Invoice Payment Processing
Manager release notes, 10 July 2026, Version Accounts Payable. Published on frontsteps.com/release-notes.
What’s New?
Invoice Viewer
The AP module’s home base — a centralized list and detail view for every invoice across your portfolio.
Feature Overview:
The Invoice Viewer gives AP Specialists and Property Managers a filterable list of all invoices across their communities, organized into tabs for All, Awaiting AP Approval, Awaiting Manager Approval, and Ready to Pay. Selecting any invoice opens a full detail view with line items, approval history, payment history, workflow progress, inline compliance alerts, and a complete audit log. Approaching and overdue due dates are flagged visually in the list. Available on web.
- Every invoice, one place: AP staff can see all invoices across their communities in a single list, organized by workflow stage and filterable by status, payment type, and next action needed.
- Overdue and approaching due dates, highlighted: Due dates within 7 days show in orange; past-due invoices show in red — so nothing slips through unnoticed.
- The complete invoice record, one click away: The detail view shows everything about an invoice in one screen — line items, payment history, workflow progress, approvals, and a full audit log.
- Inline alerts surface what needs attention: Expired vendor insurance, withholding flags, and potential budget overruns are called out directly on the invoice record.
- Navigate without losing context: Prev/next arrows let AP staff move through their queue without returning to the list.
Invoice Actions
AP staff can now take the full range of actions on an invoice — pay, void, reissue, and advance workflow status — directly from the detail view.
Feature Overview:
Invoice Actions brings write capability to the Invoice Viewer. AP Clerks can process payments (full, partial, or combined with other invoices from the same vendor), void invoices, void individual payments, void and reissue payments in a single flow, view check images, and update workflow status — all from the invoice detail panel. Every action is logged automatically to the invoice audit trail. Available on web.
Benefits:- Pay from the detail view: Process a full or partial payment on any Ready to Pay invoice without leaving the record. The payment modal pre-populates payment details and shows the current bank balance of the payment GL account before you confirm.
- Combined payments, surfaced automatically: When invoices are flagged for combined payment, the payment modal pulls in all other eligible invoices for the same vendor — so the right invoices are grouped into a single payment in one step.
- Void payments without voiding the invoice: A lost or stale check can be reversed on its own, returning the invoice to a payable state for reissuance — without touching the underlying invoice record.
- Void and reissue in one flow: Void/Reissue voids the original payment and triggers a new one in a single action, so correcting a payment issued with wrong details doesn’t require re-entering the invoice.
- Check images on demand: View a COPY-watermarked check image for any check payment directly from the Payment Summary — no need to locate the original document.
- Advance workflow status without entering edit mode: Received, Validated, Post to GL, and On Hold steps can be toggled directly in the detail view and save immediately, with every change captured in the audit log.
Invoice Approvals
Invoices move through a structured, configurable approval workflow before reaching payment — with in-app notifications keeping the right people informed.
Feature Overview:
Invoice Approvals routes invoices through AP Clerk, Manager, and Board approval tiers before they are eligible for payment. Each approval level is configurable per community. Approvers receive in-app notifications when an invoice is waiting for their review and can approve directly from the Workflow Progress sidebar in the detail view. Administrators can approve at any level to unblock the queue when needed. Available on web.
Benefits:- Approve from the detail view: Approval steps in the Workflow Progress sidebar are actionable when it is your turn — no need to hunt for a separate approval queue or return to the list.
- Notifications when action is needed: When an invoice advances to a state requiring approval, everyone with the appropriate permission for that community receives an in-app notification automatically.
- Admin override unblocks the queue: Administrators can approve at any level — AP, Manager, or Board — when the designated approver is unavailable, keeping payment runs from stalling.
- On Hold freezes the workflow: Placing an invoice on hold prevents any other approval state changes until the hold is explicitly released, so nothing advances accidentally while an issue is being resolved.
- Approvals can be removed: If an approval is applied in error, it can be removed directly from the sidebar. The removal is logged, and the invoice returns to the prior state.
Invoice Payment Processing
Process a full payment run for multiple invoices in one batch — grouped by GL account, with bank balance projections before you commit.
Feature Overview:
Invoice Payment Processing lets AP Clerks select one or more Ready to Pay invoices from the list and process all payments in a single batch. A Review Payments modal opens showing the full batch grouped by payment GL account, with current and projected bank balances for each account. Individual invoices can be deselected before confirming. The batch reference is auto-generated and editable. Available on web.
Benefits:- One payment run for the full queue: Select any number of Ready to Pay invoices, review the batch, and submit everything in one action — no need to open and pay each invoice individually.
- Bank balance before you commit: Each account group in the Review Payments modal shows the current balance and the projected balance after the batch, so overdrafts are visible before they happen.
- Adjust the batch before confirming: Uncheck any invoice in the Review Payments modal to remove it from the current run without losing the rest of the selection.
- Combined payments handled automatically: Invoices flagged for combined payment are grouped by vendor within each GL account, so a single net payment is issued per vendor rather than separate transactions.
- Standalone batch check printing is not available in this release. Checks can be generated when processing individual invoice payments.
Create, edit, and manage invoices from scratch directly in Manager — with a form that adapts to each community’s workflow settings and flags compliance issues before you save.
Feature Overview:
Manual Invoice Creation lets AP Clerks create invoices for any payee type — vendor, employee, other payee, or owner — using a structured form that adapts to the selected community’s AP workflow settings. The form shows only the fields and approval levels configured for that client. Vendor compliance alerts appear immediately on selection. Documents can be attached with a side-by-side PDF viewer open alongside the form. Invoices can also be edited from the detail view after creation, with all changes logged automatically. Available on web.
Benefits:
- A form that matches your community’s workflow: The invoice form shows only the fields, approval tiers, and date options configured for the selected community — no extra fields, no guessing what’s required.
- All payee types in one place: Create invoices for vendors, employees, other payees, and owners, with each payee dropdown filtered to eligible records for the selected community.
- Compliance flags before you save: If the selected vendor has expired insurance or is flagged for withholding, an alert appears immediately — before the invoice reaches the queue.
- Reference the original document while you type: Attach a vendor’s PDF and it opens in a side-by-side viewer, so the source document is visible while filling in the form.
- Two ways to save: Use CREATE INVOICE to save and close, or CREATE & ADD ANOTHER to save and open a fresh form immediately — for AP staff working through a stack of invoices.
- Edit invoices without voiding them: Unpaid invoices can be edited from the detail view, with only eligible fields unlocked based on invoice status and permissions. Every change is logged automatically with a before-and-after record.
- On Hold and Reject, built into the workflow: Place an invoice on hold with a reason to pause processing without losing it, or reject it with a required explanation. Both actions are logged and reversible.
- Recurring (memorized) invoice templates and ALLi-assisted autofill are not available in this release.