Invoice processing may seem like a routine task—but one small error can create big headaches: overpayments, delayed vendor work, or worse, upset property owners. Whether you’re a property manager, virtual assistant, or part of the back office, getting invoices right is key to keeping operations smooth and stakeholders happy.
Here are the top 5 mistakes we see in invoice processing—and how to make sure they don’t happen on your watch.
1. Missing Due Dates
The Mistake:
Invoices get buried in inboxes, or no one checks the due date until it’s too late. Result? Late fees, strained vendor relationships, and a scramble to fix the delay.
How to Avoid It:
Log all invoices the day they’re received
Use a shared invoice tracker with due dates clearly marked
Set automated reminders for upcoming payments
✅ Tip: Always confirm payment terms (Net 15, Net 30, etc.) when onboarding a new vendor.
2. Paying the Wrong Amount
The Mistake:
Someone enters the wrong dollar amount or misses a discount—or worse, overpays.
How to Avoid It:
Double-check the math and verify invoice totals before submitting
Compare with the original quote, contract, or scope of work
Watch out for duplicate invoices from the same vendor
✅ Tip: Use a three-way match system (invoice, purchase order, and delivery confirmation) when possible.
3. Skipping Proper Approvals
The Mistake:
Invoices are paid without verifying who authorized the work or whether it was completed. This opens the door to fraud or unnecessary expenses.
How to Avoid It:
Create a clear approval flow (e.g., property manager → accounting → owner if needed)
Use property management software that logs approvals
Don’t process invoices that are missing signatures or confirmations
✅ Tip: For maintenance or repairs, always cross-check with the service request or work order.
4. Not Categorizing Expenses Correctly
The Mistake:
An invoice is coded to the wrong property or wrong general ledger (GL) account. This messes up financial reports and can cause confusion when reviewing budgets.
How to Avoid It:
Train your team on common GL codes (repairs, utilities, landscaping, etc.)
Use dropdown menus or templates to reduce entry errors
Review monthly reports for misclassifications
✅ Tip: If you’re unsure where to code an invoice, flag it for review instead of guessing.
5. Poor Recordkeeping
The Mistake:
Invoices get lost, not attached to owner statements, or aren’t available during audits or disputes.
How to Avoid It:
Digitally file every invoice by property and date
Link invoices directly to payments and transactions in your software
Back up files regularly in the cloud or a secure server
✅ Tip: Label scanned invoices clearly (e.g., “Unit203_Plumber_042025.pdf”) for easy retrieval.
Final Thoughts
Invoice processing isn’t just admin work—it’s part of protecting your clients’ money and your team’s reputation. By tightening your process, you not only avoid mistakes, but also build trust with owners and vendors.
✅ Keep it accurate. Keep it timely. And always double-check before you hit “submit.”