Stop keying in vendor bills.

No. Nothing migrates and nothing gets replaced. Rent Manager, AppFolio, Yardi, Buildium, or whatever you run stays your system of record. Admin Workflows replaces the manual typing and checking that happens before a bill is entered.

You get a dedicated Admin Workflows inbox. Forward or email bills to it, or drop them into a shared Dropbox or Google Drive folder, and the system picks them up automatically. Most utilities can be set to email PDF bills straight to that address, so many bills arrive without anyone touching them. The system also keeps an expected-bill list for every property and account, and flags anything that has not arrived.

The approved batch for the cycle: each bill paired with its source PDF, the property, unit, and GL account it was matched to, and its approval status, plus a separate list of anything still open. Depending on your setup it arrives as an import-ready file matched to your software, a review packet, or both.

Often, yes. Rent Manager, Buildium, and Propertyware publish APIs we can connect to, and we confirm what your particular plan and permissions allow during the review. Where a direct connection is not available — or simply not worth it for your volume — we deliver import-ready files matched to how your team already enters bills. Either way you are never blocked waiting on it: we can start without access to your systems.

It is an automated system, set up and supported by us. The system reads each bill, matches it to the right property and GL account, and gives it a confidence score. Bills that clear the bar go to a ready-to-post list. Anything below it goes to your team on a simple review screen. You get the speed of automation without handing over control: your team approves every bill before it is posted.

It does not guess. Every bill gets a confidence score, and anything below the threshold goes to the review screen with the uncertain fields highlighted beside the original document. Your team confirms or corrects it in a few clicks. A smudged digit on a phone photo, a statement that covers two meters, or a bill with no property reference all get held back rather than posted.

Your own team, on the review screen. You also set the confidence threshold, so you decide how many bills go to review. During onboarding our founder works with your team directly to set up your accounts and mapping and to tune the threshold.

Yes. Your data is encrypted, remote access runs over a VPN, every financial change is recorded in an audit log, and backups run automatically. We do not share your files or data with anyone, we delete your data on request, and we are happy to sign an NDA. The free review itself needs no documents at all.

Your team, always. The system reads, matches, scores, and flags. A person on your side reviews anything flagged, approves the batch, and posts it. The system never approves a payment.

Thirty minutes on Zoom or in person about how utility bills and vendor invoices reach you today: who enters them, who approves them, and where they stall. No documents needed. Afterwards you get a short written map of how much of that entry the system could take over and, if there is a fit, what a focused pilot would look like. No cost, no obligation, and it is useful whether or not you work with us.

Nothing for the review. If you decide to run a pilot, we set it up with your property list and chart of accounts, a vendor list if you have one, and a few examples of how bills were coded before. Once a pilot starts, you forward your bills to a dedicated inbox or shared folder, and we run one cycle of them through the system. If that mapping does not exist in a usable form yet, building it becomes part of setup. That is normal, and it is better to know before we start than to discover it halfway through.

If there is a fit, a founding pilot starts at $950: one billing cycle from a representative slice of your portfolio, one software workflow, and one account-mapping approach. Pilots with several intake sources, custom export formats, or more complex property and account mapping start at $1,500. Ongoing pricing is set after the pilot, when both sides know the real volume. The review itself is free and carries no obligation.

Multi-page utility statements, multi-meter water bills, scanned or crooked PDFs, phone photos of paper bills, email attachments, and PDFs downloaded from utility portals. Statements of account, credit memos, and one invoice covering several properties are recognized and handled separately rather than posted as normal bills.

Best fit is small and mid-sized property management and HOA teams that already run accounting or property-management software, but still chase bills, approvals, and missing documents outside it. If utility bills and vendor invoices have outgrown one inbox and a spreadsheet, the work is worth doing. We are not built for enterprise portfolios yet, and we will say so on the review call rather than waste your time.