Appfolio Manager Guide

AppFolio
Property Manager
User Guide
January, 2010
AppFolio, Inc.
55 Castilian Dr.
Goleta, CA 93117
805.617.2167
866.648.1536
info@appfolio.com
sales@appfolio.com
services@appfolio.com
support@appfolio.com
AppFolio Property Manager User Guide
Contents
Getting Started
System Requirements .................................................................................................................4
Log Into AppFolio ........................................................................................................................5
Finding Your Way Around ........................................................................................................... 6
Hiding Records............................................................................................................................7
Managing Properties
View, Edit & Add Properties ........................................................................................................ 8
View, Edit & Add Units ................................................................................................................9
Manage Property Groups .......................................................................................................... 10
Manage Property Budget .......................................................................................................... 11
View Property Map ....................................................................................................................12
Managing People
Tenants
View & Edit Tenants ..................................................................................................................13
Move In Tenants .......................................................................................................................14
Move Out Tenants.....................................................................................................................15
Generate Tenant Statement......................................................................................................16
Add & Remove Additional Tenants ...........................................................................................17
Renew Tenant Lease ................................................................................................................19
Increase Tenant Rent................................................................................................................20
Convert Tenant Lease to Month-to-Month ................................................................................21
Adjust Move Out Disposition ..................................................................................................... 22
Tenant Screening Information ...................................................................................................23
Review Delinquencies ...............................................................................................................24
Owners
View, Edit & Add Owners .......................................................................................................... 25
Pay Owners...............................................................................................................................26
Setup Owner ACH Payment ..................................................................................................... 27
Customize Owner Packets ........................................................................................................29
Send Owner Packets ................................................................................................................30
Owners Portal............................................................................................................................31
Owner Held Security Deposits .................................................................................................. 33
Vendors
View, Edit & Add Vendors ......................................................................................................... 34
Manage Vacancies
View Vacancies .........................................................................................................................35
Post & Unpost Vacancies.......................................................................................................... 36
Print Vacancies List...................................................................................................................37
Manage Maintanance
Create New Work Order............................................................................................................ 38
View & Edit Work Orders........................................................................................................... 40
Convert Work Order to Bill ........................................................................................................ 41
Delete Work Order ....................................................................................................................42
Manage Accounting
Bank Accounts
View, Edit & Add Bank Accounts ..............................................................................................43
View, Edit & Add Adjustments...................................................................................................44
Set Up Checks ..........................................................................................................................45
Reconcile................................................................................................................................... 46
GL Accounts
View, Edit & Add GL Accounts .................................................................................................. 47
Recalculate Balance .................................................................................................................48
Journal Entries
View, Edit & Add Journal Entries ..............................................................................................49
View, Edit & Add Recurring Journal Entries ..............................................................................50
Manually Post Entries ...............................................................................................................51
Post GPR .................................................................................................................................. 52
Page 2
Payables
View & Edit Bills ........................................................................................................................53
Enter Bill .................................................................................................................................... 54
New Recurring Bill.....................................................................................................................55
Delete Bill .................................................................................................................................. 56
View & Edit Checks ...................................................................................................................57
Write Checks .............................................................................................................................58
Void Check ................................................................................................................................59
Enter Credit ...............................................................................................................................60
Manually Post Bills ....................................................................................................................61
Owner Draw ..............................................................................................................................62
Pay Management Fees .............................................................................................................63
Pay Owners...............................................................................................................................64
View & Edit Recurring Bills........................................................................................................ 65
Tenant Payable .........................................................................................................................66
Transfer Funds ..........................................................................................................................67
Receivables
View, Print & Edit Receipts........................................................................................................ 68
Enter Tenant Receipt ................................................................................................................69
Owner Receipt...........................................................................................................................71
Other Receipt ............................................................................................................................72
Reverse Receipt........................................................................................................................73
View & Edit Charges .................................................................................................................74
Enter Charge .............................................................................................................................75
Charge Late Fees .....................................................................................................................76
Application Fee .........................................................................................................................77
View, Print & Edit Bank Deposits ..............................................................................................78
New Bank Deposit.....................................................................................................................79
Process NSF .............................................................................................................................80
Manage Reporting
Reports
Reports Overview......................................................................................................................81
Generate Reports......................................................................................................................83
Print & Email Reports ................................................................................................................84
Customize Reports....................................................................................................................85
Export Reports ..........................................................................................................................86
Create a Labels Report .............................................................................................................87
Generate 1099 Forms & Reports ..............................................................................................89
Letters
Letters Overview .......................................................................................................................90
View & Edit Letters ....................................................................................................................91
Create Custom Letters ..............................................................................................................92
Print & Email Letters..................................................................................................................93
Send 3 Day Notice Letters ........................................................................................................ 94
Send Owner Packets ................................................................................................................95
Manage Account Settings
General Settings .......................................................................................................................96
Users ......................................................................................................................................... 97
Property Groups ........................................................................................................................98
Vacancy Postings......................................................................................................................99
Thank You
Thank You ...............................................................................................................................100
Page 3
System Requirements
AppFolio is a Software-as-a-Service application and thus requires no specific local computer
configuration to run.
To fully utilize AppFolio requires only:
• An Internet connection: Ideally using a broadband connection
• A compatible browser: AppFolio is optimized for Internet Explorer or Mozilla Firefox
• A .PDF file reader: AppFolio uses the PDF format for generating reports for printing. You will
need a .PDF reader such as: Adobe Acrobat Reader
Notes
• Set your .PDF reader to "No Scaling" to ensure proper printing alignment.
Page 4
Log Into AppFolio

