How to Enter a Bill in AppFolio

Log in to AppFolio

Open your web browser and log in to your AppFolio account to access the dashboard.

Open Accounting and Payables

Click Accounting in the left navigation menu. The Accounting section expands to show additional options.

Under the expanded Accounting menu, click Payables. The Payables screen opens, displaying a list of bills and related actions.

Open Smart Bill Entry

On the right side of the Payables screen, locate the Tasks section and click Smart Bill Entry.

Choose files to upload

On the Smart Bill Entry screen, click Choose Files to Add to open a file selection dialog.

In the file selection dialog, navigate to the location on your computer where your bill files are stored. Select the files you want to upload — for example, two bill files — then click Open to attach them.

Process the uploaded invoices

Once your files are attached, click Process Invoices to begin processing the uploaded bills.

Monitor processing status

Monitor the status of your uploaded bills in the status table. The table displays information such as file name, uploader, date, and time.

Once the invoices finish processing, review their status in the table to confirm that processing is complete.

Open a bill for review

To review the details of a processed bill, click the Review button next to the bill entry. The bill details open for further review and action.

Verify the uploaded bill image

On the bill review screen, verify that the uploaded file is visible. If needed, use the zoom feature to enlarge and inspect the bill image for clarity.

Select the vendor

Select the Pay field and choose the current vendor for this bill.

Confirm the bill amount

Confirm that the Amount field is automatically populated based on the bill image, and double-check the amount for accuracy.

Select the property

Select the Property associated with this bill. Use the property dropdown or search to find and select the correct property.

Add a description

Enter a Description for the bill. Type any relevant notes or details to clarify the bill's purpose.

Review all entered details

Review all entered details for accuracy. Ensure the vendor, amount, and property fields are correct, and add any additional notes or lines if necessary.

Save the bill

Click Save and Review Next to save the current bill and automatically move on to the next bill for entry. Alternatively, click Save if you only want to save this bill without moving to the next one.

Confirm the bill in Payables

Navigate back to Accounting > Payables to verify that the entered bills are reflected in the system.

Confirm that the newly entered bills are listed in the Payables section. Review the list to ensure both invoices are present, with correct details such as date, property, amount, and status (for example, unpaid).

The Smart Bill Entry system continues to improve over time: as it learns from your entries, it will begin to automatically suggest or select the correct property and other details for future invoices.