Invoice Record

Glossary

An invoice record is the structured AP entry used to track, code, approve, pay, and audit a vendor invoice in multifamily operations.

Definition

An invoice record is the structured entry that represents a vendor bill in the accounts payable workflow. It typically ties the invoice image or source document to key fields such as vendor, invoice number, amount, due date, property, unit, work order, GL code, approval status, payment details, and reconciliation status. In multifamily operations, it serves as the working record teams use to code, review, approve, pay, and audit an invoice.

Example

A landscaping invoice for three apartment communities is entered as one invoice record with the vendor, invoice number, invoice date, total amount, property allocations, GL code, approval status, and a link to the scanned invoice. The AP team checks prior invoices for the same vendor before approving the coding and payment.

Why It Matters?

Invoice records help operations leaders maintain a clear audit trail from receipt through payment. Complete records reduce coding errors, support faster approvals, make vendor and property-level expense review easier, and help teams keep accounting records current and accurate.

‹ Invoice queue

Invoice status ›