Automating A/P Invoice Processing in Yardi for a Canadian Public Company Managing 100+ Senior Living Residences
IDW Reads AP Emails, Classifies and Sorts Documents, Extracts Invoice Data, Uploads to Yardi, and Assigns GL and Property Codes
Client Overview
One of Canada's leading providers of seniors' housing, operating 100+ residences across Ontario, British Columbia, Saskatchewan, and Alberta. Managing 13,000+ residents and employing 12,000+ personnel across its retirement and long-term care portfolios, they provide a full continuum of care including independent living, assisted living, and 24/7 specialized nursing.
The Challenge
Understanding the operational bottlenecks
Time-Consuming Manual Processing at Scale
Every day, staff had to read hundreds of emails from thousands of vendors. They sorted documents, uploaded invoices to Yardi, which is a property and asset management system tailored to the real estate industry, as its core financial system, and entered important details, assigned codes, and prepared everything for review. This manual work used up significant staff time.
Data Entry Errors
Staff manually extracted vendor names, property codes, invoice numbers, dates, amounts, and expense types from each document. GL and property code assignment required applying complex rules which was tricky and often led to errors, duplicate uploads, or misplaced documents.
Business Impact
The manual AP process slowed down vendor payments and affected financial reports. Staff had less time for important financial analysis. The company needed better accuracy and compliance for resident billing and regulatory reporting.
The IDW Solution
Intelligent automation across the entire workflow
Automated Email Reading and Document Sorting
IDW logs into the AP inbox in Outlook using its own credentials, reads over 350 emails each day, and sorts them into folders for invoices, statements, CSVs, and utilities. It downloads the files, renames them, removes duplicates, and creates a daily report for staff.
Intelligent Invoice Upload and Data Extraction
The IDW takes relevant invoice files from OneDrive and uploads them securely to Yardi in batches. For more than 100 vendors that cover 60% of the volume, it extracts key fields including vendor name, property code, invoice number, date, amount, and expense type.
Rule-Based Coding and Management Reporting
Property and GL codes are automatically assigned following the company's internal rules. The system prepares invoices ready for staff to check, then creates a daily report showing how many items were processed, highlighting total items processed, exceptions, and accuracy. Staff quickly review these, then archive completed transactions in Yardi.
Visual Process Breakdown
IDW takes over the E2E process, performing exactly as a human would
Smart Validation Logic
Enterprise-grade rules engine ensuring absolute accuracy
Email Classification
IDW reads each email in the AP inbox, analyzes sender, subject, and attachment types to classify into invoices, statements, CSVs, or utilities folders.
Duplicate Detection
IDW checks downloaded files against existing records by file name, invoice number, and vendor. Duplicates are removed before upload to prevent double-processing.
Field Extraction
IDW extracts six key fields from each invoice: vendor name, property code, invoice number, invoice date, amount, and expense type. Missing fields are flagged for staff review.
GL Code Assignment
IDW applies rule-based logic provided by the client to assign the correct GL code and property code for each invoice based on vendor, expense type, and residence.
Batch Upload Validation
IDW uploads invoices to Yardi in secure batched transactions. Validates each upload completed successfully before proceeding to the next batch.
Exception Reporting
IDW generates a daily end-of-day report for management highlighting total items processed, exceptions encountered, accuracy metrics, and any items requiring manual review.
Systems & Integrations
Seamlessly connecting with your existing enterprise infrastructure
Business Outcomes
Measurable impact across the organization
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