Access to AppFolio requires an account be setup for the user.
How to Do It
1. You can connect to AppFolio from anywhere using a Web browser by typing
http://yourcompany.appfolio.com into your browser's address bar
2. On the AppFolio log in screen:
• Enter your Email
• Enter your Password
• Click the Log In button
Notes
• Remember to bookmark the AppFolio Web site in your favorites so you can easily access it
again
Page 5
Finding Your Way Around

AppFolio is designed to be as user friendly and intuitive as possible. AppFolio uses the following
design elements:
• Tab and sub-tab structure to organize information in the application
• Quick links to common work task in the right-side Task pane
• An advanced search capability using the Search box
Page Tabs Overview

Start Page: When you log in to AppFolio, the Start Page appears. The Start Page has two sub-tabs;
Statistics and In Progress. Statistics provides a big picture overview of your property management
business. In Progress shows items that are presently in progress like tenant move ins and move outs
Properties: Displays a list of properties sorted alphabetically
People: Displays lists of Tenants, Owners, and Vendors
Vacancies: This tab provides quick and easy access to view and market your vacancies.
Accounting: Perform all accounting tasks including entering bills and tenant receipts
Reports: View a list of all reports, and access letters
Additional Navigation Elements

Task Bar: On the right side of every screen is a list of tasks or reports that relate to the screen you’re
using.
Powerful Search: Search allows you to type in text and search throughout the whole system. You
can easily find people and units in AppFolio using almost any information, including phone numbers,
addresses, roommates, and zip codes. This “active” search starts working as soon as you begin
typing; more information entered refines the search further.
Repeat Field/ Repeat Form: AppFolio remembers the last transaction you viewed, and can
automatically fill the entire form or field in a Bill, Charge, or Receipt. To access this feature, simply
click the "Repeat" button at the top of the form. We have even included the ability to use key
combinations to repeat Bills - use CTRL + K to repeat the entire bill, or use CTRL + J to repeat the bill
field-by-field.
Tags: You can "tag" Owners, Tenants, and Vendors with descriptive text that you can search for. For
example, you can identify Tenants with a tag of "Cashier's Check," or a Vendor with a tag of
"Plumber." You can then easily search for these tags. If we import your data from another product,
your existing Owner/Tenant/Vendor codes will be imported as a tag.
Drill Down: Easily link to related information by clicking the hyperlinks throughout the system
Notes and Attachments: You can add notes and documents to people, units, and transactions. You
may return and edit notes or add new ones along the way.*
Workflows: As you move in or move out tenants, AppFolio guides you through each step. If you stop
a workflow mid-way, you can pick up where you left off by viewing the In-Progress tab.
Reports: Quickly access all the information you need by selecting the report from the Reports tab.
Each report opens in a new window. Drill down to the underlying data by clicking the hyperlink on your
report. By clicking the Customize tab, you can refine the information included in the report. Easily
email a report by clicking the Email tab.
Page 6
Hiding Records
For entries in your database that are no longer active but need to be kept for historical purposes, use
the Hide function.
Hidden records will not be included in reports, history, or searches.
How to Do It
1. Access the record you want to suppress
2. In the right-side Task pane, click the Hide option
Notes
• To un-hide a record, use the Search function with the Show Hidden items box checked.
• Hide properties that have been sold, or for which the contract has expired. This way you are able
to keep the history for that property without viewing it’s information along with your active records.
• Hide GL accounts to remove them from selection lists for transactions. Balances in hidden
accounts will still appear on reports.
Page 7
View, Edit & Add Properties

Properties are the main accounting centers for AppFolio PM.
