The AP Inbox is where you enter and manage invoices in Inn-Flow. You can manually add invoices, upload invoice images in bulk, or use AP Automation to extract invoice data automatically.
AP Inbox Overview
The AP Inbox shows all invoices that have been entered or uploaded but not yet fully processed. From this page you can review invoice details, assign COA codes, split expenses across properties, and submit invoices for approval.
Viewing the Inbox
Users can view the invoices in 2 different ways. Use the Gear icon to select Gallery View or List View. Gallery view displays the draft invoices as images, while the List View keeps the invoices in a table. Save as Default View will save these settings, so that the next time you log in the view will remain as your selected preference.
Adding an Invoice Manually
1. Navigate to Accounting > AP Inbox.
2. Select the Property (EHID) the invoice applies to.
3. Click Add Draft Invoice > Add New to create a new entry.
4. Enter the Vendor name. If the vendor does not exist, you can create a new one.
5. Enter the Invoice Number, Invoice Date, and Due Date.
6. Add line items with the appropriate COA, Description, and Amount.
7. Attach the invoice image by dragging and dropping the attachment into the Attachments section, or browse files to upload.
8. Click Save Changes to keep the invoice in Draft, or Send to Approval to send it to the approval page.
Uploading Invoice Images in Bulk
You can upload multiple invoice images at once. Each image will create a separate invoice entry in the AP Inbox for you to review and complete.
1. From the AP Inbox, click the Add Draft Invoice > Upload button.
2. Select multiple invoice image files (PDF, JPG, or PNG).
3. Each uploaded file will appear as a new invoice in the AP Inbox.
4. Click on each invoice to enter the vendor, amounts, and COA details.
Bulk Invoice Upload via Template
To import multiple invoices at once using a spreadsheet template, see the related article: Can I Import Multiple Invoices via a Template?
Email Invoices Directly to the AP Inbox
Received an e-mail with an invoice? You can forward that e-mail with the invoice attachment directly to the property’s specific Invoice e-mail. Locate the e-mail address on the AP Inbox page at the top right.
Note: You can also provide this e-mail address directly to your vendors, who can then send invoices directly to the AP inbox to be processed.
AP Automation (Invoice Extraction)
If your organization uses Inn-Flow's AP Automation feature, uploaded invoice images are automatically scanned and key fields (vendor, amount, date, invoice number) are extracted and pre-populated. Review the extracted data for accuracy before submitting.
For more information, see the related article: Invoice Extraction / AP Automation.