Accounts payable settings

Administrators decide how accounts payable works for the company in Admin › Accounts payable.

Turn on the expenses inbox

In the sidebar, click Admin, then Accounts payable, and turn on Expenses inbox. This adds the Inbox and Queue beside the Expenses workspace; see The expense inbox and queue.

Due dates are recorded on expenses either way, so the queue already has history in it the day you turn it on.

Payment approvals

With the expenses inbox on, Payment approvals lets you require a second person to approve the money UnitConnect moves before it goes. Recording a payment made another way never waits. Each switch saves as soon as you flip it.

• ACH payments — sending a payment by ACH waits for approval. Under it, Only over limits the rule to larger payments: enter an amount and click Save, and payments of that amount or less go without approval. Leave it empty for every ACH payment.
• Printed checks — a check prints only once it is approved. Only over works the same way.
• Let a property's only approver approve their own payments — when one person is the only approver for a property, their own payments go without a second person. Turn it off to make them wait until someone else can approve.

Below the switches the section says how many people can approve payments, and names the properties where nobody, or only one person, can. Approvers need the Approve expense payments permission; if nobody has it, the rules can't be turned on until you give it to someone in Users.

How approving works day to day is in Approve payments.

Invoices by email

With the expenses inbox on, you can give vendors an email address for invoices, or forward invoices to it yourself. Anything that arrives lands in the Inbox, like an upload.

• Issue an address: type the first part of the address (for example "ap-yourcompany") and click Issue.
• Copy an address: click the copy button next to it.
• Replace an address: click Issue another address, issue the new one, then click Retire on the old one. You can't retire your only active address — vendors would have nowhere to send. Mail sent to a retired address no longer arrives.

Where vendors' replies go

The emails vendors get about direct deposit — payment notices and requests for bank details — come from your company name. To choose where a vendor's reply goes, enter an address under Reply address for vendor emails (for example your accounts payable inbox) and click Save. Leave it empty to send replies to the person who sent the payment or the request.

Vendor payment notices

When you pay a vendor by ACH, they get an email saying what was paid. While UnitConnect's partner program is running, that email ends with a short line below the payment details: Payments by UnitConnect, with a link for anyone who'd like to recommend UnitConnect.

To leave the line out of your vendors' emails, turn off "Payments by UnitConnect" in vendor payment notices. The payment details are the same either way.