AvidXchange Email Notifications & Workflow

About AvidXChange:

AvidXchange is a payment processing platform designed for Property Management. The system is designed to increase efficiency on site, improve visibility and control for both sites and vendors, and offer new payment options to our vendors.

The goal will be to never miss an invoice again! 

Email Notifications Setup:

Notification Reminders Email Setup 

• Click admin
• One email for every invoice
  • You will want to edit this section and check the box to Enable Pending Approval notifications
• Email reminder based on Frequency
  • You will want to edit this section and select your notification schedule

AvidXchange workflow for invoice processing:

1. Invoice Submission 
   • Email invoice to horizonap@avidbill.com
     • PDF files only
     • One invoice per PDF file
     • 10MB or smaller
   • Upload batch
     • Not preferred as you will have to manage the full invoice from submission
   • Vendor Direct upload 
     • Vendor submits invoices directly through the AvidXchange portal
   • Vendor Mailing Address

     • Horizon AP Avid Bill

       PO BOX 63850
       Irvine, CA 92602

2. AvidXchange will review the invoice and fill in the header information then submit to the invoice workflow
3. Once notified you will see invoices associated to your property in the "Invoice" tab. If you have not setup notifications follow the steps above or check this tab daily.
   
   • Review the invoice header information
   • Add GL code to distributions
   • Add line description to "Distributions" and "Line items"
   • Add unit code to "Distributions" if the invoice applies to a specific apartment
   • Job codes will remain "(none selected)"
   • Taxes should be included in the GL codes (do not apply tax amounts to line items distribution until further notice)
   • Submit
4. AP Approval
5. Regional Approval
6. Invoice batched over to Entrata
7. Payments sent via AvidXchange payment processing team
8.