The same bill, twice
One invoice arriving under two filenames, in two different drops, weeks apart. Matched on amount and billing period, not just the number printed on it.
Invoice Automation · Echo FlowEvery invoice entered.
Every invoice entered.
Every payment still yours.
Echo Flow reads the bill, works out the vendor, the property and the account, then enters it into Yardi as a hold draft with the image attached. It never approves and it never pays — your team does that, on invoices that are already right.
Batch in progressRead 8Entered as hold 7Stopped for a person 1
INV-661200Metro Gas — boiler$1,156.40Entered · hold
INV-5580023City Water & Sewer — irrigation$887.34Entered · hold
INV-3320117Broadband & Telecom$429.99Entered · hold
INV-0091274Regional Electric — vacant units$2,043.55StoppedCredit is larger than the current charge — held for accounting
INV-771043Statewide Waste Services$1,910.00Entered · hold
INV-0025518Metro Gas — clubhouse$318.77Entered · hold
INV-88231City Water & Sewer — master$642.18Entered · hold
INV-4471902Regional Electric — common area$1,284.06Entered · hold
Illustration of a run. Every bill lands in one of two places — a hold draft, or a person’s desk with the reason printed.
- 778
- invoices entered
- $509,610
- booked and waiting on approval
- 108
- vendors handled
- 0
- approved or paid by the bot
First seven weeks in production at a property-management group running Yardi Voyager across 116 properties.
The part that matters
It stops when it isn’t sure.
A slow invoice costs a phone call. A wrong one costs real money — the wrong company paid, the wrong building charged, the same bill paid twice.
So Echo Flow only enters a bill when the vendor, the property and the account all come from an invoice your accountants already posted for that same meter. No prior posting, no guess: it hands the bill to a person with the reason printed, and moves on to the next one.
Nothing it enters can leave as a payment on its own. Every payable it creates sits on hold until someone with the authority signs it off.
HOLDNeeds a person3 of 41
Batch 338606 · line 12
Same invoice number, two different bills
The vendor reused invoice 005 on both the July and August statements. Keying the second one under a made-up number is how a bill gets paid twice, so it didn't.
Waiting on: vendor to re-issueBatch 338606 · line 27
No posted history for this account
A new meter with nothing behind it. The coding would have been a guess, and a guess on a new account tends to repeat every month.
Waiting on: first-time codingBatch 338606 · line 33
Credit larger than the current charge
Applying it in full would have over-booked the account by $652.94. Held at the correct amount instead of quietly absorbing the difference.
Waiting on: accountingHow a bill moves
From PDF to a hold draft, in about a minute
Drop invoices in a folder, forward them to a mailbox, or let Echo Flow pull them itself. The five steps are the same every time.
01
Read
Pulls every figure off the bill — scanned, photographed or emailed. Multi-page statements and split masters included.
02
Match
Finds the last posted invoice for that same account. Your accountants already corrected that booking — so copying it isn't a guess.
03
Check
Compares it to what is already in Yardi: duplicates, credits, wrong-property bookings, bills someone else covers.
04
Enter
Keys the payable as a hold draft — vendor, entity, GL, unit and note filled in, with the bill image attached to the record.
05
Report
Files the PDF, updates the register, and emails the batch: what went in, what needs a person, and exactly why.
What it catches
The expensive mistakes, before they are mistakes
Every one of these came out of a real run. They are the reason the hold pile exists.
The wrong building charged
Shared master accounts split across twenty buildings still land on the one that used the utility — because the account, not the address, decides.
The wrong company paid
One utility can bill under several vendor codes. The name on the bill can't tell them apart, so Echo Flow takes the payee from the meter's own payment history.
Credits taken at the wrong amount
Refunds, adjustments and negative lines are booked to your accounting rule — never netted out to whatever makes the page balance.
Bills someone else already pays
Where a third-party utility biller covers a community, those invoices never get keyed a second time — per property and per commodity.
Anything it can't prove
A missing date, an unreadable total, a notice that isn't an invoice at all. If the bill can't be proven, it doesn't get entered.
See it work
Point it at the backlog first. Then let it keep up.
Most teams start with the pile that has been sitting there for months. Echo Flow works it down batch by batch, then stays on the new ones as they arrive.
- Enters straight into Yardi Voyager — no export file, no import step, no separate system to learn.
- Takes bills the way you already get them — a Teams or SharePoint folder, a shared AP inbox, or a scanner drop.
- Emails a plain-English batch report — what went in and for how much, what needs a person, and what errored.
- Learns your rulings once — when your AP lead answers a coding question, it holds for every invoice after that.
How big is your invoice backlog?
Book a free 30-minute call. Bring a handful of real invoices and we’ll show you exactly what Echo Flow would do with them — what it would enter, and what it would hand back.