Invoice exception

Glossary

Invoice exception

An invoice exception is an invoice that needs review before approval or payment due to missing support, coding issues, duplicates, or other problems.

Definition

An invoice exception is an invoice that cannot move through the normal approval or payment process because something needs review, correction, or added support. Common triggers include missing documentation, suspected duplicates, unexpected charges, coding issues, delivery failures, or a single file that contains multiple invoices. The exception should be routed to the right owner with a clear reason and tracked until it is resolved.

Example

A landscaping invoice for Property A is submitted under Property B and includes charges that do not match the expected service period. The AP team marks it as an invoice exception, assigns it to the property manager to confirm the work and property, and holds it from payment until the coding and support are corrected.

Why It Matters?

Invoice exceptions matter because they separate routine invoices from items that could delay payment, create accounting errors, or lead to incorrect property-level expenses. For multifamily operations leaders, a clear exception process improves visibility into bottlenecks, helps teams resolve issues faster, and reduces the risk of paying unsupported or misrouted charges.

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