Invoice Approval Procedure Follow

** For Invoice adjustments, please submit a Pros Invoice Adjustment Request click here.

** To check the maintenance limit for each property click here.

** Go to the All GL Codes article for the code list. 

** To check PROS Pricing click here.

Invoice Approval Procedure 

1. APM’s
1. Common Area Utility Invoice
1. The amount is consistent with previous bills
1. Approve
2. The amount is abnormally high
1. Escalate to PM
2. Unit Utilities 
1. Do we pay for these tenants' utils?
1. Yes- Approve
2. No
1. Apply Bill back to the tenant ledger 
2. Create a ticket in ZD with tenants to have them set utilities (set up utilities - fees applied macro)
3. Note ZD ticket number in the invoice notes and approve for payment. 
4. Keep ticket open until proof of establishment of utils has been received
3. Non-Utility Bills 
1. Maintenance Invoices 
1. Is it within Maintenance Limit
1. Yes
1. Does the amount seem correct (is it in line with DNE pricing)
1. Yes- Approve
2. No
1. Escalate to PM
2. No
1. Escalate to PM 
2. Taxes
1. Tax Bill 
1. Create a ZD ticket and assign it to Kathy 
2. Request invoice be deleted by Leadership Team 
2. Tax Appeal 
1. Create a ZD ticket and share results with the owner
1. Cite ZD ticket number in notes and approve
3. Insurance 
1. Check Due Date
1. If the due date is passed due or within 1 week
1. Create a ticket for Laz (CC Kathy) to pay over the phone
1. Put ZD # in invoice notes
2. When payment has been confirmed 
1. Request Invoice to be deleted by Leadership Team 
2. If the due date is 2+ weeks out
1. Approve for payment 
4. Legal
1. Escalate to PM

*Bill Backs- When reviewing invoices, if the work appears to be caused by tenant negligence we will bill that back. If it seems close please ask the PM! Some examples are as follows.

1. Making a hole in the wall
2. Reporting an issue and. 
1. Not providing access
2. Not crating a pet 
3. Broken glass in the dishwasher
4. Dishwasher switch it off

2. PM’s

1. Maintenance Invoices 
1. The invoice is over the spending limit
1. With Approval? 
1. Enter applicable ZD ticket into notes 
1. Approve 
2. No Approval?
1. Send Owner Heads up Email in ZD
2. Ente applicable ZD ticket into notes
1. Approve
2. Invoice is within Spending Limit
1. Pricing does not match with DNE
1. Check to see if extra work made the bill justifiably more
1. If not
1. Request Adjustment in Pros_Adjustment 
2. If so
1. Approve Invoice 
2. Utility Invoice
1. The invoice is abnormally high
1. Is there a reason for the higher bill? 
1. Yes
1. Approve
2. No
1. Send a technician to investigate issues (plumber for the high water bill, etc).
3. Legal Bills 
1. Is this an eviction? 
1. Yes
1. Does the owner have eviction protection? 
1. No
1. Approve bill with related ZD ticket to ownership cited in the notes column. 
2. Yes
1. Submit NRAF request to reimburse the owner for up to one month’s rent to cover legal fees
2. Approve Invoice with NRAF ticket cited in the notes section 
2. NO
1. Under the spending Limit? 
1. Yes
1. Approve
2. NO
1. Send owner heads up Email
2. Enter related ZD ticket number in notes of invoice
3. Approve Bill for payment