Invoice Data Extraction for
Property Management
Property management companies receive invoices across dozens of properties from maintenance contractors, utility providers, landscapers, and janitorial services. SkipEntry extracts the data and routes costs to the right property — without manual re-coding.
No credit card required.
The property management AP problem
A mid-size property management company managing 200 properties might process 500–1,000 invoices per month. Maintenance calls alone generate invoices from dozens of different contractors — plumbers, electricians, HVAC techs, locksmiths, appliance repair, general handymen. Add utility bills across every property, landscaping contracts, cleaning services, and insurance premiums, and AP becomes one of the most labor-intensive operations in the business.
The challenge isn't just volume — it's routing. Every invoice needs to be assigned to the correct property so costs flow into the right owner statement at month-end. A plumbing invoice for 123 Main Street needs to post to 123 Main Street in your accounting system, not to a catch-all maintenance account. Getting that routing right manually, at 500–1,000 invoices a month, requires constant attention and is prone to errors.
SkipEntry uses custom fields to extract property codes or addresses from invoices, so every cost routes to the correct property automatically — without manual re-coding after import.
Invoice types SkipEntry handles
Any vendor, any property, any format. No templates to configure.
Maintenance contractor invoices
Plumbing, electrical, HVAC, general repair, locksmith, and other maintenance contractors each invoice separately per visit. High volume, high variety — SkipEntry handles all of them without templates.
Utility bills
Gas, electric, water, and sewer bills for common areas and vacant units across multiple properties. Utility bills are a consistent format but high volume — a natural candidate for automated extraction.
Landscaping and grounds invoices
Regular grounds maintenance, snow removal, irrigation, and seasonal services from landscaping vendors. Often recurring monthly invoices with property references.
Janitorial and cleaning services
Common area cleaning, unit turnover cleaning, and janitorial contracts. Recurring invoices that need to route to the correct property.
Insurance invoices
Property insurance premiums, umbrella policy invoices, and workers comp statements. Often annual or semi-annual, but high dollar amount — accuracy matters.
Management fee and owner distribution invoices
Management fee invoices issued to property owners and inter-account billing. SkipEntry handles these alongside third-party vendor invoices in a unified workflow.
Key extraction fields for property management
Standard invoice fields plus property routing data — the piece that makes AP useful for owner statements.
| Field | Why it matters |
|---|---|
| Vendor name | Match to existing vendor record in QBO/Xero |
| Invoice date and due date | AP aging and owner statement timing |
| Invoice number | Duplicate detection and record matching |
| Property code or address | Route cost to the correct property in QBO/Xero class or location |
| Service description | Owner statement line items and expense categorization |
| Total amount due | AP entry amount for payment and owner statement |
Property code extraction: route every invoice to the right property
When contractors and vendors include a property address or property code on their invoices, SkipEntry custom fields can extract it automatically. That property code maps directly to QBO class tracking, QBO location tracking, or Xero tracking categories — so every posted bill lands on the correct property without a manual routing step.
For invoices that don't have a property code (a vendor who serves multiple properties on a single invoice, for example), SkipEntry extracts the available data and flags the invoice for manual property assignment. Most property management invoices do reference a property address or unit — and for those, the routing is automatic.
QBO class and location tracking
Map extracted property codes to QBO class or location fields for property-level P&L reporting without manual re-coding.
Xero tracking categories
Extract property references and map to Xero tracking categories for per-property reporting and owner statement preparation.
Organize by property portfolio or owner
SkipEntry workspaces let you organize invoices by client, portfolio, or property group. A property management company with 15 property owners can create separate workspaces per owner — invoices for Owner A's properties stay separate from Owner B's, with separate exports for each QBO or Xero account.
Alternatively, manage all properties in a single workspace and use property codes to route costs within a single QBO or Xero file with class or location tracking enabled. The right approach depends on whether each owner has their own accounting file or whether all properties are managed within a single entity.
Exports directly to QBO and Xero
SkipEntry exports in import-ready formats for QuickBooks Online and Xero. Property management companies using QBO with class or location tracking can map extracted property codes directly to those fields for automatic routing on import.
Related reading
- Accounts Payable Automation— A guide to automating the full AP workflow, from receipt to payment.
- Batch Invoice Processing— How to process high volumes of invoices efficiently in a single batch.