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Cost recovery

The part of a vendor bill someone else owes back. Recorded, confirmed, handed off.

The owner pays the vendor in full. inletAP marks the part a resident or unit owner owes back, works out each share to the cent, and hands your property management system a charge sheet it can post.
Start freeWatch the 78-second demo

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.

78 seconds, with narration. The narration is also written into the picture as captions, so nothing is missing with your sound off. Every frame is a screenshot of the product, on demo data.

What the demo shows, in words

What it shows, in words: a drywall repair invoice. The owner pays the vendor in full, and $454.65 of the $1,012.14 bill is marked as owed back by the resident of unit 4, down to the line, with an internal note (“Photos in work order 4471”) and a memo that goes on the charge. A lockout recovery at or above the workspace’s own amount waits for a second person to confirm it. A recovery profile saves how one building’s water bill is shared across its units, by square footage, with the owner keeping 10% first. On the next water bill, the preview shows every unit’s share to the cent, and the vacant unit’s share staying with the owner, before anything is saved. A condo unit owner’s chargeback for a damaged balcony railing stays proposed until a person confirms it. The Recoveries list makes a charge sheet for the property management system, with a link back to every invoice. The CAM report shows recoverable spend by building, pool and month. The clip ends on a card: cost recovery, on every plan, including Free.

Five kinds of bill, one idea

Part or all of an approved vendor bill is owed back by somebody other than the owner who paid it. The bill in your ledger stays at the vendor’s full amount.

Tenant damage

A hole in the drywall, a broken closet door. Mark the line, the unit and the amount. Damage or normal wear and tear is a person’s decision: inletAP records it and does not make it.

Service calls the tenant caused

A lockout at midnight, a missed appointment fee. Usually the whole line, owed back by the resident of one unit. When the invoice says so in words, inletAP suggests it.

Shared utility bills

Water, sewer, trash or gas for a whole building. A recovery profile shares the residents’ part across the units your way, and you confirm who lives where on each bill.

Commercial CAM

Tag recoverable spend into the pools your leases use: CAM, real estate tax, insurance. Each tenant’s year-end share is set by lease terms, and stays with your lease administrator.

Condo and HOA chargebacks

A cost owed back by a unit owner, on a property you set as Condo / HOA. It stays proposed until a person confirms it, and the board’s own process comes first.

The payable stays whole

A recovery never reduces what the owner owes the vendor. The vendor bill posts to QuickBooks Online or Xero at its full amount, and the recovery is a separate record.

Capabilities

What you do with it, screen by screen

The behavior of the Owed back panel, the recovery profiles, the charge sheet and the CAM report — not a roadmap. Step by step: cost recovery, recovery profiles, CAM pools and billable shares in your ledger.

The note stays with your team

Two fields, labeled so nobody mixes them up. “Note (only your team sees this)” says what happened and what proves it. “Memo on the charge (your PMS may show this to the tenant)” is what goes on the charge. A damage charge needs its note before anyone confirms it.

A second person, at your amount

An Admin can require a second person for large recoveries. At or above the amount you choose, the person who added a recovery cannot confirm it. The setting is off until an Admin types an amount, and inletAP suggests no number.

Recovery profiles, with a preview

Save once how a building's utility bill is shared: what the owner keeps, then evenly, by square footage, bedrooms or occupants, by your own weights, or a blend. On each bill, preview every unit's share to the cent before anything is saved.

A charge sheet your system can post

Pick confirmed recoveries and download a CSV your property management system can import, or you can key in, with a link back to each invoice in inletAP. Deposit deductions go on a separate move-out sheet. Then mark the charges recorded.

CAM pools, totaled by month

Tags recoverable expenses into your CAM pools and totals them. A split row joins a pool by its GL code, or by a person's pick. The CAM report totals pre-tax spend by property, pool and month, and opens the invoices behind each total.

Billable lines in QuickBooks or Xero, if you want them

Off by default. On QuickBooks Online Plus or Advanced, a confirmed share posts as a billable line to the unit's sub-customer, and a person finishes the invoice in QuickBooks; the API cannot link it. In Xero, the line is assigned to a customer contact as a billable expense.

