Invoice Data Extraction for
Real Estate Bookkeeping
Property managers and real estate bookkeepers deal with the highest invoice variety of any industry — dozens of vendors, scanned paper invoices, and different formats for every property. SkipEntry handles all of it without templates.
No credit card required.
The real estate AP problem
A property manager overseeing 20 rental units might work with 40+ different vendors in a month — each with a unique invoice format. The landscaper sends a handwritten note. The HVAC company sends a multi-page PDF with parts, labor, and warranty line items. The utility company sends a statement that barely looks like an invoice.
Traditional OCR tools require a template for each vendor. That means setup time for every new contractor, and broken extractions every time a vendor changes their format. Real estate bookkeepers end up doing most invoice entry by hand.
SkipEntry uses AI vision that reads invoices the way a human does — no templates, no per-vendor configuration. First-sight accuracy on new vendors is the same as known vendors.
Invoice types SkipEntry handles
Any vendor, any format. No templates to configure.
Contractor and trades invoices
Plumbers, electricians, HVAC, general contractors — often hand-written or from small local vendors with non-standard formats.
Utility bills
Gas, water, electric — often PDFs with account numbers, meter reads, and charges that need to map to specific properties.
Maintenance and repair invoices
Landscaping, cleaning, pest control, snow removal — recurring vendors with varying line-item detail.
Management fee invoices
Property management company fees, typically percentage-based with detailed breakdowns across multiple units.
Insurance invoices
Property and liability insurance premiums, often multi-page with policy details and installment schedules.
HOA and association fees
Condo association fees and special assessments, often received as statements rather than standard invoices.
Key extraction fields for real estate
Standard fields plus real-estate-specific data points that matter for property accounting.
| Field | Why it matters |
|---|---|
| Vendor name | Map to existing vendor record in QBO/Xero |
| Property address | Route to correct GL or job cost code |
| Invoice date and due date | AP aging and cash flow planning |
| Invoice total and line items | Cost tracking per property |
| PO or work order number | Match to approved work orders |
| Custom property code | Auto-route to correct property ledger |
Custom fields for property accounting
Real estate bookkeeping often requires routing costs to specific properties, units, or cost centers. SkipEntry custom fields let you extract property codes or unit numbers that appear on vendor invoices — whether the vendor writes "Property: Maple Street" or uses an internal code like "PROP-204."
Once extracted, these values can be included in your CSV or QuickBooks/Xero export, so invoices land in the right property ledger automatically rather than requiring manual GL routing after import.
Property code extraction
Pull the property identifier from any field on the invoice — job site address, PO number prefix, or a dedicated property code field.
Unit-level cost allocation
For multi-unit properties, extract unit numbers from maintenance invoices to allocate repair costs correctly.
Exports directly to QBO and Xero
SkipEntry exports in import-ready formats for QuickBooks Online and Xero. Property management firms using QBO Plus or Advanced for job costing can map extracted property codes directly to class or location fields.
Related reading
- Scanned Invoice OCR Guide— How AI-powered OCR handles scanned invoices from contractors and paper-based vendors.