All properties, even Single Family Residences, have both a property and unit component. Each of the
components hold different information. The property component holds information related to
management fees, bank account assignments and owner details. The unit component holds
information related to unit features (number of bedrooms, baths, rental amount, etc.) and unit
marketing information (marketing title, description, and photos).
How to Do It
Find and View a Property
1. Login with a user account that has permissions to perform this function
2. Find the property you wish to view by:
a. Browsing to find the property record: Click the Properties tab, then scroll or page though
the list of properties to find the desired property, when found, click the name of the
property.
b. Of, use the AppFolio Search to find the property record: Near the top right of the AppFolio
screen, in the Search box, enter the name of the desired property (street name or
address), when presented with search results, click the name of the property
3. The property page will load in the detail view, giving a non-edit view of the property record details.
To view details about the properties units, click the Units sub-tab at the top of the property details
page
Edit a Property
1. Login with a user account that has permissions to perform this function and follow the steps
above to find the desire property record to edit
2. On the property details page, at the top right of the page, click the Edit button
3. The property details page will load in edit view and you may edit details as necessary
Add a Property
2. In AppFolio, click the Properties tab
3. In the right-side Task pane, click the New Property link
4. The New Property page will load in edit view, enter the information as listed on the page.
Required fields are designated with a red asterisk (*)
5. When done entering new property information, click the Save button near the bottom right of the
page
6. The new property will be created and become available in the system
Notes
• Be sure to add units to your new properties
Page 8
View, Edit & Add Units

Each Property has Units which represent the rentable spaces. This is true for all property types, from
Single Family Residences to mixed use or multi-family buildings. Thus all rentable spaces in AppFolio
have both a property and a unit component.
Each of the components hold different information. The property component holds information related
to management fees, bank account assignments and owner details. The unit component holds
information related to unit features (number of bedrooms, baths, rental amount, etc.) and unit
marketing information (marketing title, description, and photos).
How to Do It
Find and View a Unit
2. Find the property you wish to view by:
property.
b. Or, use the AppFolio Search to find the property record: Near the top right of the AppFolio
3. The property page will load in the detail view, giving a non-edit view of the property record details.
4. At the top of the property details page, click the Units sub-tab
5. The Units list view page loads, click the name of the unit you wish to view
6. The Unit details page loads and you can view the details of the unit
Edit a Unit
above to find the desire unit record to edit
2. On the unit details page, at the top right of the page, click the Edit button
3. The unit details page will load in edit view and you may edit details as necessary
Add a Unit
3. Browse to, or use the AppFolio Search to, find the desired property to which to add a new unit,
click the name of the property and load the property details page
4. In the right-side Task pane, click the New Unit link
5. The New Unit page will load in edit view, enter the information as listed on the page. Required
fields are designated with a red asterisk (*)
6. When done entering new unit information, click the Add Another button near the bottom right of
the page to add another unit, or click the Done button to complete the process
7. The new unit will be created and made available for rent in the system
Notes
• Be sure to enter all unit details (# of bedrooms, bathrooms, market rent, etc), and Marketing
Details (title, description, photos) for all your new units as this is the information AppFolio will use
to help you market these units online when they become vacant
Page 9
Manage Property Groups

