QuickBooks AP automation that checks the bill before it posts
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.
- Vendor
- GreenLeaf Landscaping
- Total
- $12,480.00
| Account | Class | Amount |
|---|---|---|
| Landscaping | Harborview Apartments | $5,200.00 |
| Landscaping | Cedar Point | $4,160.00 |
| Landscaping | Elm Row Townhomes | $3,120.00 |
Class set on every line from the property · external ID recorded
QuickBooks holds the bill. It does not check it.
QuickBooks is a perfectly good ledger for a property portfolio. It does not read the invoice out of your mailbox, and nothing in it asks whether the amount is what this vendor normally charges for this building.
inletAP compares every bill against what that vendor billed for that property before, against the approval thresholds you already wrote down, and against the invoices you already hold from them — before it becomes a bill in your ledger.
A finding does not hold the bill
It never contacts the vendor either. A top-tier duplicate is the one thing that cannot be exported until a person decides.
The work QuickBooks never sees
Someone opens the AP mailbox, reads the vendor, number, date and total, decides the building and so the class, decides the expense account, keys it in and chases the approval. None of it happens inside QuickBooks.
inletAP takes that whole span
The fields are extracted with per-field confidence, the property is read off the invoice, your rules set the GL account, approval follows your amount tiers, and the bill posts with the class already resolved.
Coded before export, not after
So the bill arrives in QuickBooks finished. Dumping everything in and fixing the classes afterwards is where most of the reconciliation pain in property AP comes from.
The usual QuickBooks setup for a property portfolio
The standard property management setup on QuickBooks Online uses classes for properties and the chart of accounts for expense categories. It works well enough that a lot of companies never outgrow it.
Everything downstream of the bill — reporting by class, owner statements, reconciliation — is fine. The manual work sits upstream, repeated several hundred times a month.
Invoices arrive however they already do — a vendor-facing address on your own subdomain, an upload, or a forward from the mailbox you use today. What you had to type before is what you now only have to check when the system flags it.
Capabilities
The QuickBooks workflow, end to end
The bill is checked before it becomes a bill
Nine checks against your own numbers — a moved contract amount, a price above the usual for this vendor at this property, a bill just under an approval threshold, a possible duplicate, changed bank details on an invoice. Nothing to configure.
Connect the company
Authorize your QuickBooks Online company from integrations settings and map classes and GL accounts. Connection state and the time of the last read from QuickBooks are visible in the app.
Classes are per line, so one bill carries five properties
The class is resolved from the property on every line, and the GL account from your coding rules and vendor defaults. Because the class lives on the line, one invoice covering five buildings posts as one bill.
Posts as bills — one per company
Approved invoices become bills with vendor, class and GL account set, and the external ID is stored against the document. Where properties keep separate books, the invoice becomes one bill per connected company.
Idempotent retries
A failed batch names the cause — inactive account, missing vendor — and retries safely. External IDs mean a retry cannot create a duplicate bill.
Approval before posting
Nothing reaches QuickBooks until it has cleared your approval tiers, so the ledger contains authorized spend rather than a queue of drafts.
CSV for the rest
Owner-specific books that sit outside your main QuickBooks file are handled by the configurable CSV export, available on every plan.
Splits, several companies, and duplicates in more detail
A split is computed by amount, percent, even share, unit count or square footage, and balanced to the cent.
A bill belongs to one company file, so each company’s bill carries only its share and links back to the same original email. Posting to several companies covers routing an ownership entity to a company and the preview that counts the bills before you press Export.
The duplicate check runs against up to 200 of your recent invoices from that vendor, and a top-tier duplicate cannot reach QuickBooks until a person decides.
Why this one
Why not just use the QuickBooks receipt capture inbox
- It captures a document; it does not route an approval to the property manager responsible for that building.
- It cannot split one invoice across five property classes, and it certainly cannot split one across two QuickBooks companies.
- There is no per-field confidence, so you cannot tell which extractions need checking.
- There is no rules engine to set a GL account, a reviewer or an approver from the vendor or the source email.
- Nothing compares the amount on the bill against what that vendor charged for that building last time.
- There is no separate intake address per property, so coding starts from zero on every document.
- There is no approval policy, SLA timer or escalation on low confidence.
- There is no audit trail with before/after values on the coding decisions.
- Duplicate detection across re-sent and forwarded invoices is not part of it.
Pricing
The QuickBooks Online connector is in the free plan
The direct QuickBooks connector is not an upsell. It is on every plan, including the free one — 25 invoices every month, forever, no credit card, bills posting into your QuickBooks company.
Gating the part that removes the data entry would only mean you never got to see whether it works.
Paid plans start at $39 a month for 150 invoices and add the rules engine and approval tiers. Every plan has unlimited users, so the property managers who approve the bills cost nothing.
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.
QuickBooks AP automation — common questions
How does inletAP connect to QuickBooks Online?
What does it create in QuickBooks — a bill or an expense?
Can it use QuickBooks classes for properties?
What happens if a QuickBooks export fails?
Does it work with QuickBooks Desktop?
Can you split one invoice across two QuickBooks companies?
What if we track properties as QuickBooks locations rather than classes?
We run multiple QuickBooks companies for different owners. Does that work?
Do I still need my property management system?
Keep reading
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.