HachiAI
REAL ESTATE · IDW WORKFLOW

The AP desk, run end-to-end.

The worker sorts the AP inbox, codes each invoice to the right property, posts it, catches a duplicate and holds it, flags admin, then answers a vendor's payment-status query from the register.

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P
PlumbeoInvoice INV-3301 · Tower Vesk

Please find attached our invoice for plumbing repairs completed at Tower Vesk. Payment terms net 30.

PDF
INV-3301.pdf96 KB
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V
Voltreon ElectricPayment status, invoice INV-3307

Hi, could you confirm whether our invoice INV-3307 ($1,840.00, Block MX-2) has been paid yet? Thank you.

Looking up INV-3307 in the register…
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New emailDuplicate invoice
Duplicate-Invoice.pdf

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Workflow checklist
  • Inbox sorted and routed into folders automatically
  • Vendor invoices read and coded to the right property
  • Invoices posted to the property management system
  • Duplicate invoice caught and held before payment
  • Admin notified of the duplicate (not processed)
  • Vendor payment query answered from the register
  • Mail filed, nothing left unhandled
  • Process complete with zero manual entry
Document Viewer INV-3301.pdf Reading document
Plumbeo INVOICE
VendorPlumbeo
Invoice #INV-3301
Date2026-06-14
PropertyTower Vesk
DescriptionQtyAmount
Drain repair (Unit 4B)1$680.00
Riser flush (common)1$1,140.00
Tax$236.60
Total$2,056.60
Extracted fields
VendorPlumbeo
InvoiceINV-3301
PropertyTower Vesk
Total$2,056.60
Invoice CodingCode each line to the right property
Extracted invoice
Drain repair (Unit 4B)$680.00
Awaiting coding
Riser flush (common)$1,140.00
Awaiting coding
Tax$236.60
Awaiting coding
Coding · line 1
Expense category·
GL account·
Property·
Building / cost ctr·
Coded total$2,056.60 · 3 lines
Pre-posting validation
Looking up vendor in master…
Vendor active in master
Coding valid
No duplicate found
Coded, ready to post
Property Management System
Post Invoice Draft
GLDescriptionPropertyAmount
6400Drain repairPROP-Q7$680.00
6400Riser flushPROP-Q7$1,140.00
2200Tax payablePROP-Q7$236.60
Invoice Register Posted invoices · this period
Invoice #VendorPropertyAmountStatus
INV-3307Voltreon ElectricBlock MX-2$1,840.00
INV-3290Greavix FacilitiesCluster 14-A$3,420.00Posted
INV-3285LawnfoldTower Vesk$612.00Posted
INV-3301PlumbeoTower Vesk$2,056.60·
Register updated
Invoice INV-3307
VendorVoltreon Electric
PropertyBlock MX-2
Amount$1,840.00
Paid date2026-06-09
Portfolio: Tower Vesk User: idw.ap@demo Records: 3 ● Connected
Possible duplicate invoice Matched against the register
Already in the register
Invoice #INV-3301
VendorPlumbeo
Amount$2,056.60
Incoming email
Invoice #INV-3301
VendorPlumbeo
Amount$2,056.60
Same invoice number, vendor and amount already posted. Held as an exception, not paid twice.