A vendor provides a product or service for a property management company. Then they get paid, the sooner the better. That’s the theory, at least. In practice the traditional process can be laborious for both sides of the ledger—vendors and property managers. Submitting paper invoices, securing approvals, cutting checks, stuffing and mailing envelopes, and taking payments to the bank breed opportunities for errors and delay. Yardi’s online vendor management solution, VENDORCafé®, speeds up the invoicing process for vendors while reducing printing, mailing and storage costs for property managers. “We’ve noticed a significant improvement in expediting our invoices through the system. It’s user friendly, and provides an easy transition from one task to the next. Thanks VENDORCafé!” says Shamrock Press and Graphics. Yardi has taken the lead in developing new technology for vendors that makes processing invoices and payments, uploading insurance certificates and accessing statements, much easier. VENDORCafé offers: Easy, secure, mobile-enabled uploading of invoices and statements Reduced costs through electronic invoice processing Automated transmission of compliance status, expiration alerts and other information This infographic takes a look at the step-by-step VENDORCafé process. For property managers, VENDORCafé is a single vendor management system of record that cuts risk in vendor onboarding, eliminates lost and duplicate invoices and integrates fully with their Yardi Voyager® property management and accounting platform. “VENDORCafé eliminated the frustration that our vendors and internal staff previously experienced.  Before, vendors would reach out to our staff to get updates on invoices. Now that vendors can follow their invoice online through the payment process, we have seen a visible increase in efficiency,” says Iris Esguerra, Yardi project manager and information technology business analyst for Grubb Properties, a developer in Charlotte, N.C. with commercial and residential holdings. She adds, “VENDORCafé gives our vendors confidence and...

Accounts payable and accounts receivable are traditional hotbeds of activity for property managers, especially for large organizations with many properties and units under management. Boyd Management Inc. (BMI), has streamlined AR and AP by replacing thousands of paper invoices and check payments each month with electronic files that can be processed by staff with the convenience and efficiency of mobile devices. BMI began as a property developer and construction company in the late 1970s. The company built its first property in South Carolina financed under the United States Department of Agriculture’s Rural Development (RD) program. BMI still operates that property today, 40 years later. “We developed a lot of properties in the 1970’s, 80’s and 90’s. As tax incentive housing programs reformed during that period, we got a lot of calls from other RD property owners to buy them out. We grew significantly and are now the largest owners of USDA-financed properties in the country,” says Babbie Jaco, vice president and partner at BMI. Today, BMI oversees more than 350 residential properties in North Carolina, South Carolina, Georgia, Florida and Alabama. The regional portfolio adds to the challenge of a centralized accounting team that serves multiple properties, many in rural areas. Subsidies under management include everything from USDA and HUD 50059 to Low Income Housing Tax Credits. Through its affiliate, WWJ, LLC, BMI has also rehabilitated large portfolios of properties with creative financing and partnerships. “In 2008, we teamed up with Greystone Affordable Initiatives, CAHCEC, multiple state Housing Finance Agencies and other groups. Collectively, we developed our trademark housing preservation program, and the results have been phenomenal,” says Jaco. Through tax-exempt bonds and various affordable housing financing tools, the cooperative has preserved and renovated more than 6,000 units, with more than $170 million in...