Property groups are a way to organize and relate properties together.
The choice as to what property groups to make is completely up to you. Clients have used groups for
property type (condo, SFR, MFR), region of the county, neighborhood of a city, property manager
names, participating government program type, investor group names, etc.).
By organizing properties into property groups, you will be able to filter, and sort actions and reports in
AppFolio. This will allow you to take actions on certain properties only and to report on only those
properties.
How to Do It
View Property Groups
2. In the top right-side of the menu bar, click the Settings link
3. On the Settings page, go to the Property Groups section
4. Click the Manage Property Groups link
5. A list of all Property Groups is displayed
Edit a Property Group

2. Follow the steps above to view available property groups
3. Click the name of the property group to be edited
4. The Edit Property Group page loads
5. Change the name of the group or modify the selection of associated properties using the check-
boxes
6. When done editing the property group, click the Save button
Add a Property Group

3. Click the New Property Group link
4. On the New Property Group page:
• Enter a Name for the group
• Select the check-box for each property to be included in the property group
• Click the Save button
The new Property Group will be created and will be available in future data search, filtering
and reporting
Page 10
Manage Property Budget

AppFolio supports the use of budgets at the property level.
How to Do It
View & Edit a Property Budget
3. Find the property you wish to manage the budget for by:
property.
4. The property page will load in the detail view, giving a non-edit view of the property record details
5. At the top of the property details page, click the Budget sub-tab
6. The Budget page loads, giving access to the budget feature
Page 11
View Property Map

AppFolio provides an integrated Google map feature for each property. The enables you to have an
overhead view of the property in either map only, satellite only, or hybrid map and satellite view.
How to Do It
To View a Property Map
3. Find the property you wish to manage the budget for by:
property.
4. The property page will load in the detail view, giving a non-edit view of the property record details
5. At the top of the property details page, click the Map sub-tab
6. The map page view of the property loads
Page 12
View & Edit Tenants

The tenant record in AppFolio contains information regarding tenant contact information, screening
information, late fee information, lease details, and monthly charges. You may also add notes and
attach files to tenant records.
How to Do It
Find and View a Tenant
2. Find the tenant you wish to view by:
a. Browsing to find the tenant record: Click the People tab, then click the Tenants sub-tab,
then scroll or page though the list of tenants to find the desired tenant, when found, click
the name of the tenant
b. Or, use the AppFolio Search to find the tenant record: Near the top right of the AppFolio
screen, in the Search box, enter the name of the desired tenant, when presented with
search results, click the name of the tenant
3. The tenant page will load in the detail view, giving a non-edit view of the tenant record details
Edit a Tenant
above to find the desired tenant record to edit
2. On the tenant details page, at the top right of the page, click the Edit button
3. The tenant details page will load in edit view and you may edit details as necessary
4. When done editing, click the Save button
Page 13
Move In Tenants
This workflow steps you through the move in process from recording name and expected move-in
date all the way through moving in, posting charges and setting up the lease terms.
How to Do It
2. In AppFolio, click the
3. In the right-side Task pane, click the Move In Tenant link
4. The Move In Tenant process flow page loads and begins the move in process
5. On the Profile page, enter the Primary Tenants Name, Phone Numbers, Emails and select the
Move-in Date, when complete click the Continue buttonNote: You may add additional tenants
during this step by clicking the Add Tenant button at the lower left of the Primary Tenants profile
information page
6. On the Select Units page, enter the unit for the tenant to occupy, or click the Browse Units
button to view a list of available units, once selected, click the Continue button
7. On the Lease Details page, select lease dates and term, monthly charges, one-time charges,
when complete, click the Continue buttonNote: you may at anytime in the process click the Save
for Later link in the right-side Tasks pane to pause the process, this will move the record to the
Start Page In Progress sub-tab where you can pick up the process again right where you left off
8. On the Schedule Move In page, select the Lease Signed Date and Scheduled Move-In Date,
when ready, click the Continue button
9. On the Move In page, finalize any changes to Monthly and One-Time Charges and when ready,
click the Done button
The tenant will be created in the system
Notes
• You may leave the workflow at any step and come back later by clicking Save for Later: you will
find your future tenant under the In Progress tab, and you will be returned to the step in the
workflow where you left off. Continue adding information and stepping through the Move In Tenant
process.
• Prorated amounts are calculated based on the Lease Start Date.
• Throughout the Move In Tenant flow you may Cancel Move In at anytime: this will completely
delete any information you have entered for this tenant.
• To review a tenant who has been added, select Tenants from the People Tab.
Page 14
Move Out Tenants

