Should You Move to AI for Accounts Payable in AppFolio and Yardi

Why You Should Move to AI for Accounts Payable in AppFolio and Yardi

If your property management team is still manually processing invoices, you’re leaving time, money, and accuracy on the table. Today’s top operators are transforming Accounts Payable (AP) with AI-powered automation—and reaping the rewards.

Platforms like AppFolio and Yardi are already powerful, but with AI integration, you can unlock the full potential of your accounting workflows. Here's why switching to AI isn't just smart—it’s essential.

Interview with a Real Ops Client: How AI Transformed Their AP Department

We sat down with Sarah Mitchell, Controller at Summit Property Group, to talk about her team’s transition to AI-based AP automation with Real Ops Solutions:

Q: What made you consider AI for Accounts Payable in the first place?

Sarah:

"We were processing over 1,500 invoices a month manually. It was slow, error-prone, and honestly burning out our team. We had just upgraded our Yardi platform, but we weren’t using it to its full potential. AI just made sense—it was the next logical step.”

Q: What was the biggest difference you saw after implementation?

Sarah:

"Speed. Invoices that took three to five days to get approved are now routing automatically and getting posted the same day. Plus, our accuracy went through the roof—we saw a 92% drop in invoice errors within the first 60 days."

1. Eliminate Manual Work and Errors

Manual invoice entry is slow, inconsistent, and error-prone. AI extracts key invoice data—vendor names, dates, GL codes, and line items—and pushes it directly into your AppFolio or Yardi system. No typos. No missed fields. No double entries.

💡 Property managers who implement AI in AP processes report up to a 90% reduction in invoice processing errors.

2. Speed Up Invoice Approval and Payment

Invoices that used to take days to route, approve, and post can now move through your system in minutes. AI automatically assigns approvers, enforces approval thresholds, and triggers notifications—so nothing falls through the cracks.

💡 Faster approvals mean better cash flow and stronger vendor relationships.

3. Cut Costs by 25% or More

AI eliminates manual data entry, back-and-forth emails, and invoice matching. Most companies see 25%–50% time savings, which often translates into real dollar savings and fewer full-time employees needed just to manage AP.

💡 AI lets you scale without increasing overhead.

4. Prevent Fraud and Ensure Compliance

AI flags duplicate invoices, identifies mismatched vendors, and enforces approval chains. With built-in audit trails, your AP process becomes transparent, secure, and audit-ready—which is essential in today’s compliance-focused environment.

5. Seamless Integration with AppFolio and Yardi

AI solutions don’t require a rip-and-replace of your current system. They integrate directly with AppFolio and Yardi Voyager via secure APIs, so data flows in real time without duplicating work or introducing complexity.

💡 Integration takes days—not months—and has zero downtime.

6. Stronger Vendor Relationships

Vendors want fast, accurate payments. AI helps you deliver both. Reduced delays and fewer payment errors mean vendors are more willing to negotiate favorable terms—and more likely to prioritize your business.

Real Ops Solutions: Your Partner in AI-Powered AP

At Real Ops Solutions, we’ve helped over 1,100 real estate and service-based firms automate their AP processes inside AppFolio and Yardi. With more than 1 million hours of operational expertise, our team delivers systems that scale with your business—while cutting unnecessary cost and complexity.

✅ Ready to Automate Your Accounts Payable?

Imagine your team processing 1,000 invoices in the time it used to take to handle 100—without hiring anyone new.