Invoices are entered from the AP Inbox page. To open this page, select Accounting > AP Inbox from the left-hand navigation bar.

There are three ways to get invoices in:

Each property has a unique email address for receiving invoices. You can find this address in the top-right corner of the AP Inbox page. Forward or send invoices to that address, and they will appear in your inbox automatically.

If you have invoice files saved locally, go to Accounting > AP Inbox and either drag and drop files into the upload area in the center of the AP Inbox page, or click within the box to browse your computer for files.

On the top right of the AP Inbox page, click the Invoice dropdown and select Add New.

On the invoice entry screen, complete the following fields:

Vendor – Begin typing the Vendor name to search. If the vendor does not exist, you can add a new one from this screen.

Type – Select the Method of Payment from the drop-down menu.

Amount – Enter the total invoice amount.

Invoice # – Enter the invoice number exactly as it appears on the vendor's invoice.

Invoice Date – The date shown on the invoice.

Due Date – The payment due date. This will auto-populate based on the vendor's payment terms if configured in their vendor profile. Use the calendar selector to change this date if necessary.

Accounting Period – Confirm the correct accounting period for the expense. Only Active Accounting Periods will be available in the drop-down menu.

Total Taxes & Fees – This is an optional field to assist in allocating tax & fees across line items

Notes – these are internal notes for your team. In Accounting > Search, you have the ability to search by Notes & Descriptions.

Chart of Account (COA) – Select the expense account to code the line item to.

Description– Enter a description of what was purchased for this line item.

Amount – Enter the line item amount. You can add multiple line items if the invoice needs to be split across accounts or departments.

Taxes & Fees – enter the taxes and fees associated with each line item. Verify that the sum matches the total taxes & Fees.

Invoice Total – This auto-calculates from your line items. Verify it matches the vendor's invoice total.

It is helpful to attach a copy of the original invoice for reference. Either drag and drop the file into the attachment area, or click the link within the box to browse your computer.

Once attached, you can click on the “Open Viewer” to view the invoice page by page while entering the details.

Comments – Use this section to enter any additional comments about this invoice. Use the @ symbol to tag an Inn-Flow user, which will send them a notification with your comment.

After completing all fields and verifying the totals, click Send to Approval. The invoice will move into the approval queue based on your property's invoice approval settings. Save Changes will save the invoice as a draft within the AP Inbox.

Check the box beside Proceed to Next if you are continuing to enter more invoices. This will re-open the Invoice Entry slide-out to enter the details of your next invoice.

Discard will delete the invoice and all attachments.

Save Changes will save the invoice as a draft within the AP Inbox.