With this workflow you can process move outs quickly and accurately. Capture information about a
tenant’s move out, record forwarding address and new contact information.
How to Do It
2. Find the tenant you wish to move out by:
3. The tenant page will load in the detail view, giving a non-edit view of the Primary Tenant record
details
4. In the right-side Task pane, in the Tasks section, click the Move Out Tenant link
5. The Move Out tenant process flow page loads on the Record Notice page
6. On the Record Notice page, enter the Notice Date and Scheduled Move-Out Date, click the
Continue button
7. On the Enter Forwarding information page, enter forwarding information for tenant, click the
Continue buttonNote: you may at anytime in the process click the Save for Later link in the right-
side Tasks pane to pause the process, this will move the record to the Start Page In Progress
sub-tab where you can pick up the process again right where you left off
8. On the Record Move Out page, enter the Actual Move-Out Date, then click the Continue button
9. On the Add Charges page, enter any final changes to move out charges and credits, review
the summary section, and if all looks accurate, click the Continue button
10. On the transaction warning notification, click Yes to proceed
11. On the Create Disposition page, click the Print Disposition Letter and Print Envelope buttons
to provide the disposition letter to the tenant
12. When complete, click the Remove From In Progress button to finalize the move out process
Notes
• Do not finalize Move Out until the move out event is completely done and all charges have been
assigned to the tenant.
Page 15
Generate Tenant Statement

Tenants may request a statement of outstanding charges. The tenant ledger will track all tenant
transactions and the running balance, the Tenant Unpaid Charges report provides a presentation-
quality report for internal use or for tenants with current unpaid charges.
How to Do It
Generate Tenant Ledger Report
2. Find the tenant you wish to generate a ledger for by:
a. Browsing to find the primary tenant record: Click the People tab, then click the Tenants
sub-tab, then scroll or page though the list of tenants to find the desired tenant, when
found, click the name of the tenant
3. The Primary Tenant page will load in the detail view, giving a non-edit view of the Primary Tenant
record details
4. In the right-side Task pane, in the Reports section, click the Tenant Ledger link
5. The Tenant Ledger will open in a new window / tab
6. On the report page, select to email or print the report
Generate Tenant Unpaid Charges Report

2. Find the tenant you wish to generate an unpaid charges report for by:
record details
4. In the right-side Task pane, in the Reports section, click the Tenant Unpaid Charges link
5. The Tenant Unpaid Charges report will open in a new window / tab
6. On the report page, select to email or print the report
Notes
• You can customize the Unpaid Charges letter to tailor the language for your company by going to
the Reports tab, Letters sub-tab and clicking the Edit link to the right of the letter you wish to edit,
see also the View & Edit Letters topic for additional information on editing letters.
Page 16
Add & Remove Additional Tenants

