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Bill Payments & Approvals

Effective: Feb 6, 2025

Pre-approval​

To proceed with any job estimated to cost over $500, a Purchase Order (PO) and approval are mandatory.

  1. Generate the PO in AppFolio. Enter accurate line-item descriptions and amounts, and link the PO to the relevant Work Order.
  2. Submit for approval — the system automatically emails the designated approver.
  3. Initiate work only after the PO is approved.

Submitting bills​

The PM enters the bill, or uses Smart Bill Entry by emailing the bill to nyla@invoices.appfolio.com. The following is required:

  • Payee
  • Total amount
  • Bill date
  • Due date
  • Purchase Order # (if available)
  • Work Order
  • A line for each Property and GL Account

Approval​

The PM must Approve Bill once a vendor bill is entered. A bill is ready for approval when all of the following are met:

  • A concise note describing the issue and the work completed is added to the bill.
  • The original estimate and/or agreed scope of work is attached.
  • If applicable, completion photos are uploaded to Company Cam.
  • The vendor's ACH info, W-9, and insurance documents are current and on file.

Accounting review. All approved bills are reviewed by accounting to confirm the required information is present. If complete, accounting approves the bill to be sent to the payer.