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Real estate & property management

Property management accounts payable, coded to the property

Each operating cost is coded to a property and marked recoverable or owner-borne on arrival, so CAM reconciliation just adds up decisions already made.

An agent shaking hands with a couple in their new apartment

Smartbills puts the property, the unit and whether the cost is recoverable from tenants on every invoice as it's captured.

Each invoice tagged with its property and recoverability

An invoice records the property and unit it belongs to and whether the lease allows you to recover the cost. Both are set at capture by the person who knows the building.

  • Property, unit and recoverability set at capture
  • Split across properties on your allocation basis
  • Owner-borne and recoverable costs kept apart

A CAM reconciliation that's done before year-end

Since recoverability was decided as costs came in, the reconciliation is a total you run rather than a project, and a tenant's question leads straight back to the invoice.

  • Recoverable totals current all year
  • Click from a reconciliation line to the invoice
  • Backup attached for the tenant's question

Why teams switch

Shared costs get coded to one building.

Our CAM reconciliation means digging back through twelve months of invoices at year-end.

Recoverability is coded as each invoice is captured. The reconciliation adds up decisions already made and takes an afternoon instead of a month.

One landscaping invoice covers three buildings, and someone codes the whole thing to one of them.

Costs are split across properties at capture using the allocation basis you set, and each building carries the share it actually incurred.

Owner statements sit waiting while someone hunts down the supporting invoices.

Every cost carries its property and its source document. The statement comes together from those records, and when an owner asks about a line, the invoice behind it is one click away.

The products that do the work.

Each product works on its own, and when you run two, the same record carries from the receipt to the ledger entry.

FAQ

Frequently asked questions

What people ask us before they sign up.

Property management accounts payable is paying the maintenance, utility and contractor invoices for the buildings you manage, with each cost charged to the right property and unit. Smartbills also marks each cost recoverable or owner-borne when the invoice arrives, which keeps the CAM reconciliation current.

Yes, and the split happens at capture. An invoice covering several buildings is divided on the basis you choose (square footage, unit count or a fixed percentage) instead of being coded to whichever property was easiest.

Recoverability is a field on each cost, set when the invoice is captured. The reconciliation then adds up everything marked recoverable. It reports decisions made during the year instead of reconstructing them from a year of paper.

It holds the coded, documented costs a statement is built from and posts them to your ledger. If your property management system issues the statements, the property and unit allocation goes along with each cost.

They're coded at capture like any other classification and stay separate all the way to the ledger. Capital and operating costs are recovered differently, and a misclassification caught at year-end is expensive to sort out with a tenant.

Get started

Decide recoverability when the invoice arrives

Code one month of operating costs by property and watch the reconciliation add itself up.

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