Why this one

What inletAP never does

It decides, records and hands off. It stops there, and each of these is a line it does not cross.
  • It sends nothing to a tenant or a unit owner, and it puts no charge on anybody's account. Your property management system does that.
  • It takes no payment and does not track whether a charge was paid.
  • It holds no tenant ledger, no lease, no rent roll and no balance anybody owes.
  • It does not work out any tenant's year-end CAM share. Base years, caps, gross-up and the true-up come from leases it does not hold.
  • It does not decide what the law allows. It has no presets for any place and never checks a split, a fee or a board's process against local rules. The numbers are the ones you type.
  • It never reduces the payable to the vendor.
  • It has no live link to any property management system. The charge sheet is a file you import or key in.

Pricing

On every plan, including Free

Cost recovery is on every plan, including Free: recording what a tenant or unit owner owes back, recovery profiles, CAM pools, charge sheets and the QuickBooks and Xero billable options. There is no per-recovery charge, and a recovery does not use your invoice allowance. Plans differ by how many invoices you process, not by how correctly you may code them.

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.

See all plans

Cost recovery — common questions

Does inletAP charge my tenants?
No. It records the part of a vendor bill that a resident or a unit owner owes back, a person in your workspace confirms it, and your property management system gets a charge sheet to post. inletAP sends nothing to a tenant or a unit owner, takes no payment, and holds no tenant ledger, lease or balance. The last status a recovery can reach is recorded: somebody on your team marked it as entered in your property management system. There is no status that says the money arrived, because inletAP cannot know.
Does the vendor bill change?
No. The owner pays the vendor in full, and the bill in your ledger stays at the vendor's full amount. A recovery is a separate record of who owes part of it back, and it never reduces the payable. The one opt-in exception touches lines, not the total: with the QuickBooks or Xero billable option on, a confirmed share is marked billable on the same bill, and a share smaller than its split row posts that row as two lines that add up to it to the cent.
Which property management systems can take the charge sheet?
Any that imports charges from a spreadsheet, or lets you key them in. The charge sheet is a CSV. An Admin can reorder its columns and rename its headers to match what your import expects, and the inletAP recovery id column is the key, so each recovery is on exactly one sheet. There is no live link to any property management system in either direction, and inletAP does not post charges into one. Deductions from a security deposit go on a separate move-out sheet.
Is my utility split allowed where my building is?
inletAP does not decide that. It has no presets for any state, province or city, and it never says a split meets local rules. You type the owner's share, pick how the rest is shared and what happens to a vacant unit, and inletAP does the arithmetic. When you choose to spread a vacant unit's share over the occupied units, the profile editor warns that some places do not allow that for some charges. It does not prorate a move-in or a move-out inside the service period either: the charge sheet carries the service period so your property management system can.
Can inletAP find the recoverable part for me?
It can suggest it. When a line's own words say somebody else caused the cost — “tenant-caused damage”, “resident locked out” — inletAP shows the words it read and how sure it is, and when the line names the unit it proposes a recovery marked as an AI suggestion. A rule with the Mark recoverable action can propose one too; rules are on paid plans. A recovery profile set to apply on arrival proposes a building's shares when the next bill is read, and that invoice cannot be approved until they are confirmed or waived. In every case a person confirms each recovery.
How are condo and HOA chargebacks handled?
Set the property's type to Condo / HOA, and a recovery can be addressed to the unit owner. It goes through the same steps as any other: proposed, confirmed by a person, then handed off. On the charge sheet its memo starts “PROPOSED - subject to the corporation’s process.”, because a board or corporation has its own process before a cost reaches an owner's account. inletAP hands you the evidence — the invoice, the note, the memo and the audit trail — and takes no step against the unit itself.

Keep reading

Cost recovery, in the docsOne recovery from proposed to recorded, the note and the memo, and the charge sheet.Recovery profilesShare a utility bill across a building's units, with the occupancy you confirm.CAM poolsTag commercial spend into pools and total it by property, pool and month.Billable shares in your ledgerThe opt-in QuickBooks Online and Xero options, and which shares they send.Multi-property invoice splittingThe coding a recovery is carved from, balanced to the cent.For property managersYour buildings' invoices, approvals and costs without asking accounting.

Try it on the next damage invoice

Add the building and its units, upload one repair bill a resident owes part of, mark what they owe, confirm it and download the charge sheet. The free plan covers 25 invoices a month with no credit card, and cost recovery is on it.

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