened on your site.

What stops an invoice for my building being coded to another one?

Three things: the property mailbox it arrived on, the property aliases and defaults you set once, and the service address the extractor read off the invoice. When those disagree or the evidence is weak, the document is sent to review rather than guessed at.

The rest of the team

Everyone who touches the invoice gets their own view. Here is theirs.

Start free and run your own invoices through it

25 invoices a month, unlimited users, no credit card. Send this month's vendor bills and watch each one get checked, coded and posted to your books.

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