With AppFolio you can record all financially responsible tenants residing in the unit.
AppFolio identifies one tenant as the Primary Tenant for every unit. This is the tenant ultimately
responsible for the unit. AppFolio PM stores profile information for every additional tenant in relation to
the one Primary Tenant of the unit.
Additional tenants may be added during the move-in flow or at any point during the tenancy.
Additional tenants will be included on tenant letters, checks and statements.
How to Do It
Add Additional Tenant During Move In
Using this method will add an additional tenant while moving in the Primary tenant.
2. In AppFolio, click the People tab
3. In the right-side Task pane, click the Move In Tenant link
4. The Move In Tenant process page loads
5. On the Move In Tenant, Profile step page, enter Primary Tenants information for Name, Phone
Numbers, Emails, and select the move in date
6. At the bottom left of the page, click the Add Tenant button
7. The Additional Tenants data entry page loads, enter Additional Tenants information for Name,
Phone Number, Email, and select the move in date
8. If adding additional tenants, click the Add Tenant button to add another additional tenant
9. When done entering all additional tenant information, click the Continue button to complete
adding additional tenants and continue the move in process for the primary tenant
Add Additional Tenants After Move In

Using this method adds an additional tenant to a tenant who is already existing in the system.
2. Find the Primary Tenant you wish to add an Additional Tenant to by:
b. Or, use the AppFolio Search to find the Primary Tenant record: Near the top right of the
AppFolio screen, in the Search box, enter the name of the desired tenant, when presented
with search results, click the name of the tenant
record details
4. In the lower left of the top tenant information section, click the Add Additional Tenants link
5. The Additional Tenants data entry page loads, enter Additional Tenants information for Name,
Phone Number, Email, and select the move in date
6. If adding additional tenants, click the Add Tenant button to add another additional tenant
7. When done entering all additional tenant information, click the Done button to complete adding
additional tenants
Move Out an Additional Tenant

2. Find the Additional Tenant you wish to remove by:
a. Browsing to find the Primary Tenant record: Click the People tab, then click the Tenants
Page 17
b. Or, use the AppFolio Search to find the Additional Tenant record: Near the top right of the
record details
4. In the Additional Tenants section, click the Edit Additional Tenants link
5. The Additional Tenants page loads in edit mode
6. Either, click the small "x" in the upper right of the tab with the tenants name, or click the Remove
Tenant button at the bottom left of the page
7. On the record deletion confirmation box, click Ok
8. The Additional Tenants record is deleted
Remove an Additional Tenant

Please note that this will remove the additional tenants record.
2. Find the Additional Tenant you wish to remove by:
a. Browsing to find the Primary Tenant record: Click the People tab, then click the Tenants
b. Or, use the AppFolio Search to find the Additional Tenant record: Near the top right of the
record details
4. In the Additional Tenants section, click the Edit Additional Tenants link
5. The Additional Tenants page loads in edit mode
6. Click the tab with the additional tenants name to select their record
7. On the additional tenants data page, in the Move In / Move Out section, enter a move out date
8. Click the Done button
Notes
• Additional Tenants can be found through the universal search.
• If the Additional Tenant makes a payment, typing the name of the Additional Tenant on the receipt
entry screen will find the Primary Tenant for that unit.
Page 18
Renew Tenant Lease

To renew the tenant lease you simply update the lease information on the Tenant page.
How to Do It
2. Find the tenant you wish to renew by:
3. The tenant page will load in the detail view, giving a non-edit view of the Tenant record details
4. On the Tenant page, near the upper right of the page, click the Edit button
5. The Tenant page will load in edit view
6. Scroll down the page to the Lease Information section, and select the new Lease From and
Lease To dates
7. When done, click the Save button
Notes
• Be sure to enter the last renewal date while in the record
Page 19
Increase Tenant Rent

