The expense inbox and queue

The expenses inbox adds two views beside the Expenses workspace:

• Inbox — vendor invoices waiting to be recorded, from uploads or email.
• Queue — recorded expenses that are still owed, ordered by when they have to be paid.

Switch between Workspace, Inbox and Queue with the control at the top right of Expenses. The number next to Inbox is how many items need processing.

The Inbox

Needs processing lists invoices that haven't been dealt with; Closed lists ones that were dismissed. Filter by the date received, or search by file name, vendor or invoice number.

Add invoices

• Click Add invoices and choose one or more files — PDFs or images (PNG, JPEG, TIFF, HEIC, WebP, GIF).
• Or have vendors email invoices to your company's inbox address, set up in Accounts payable settings.

UnitConnect reads each invoice and fills in what it finds, such as the vendor, property, due date and amount. A multi-page scan with several invoices in it appears as a band over its invoices; click Change split on the band if the invoices start on the wrong pages.

Turn an invoice into an expense

1. Click Review on the row.
2. The invoice is shown beside the same form used to record an expense, filled in from the invoice. Check every field — especially the Vendor · account, property, categories and amount — and correct anything that is wrong.
3. Click Create expense. The next invoice opens, so you can work through the inbox. Use the previous and next arrows at the top to move between invoices without saving.

A message at the bottom right confirms each expense you create; click View on it to see the expense. To find one again later, click created at the top of the review screen, for example 3 created. It lists the last 10 expenses you created from the inbox, newest first, with the vendor, property, amount and payment status. Click one to open it beside the invoice you are working on, then close it to carry on. Open full page takes you to the expense itself; Back to Inbox at the bottom of the page brings you back to the invoice.

If the invoice looks like one already recorded — the same file, the same vendor and invoice number, or (when there is no invoice number) the same property, vendor account and amount within 90 days — an amber note says so. That is a warning, not a block: you can still create the expense, or click It is a duplicate to close the inbox item without recording it again. The expense number opens the match in a new tab.

The document can be moved to the other side of the form with the layout button at the top. ⋯ at the top holds Internal comments, notes for your team about this invoice, and, for a scan with more than one page, Change where invoices start. A number on ⋯ shows how many comments the invoice has.

Free reads with UnitConnect AI

UnitConnect AI fills in the vendor, invoice number, dates and amount from each invoice. If your company doesn't have it, your first 2 invoices are read for free so you can see what it does:

• New invoices are read automatically until the free reads are used. An invoice it read shows a small AI icon next to Needs processing; hover it to see how many free reads are left.
• For an invoice that arrived earlier, click Review, then Read with AI above the form.
• An invoice UnitConnect AI can't make sense of doesn't use a free read.

The count is shown at the top right of Expenses. Once the free reads are used, an administrator can turn on UnitConnect AI in Admin › Subscription; until then, invoices are filled in by hand.

Dismiss an invoice

If the item isn't a bill you will pay, click the Not an invoice, or not one we are paying button at the top of the review screen. In Resolve this item, choose:

• Not an invoice — a statement, a notice, or junk in the scan.
• Reject — a bill you are not going to pay. A reason is required.

Click Resolve. The item moves to Closed. A small note icon next to the status appears when you wrote a reason; hover it to read the text. To bring the item back, click Return to inbox on its row.

The Queue

Unpaid lists everything still owed; Paid lists recent payments. When your company requires approval for payments, Approval needed lists the payments waiting for an approver; approve them there, one or several at once — see Approve payments. Filter by property, vendor, date range and status, or search by vendor, invoice or property.

Each row shows the Amount, the vendor's Due date, the Pay by date (the due date moved earlier to allow for how the payment travels), the Owner, the Status and the Next action — for example Pay now, Pay by a date or Add a due date. Click a row to act on it.

Click ⋮ on a row for:

• Open expense — open it in the workspace, where you can pay it.
• Set payment terms — in Payment terms, set the Vendor due date, the Payment method and, if needed, Override the pay-by date. Click Save payment terms.

Paying from the queue works like paying any expense; see Pay an expense and print checks.