Automate Property Management AP with Intelligent Workflows
Transform your property management company's accounts payable process with automated systems that handle everything from emergency maintenance invoices to recurring vendor payments across your entire portfolio.
Property Management Companies Can't Afford AP Processing Delays
Your property management company juggles hundreds of vendors across multiple properties – from emergency HVAC repairs at midnight to routine landscaping services and capital improvement projects.
Manual accounts payable processes create dangerous bottlenecks that delay critical maintenance payments, strain vendor relationships, and consume your staff’s time with data entry instead of tenant-focused activities.
Between processing invoices from plumbers, electricians, landscapers, and suppliers, your team struggles with paper receipts, missing documentation, and the challenge of tracking expenses across different property owners and management agreements.
Key Challenges for Property Management Teams
ProcureDesk's AP Automation Transforms How Property Managers Handle Vendor Payments
Key Benefits
- Gain instant visibility into spending across all properties with real-time dashboards showing maintenance costs, vendor performance, and budget utilization by property
- Automate invoice routing with property-specific approval workflows that ensure the right property manager approves expenses before processing payments to contractors
- Ensure accurate cost allocation with automated coding that properly assigns expenses to individual properties, owners, or common area maintenance funds
How It Works
Streamline your property management AP process in five simple steps
Step 1: Portfolio-Specific Setup for Property Management
Our implementation team configures ProcureDesk to suit your property portfolio structure, setting up separate cost centers for each building, as well as vendor categories ranging from HVAC contractors to janitorial services, in accordance with your property owner’s billing requirements. We handle vendor onboarding for your key suppliers – from Home Depot and Lowe’s to local plumbing contractors and landscaping companies – ensuring seamless operations from day one.
Step 2: Smart Invoice Capture with Property Recognition
Maintenance staff and vendors submit invoices via email or mobile app, with property addresses automatically recognized and routed to the appropriate property manager. Our AI extracts invoice details and suggests property-specific coding, whether it’s categorizing elevator maintenance as common area expenses or apartment repairs as individual unit costs, learning your allocation preferences over time.
Step 3: Property-Specific Approval Workflows
Configure approval hierarchies that match your management structure – from on-site managers approving routine maintenance under $500 to regional managers clearing major repairs, with automatic escalation to property owners for capital improvements over your threshold. Emergency repair workflows bypass normal approvals while maintaining documentation for later review.
Never let critical maintenance payments stall because a property manager is showing units or handling tenant emergencies. The ProcureDesk mobile app enables real-time invoice review and approval from any property location, with full visibility into budget impacts and vendor performance.
Step 4: Three-Way Matching for Maintenance Operations
The system automatically matches invoices to work orders and delivery receipts, with special handling for property management scenarios, such as emergency repairs without prior authorization or recurring service agreements. Track everything from monthly pest control to annual HVAC maintenance contracts, with automated alerts for cost overruns that might affect property profitability.
Step 5: Seamless Integration with Property Management Systems
ProcureDesk integrates directly with QuickBooks, Sage Intacct, NetSuite, Microsoft Dynamics Business Central, Xero, and Bill.com. Approved invoices are automatically integrated into your property accounting system, ensuring proper cost allocation and maintaining accurate records for owner reporting and tax preparation.
Integration Capabilities
ProcureDesk seamlessly connects with the financial systems charter schools rely on most
Accounting Software Integration
- QuickBooks Integration: Synchronize purchase orders, vendors, and invoices with your QuickBooks environment for seamless financial record-keeping.
- Sage Intacct Integration: Connect directly with this cloud-based financial management solution popular among growing charter school networks.
- NetSuite Integration: For larger charter networks, our enterprise-grade NetSuite integration supports complex multi-entity financial structures.
- Business Central Integration: Seamlessly connect with Microsoft's comprehensive business management solution.
- Xero Integration: Perfect for smaller charter schools looking for streamlined accounting synchronization.
Payment Processing
- Bill.com Integration: Automate your accounts payable workflow from purchase order to payment with our direct Bill.com connection.
Each integration is set up during our implementation process, with our team handling the technical configuration while training your staff on the improved workflow.
Request Integration DetailsWhy Property Management Companies Choose ProcureDesk
Learn how ProcureDesk has transformed procurement for property management companies like yours
Property-Specific Cost Allocation
Automatically assigns expenses to the correct property, unit, or common area with built-in controls that ensure accurate owner billing and financial reporting.
Done-for-You Implementation with Property Management Expertise
Our team understands property operations, from emergency maintenance workflows to owner reporting requirements, ensuring proper setup with comprehensive staff training included.
Scalable Pricing for Growing Portfolios
Transparent monthly costs that scale with your property count, helping you maintain profitability as you grow your management portfolio.
What Our Customers Say
“We were experiencing late payments and potential missed invoices that didn’t get processed in the stack of papers. When board members wanted to review certain expenses, we had to physically scan documents. It just wasn’t a truly transparent process,”
“Anybody within the company could order goods or services, and approval would only happen after the invoice arrived. We needed to put controls in place, and ProcureDesk became one of those must-have solutions.”
“There was a general lack of clarity and transparency around our budgets. Because we wouldn’t get invoiced right away, we would pull budget reports in Quickbooks, but they were never fully accurate or up-to-date because of those pending orders.”
Frequently Asked Questions
Common questions about AP automation for property management companies
Ready to Transform Your Property Management AP Process?
Join leading property management companies that have automated their vendor payment workflows.
Stop letting manual accounts payable processes delay critical maintenance payments and consume your staff’s valuable time.
ProcureDesk’s specialized automation solution ensures faster vendor payments, accurate cost allocation, and gives your team
the tools they need to focus on property operations and tenant satisfaction.
Streamline Your Property Management Operations Today:
- ✅ Reduce AP processing time by 75% across your portfolio
- ✅ Automate cost allocation to properties and owners
- ✅ Speed up vendor payments to maintain contractor relationships
- ✅ Gain real-time visibility into maintenance spending
- ✅ Access 200+ property management vendor punchouts
- ✅ Mobile approval capabilities for field-based managers
- ✅ Done-for-you implementation with property management expertise
Get Started Today
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