Invoices and Mortgages

Invoices show on the All and Invoice pages. Mortgage statements show on the All and Mortgage pages. Click a card to open it.

Invoices no longer go to Monday

File invoices to the Server only. Roz sends each one to a folder under Accounting\ based on its Path.

The Invoice Card

Field	What it is
Date	The invoice date.
Due date	When the invoice is due. Leave it blank if the invoice has none.
Path	The Accounting folder it files to, such as REA, DEE or LOAN. See Path Routing.
Use property folder	Saves this invoice in its property’s Accounting folder instead. See Path Routing.
Utility	Marks the vendor as a utility. Future invoices from this vendor are marked too.
Assign PM	Assigns the property manager on Monday.
Autopay	Marks the invoice as paid by autopay.
Address	The property address. Picking one fills Entity and Property.
Entity	The company that owns the property.
Property	The property name.
Vendor	Who sent the invoice.
Invoice number	The number on the invoice. Pick N/A if there is none.
Account number	The account number, if the invoice has one.

Start with the address

The address is the fastest fix. Pick the right address and the entity and property follow.

Notify with a manager’s name shows on some invoice cards. It emails the invoice to that property manager.

Type a Value

When the right value is not in the list, click Type it and enter it. Press Enter or click away to save. Pick from list goes back to the matches.

A vendor you type is added to the vendor list. A notice at the bottom right asks if Roz should check the other invoices waiting for review for that vendor. Click Check them. When the check is done, click Review in the notice. Untick any that are not from it, then click Set on. Put back on a card undoes it for that card. Only invoices nobody has reviewed yet are checked.

Processed Before

If Roz already filed this invoice, the card gets a red edge. The card says This invoice was processed before and shows the filename and where it went. Filing it again may pay it twice. If it is the same bill, click Remove. If it is a different bill, file it: Roz asks first, then click File anyway.

Path Routing

The Path picks the folder under Accounting\. Roz picks it from the rules in Data > Invoice routes.

Path	Folder	Used for
REA	REA_Invoices	Everything else. This is the default.
DEE	Personal_Invoices	Personal residences.
LOAN	Mortgage	Mortgage lenders.

Changing the property, entity or vendor picks the path again. A path you pick by hand stays.

Use property folder

Tick Use property folder under Path to save an invoice in its property’s Accounting folder instead. Use property folder in the file bar does the same for every invoice and mortgage statement on the page, for example a stack of old invoices. Settings > Advanced > File invoices by property folder sets the default.

Save Location

Invoices save to a dated folder:

Z:\Shared\BBT Asset Management Inc\Accounting\<Path folder>\mm-dd-yyyy\

For example ...\Accounting\REA_Invoices\09-25-2026\. The REA_Invoices date folder also gets a Posted subfolder for the AppFolio sync.

The filename follows this pattern:

yyyymmdd_Entity_Property_Vendor_InvoiceNumber.pdf

Example: 20260915_HarborViewHoldingsLLC_CulverCityShoppingCenterBurgerKing_GREENLINELANDSCAPECO_10482.pdf

Mortgage Statements

Process mortgage statements as Mortgage or Automatic from the Queue or the Splitter. They show on the Mortgage page.

If one lands on the Invoice page, click Mortgage in the card’s type switch. Roz then asks Remember this lender? so the next statement from that lender goes to Mortgage on its own. When Roz already knows the lender, the card says Statements from the lender are mortgages. Click Move to Mortgage.

The mortgage card shows the lender, property, borrower, Account # and statement details.

• Save to picks the folder. Mortgage folder is the default: the borrower’s folder, Accounting\Mortgage\<Entity>\. Property folder saves it in the property’s own Accounting folder, for old statements.
• Type the loan number in Account number if Roz did not find it. The loan is not recorded in the loan list without it.
• File to Server. Filing updates the loan list.

Email and the loan list

Send and remove in the Email dialog does not record the loan. To record it, use Send, then file it.

The Loan List

Click Loans at the top of the Mortgage page.

• Export to Excel downloads every loan, plus a row marked unknown for each property with no loan.
• Download template gives an empty sheet with the columns the import reads.
• Choose file under Import from Excel loads a sheet. Pick the sheet, check the preview, then import. Loans match on their loan number. A row only changes the balance, rate and maturity when its Balance As Of is the same or newer than the one on file.
• See them in Data opens the loan list on the Data page.

Naming Convention Filename rules for everything saved to the server.