This workflow steps you through selecting tenants subject to a rent increase, scheduling the increase
amount based on market rent, a percentage, or an amount you enter, and generating letters notifying
the tenants of the rent increase.
How to Do It
2. Find the tenant you wish to increase rent for by:
4. In the right-side Task pane, in the Tasks section, click the Increase Rent link
5. The Set Rent Increase process flow page loads to begin the process of increasing rent, the page
loads with the tenant already select
6. On the Set Increase step page, enter the Increase Date and New Rent amount, click the
Preview Increases button
7. On the Confirm & Schedule page, review the changes then click the Schedule Increases button
8. On the Notify Residents page, click the buttons to Create Letters and Create Envelopes to print
out the notification letter and envelops
9. When complete, click the Done button
Notes
• You can increase rent by a percentage of existing rent by using the Enter Percentage and Update
feature on the Set Increase page
• The “Eligible for Rent Increase” date is a field on the Tenant screen- it is set to one year from the
last rent increase. You may want to increase rent more frequently, depending on your lease terms.
You can update this date by editing the Tenant screen.
• You may also increase a tenant's rent by adding a new monthly charge to the Monthly Charges
section of the Tenant Screen
• You may customize the notification letter in the Letters section, see the View & Edit Letters help
topic
Page 20
Convert Tenant Lease to Month-to-Month

if your company supports the use of month-to-month leases, a tenant with an expired lease may
choose to “hold over” or stay in the unit without a lease.
How to Do It
2. Find the past tenant you wish to adjust by:
4. At the top right of the page, click the Edit button
5. The tenant page loads in edit mode
6. Scroll down the page to the Lease Information section
7. Click in the check-box to select the option for "Month To Month"
8. Click the Save button
Page 21
Adjust Move Out Disposition

From time to time changes to the security deposit disposition occur after move- out has been
processed; additional charges need to be applied or the disposition needs to be corrected.
How to Do It
2. Find the past tenant you wish to adjust by:
4. In the right-side Task pane, click the Move Out Charges link
5. The Adjust Move Out Charges page for the tenant loads
6. On the Adjust Move Out Charges page, in the New Charges and Credits section, enter
appropriate new charges or credits
7. When done adding adjustments, click the Adjust button
Notes
• Once a tenant has been moved out, if the refund check has not yet been paid, any additional
refunds will be included on the check.
• If the refund check has already been printed, new adjustments or charges will be added to the
tenant ledger, and an additional check will need to be written.
Page 22
Tenant Screening Information

AppFolio provides a section where you may store Tenant Screening information and results in the
system.
How to Do It
2. Find the tenant you wish to enter screening information for by:
3. The tenant page will load in the detail view, giving a non-edit view of the Tenant record details
4. On the Tenant page, near the upper right of the page, click the Edit button
5. The Tenant page will load in edit view
6. Scroll down the page to the Screening Information section, and enter the desired screening
details
Page 23
Review Delinquencies
Integrated tenant accounting helps manage delinquencies efficiently. Review outstanding
delinquencies, follow up with tenants, and produce 3-day notices through the system.
How to Do It
2. In AppFolio, click the Reporting tab
3. On the Reporting page, click the link for the Delinquency report
4. The report generates and opens in a new browser tab/window
Notes
• See the Send 3-Day Notice Letters topic for information on how to send the 3-Day Notice letter
Page 24
View, Edit & Add Owners

With AppFolio owner features, you can track owners, their property holdings, tax and accounting
information.
How to Do It
Find and View a Owner
2. Find the owner you wish to view by:
a. Browsing to find the owner record: Click the People tab, then click the Owners sub-tab,
then scroll or page though the list of owners to find the desired owner, when found, click
the name of the owner
b. Or, use the AppFolio Search to find the owner record: Near the top right of the AppFolio
screen, in the Search box, enter the name of the desired owner, when presented with
search results, click the name of the owner
3. The owner page will load in the detail view, giving a non-edit view of the owner record details
Edit a Owner
above to find the desired owner record to edit
2. On the owner details page, at the top right of the page, click the Edit button
3. The owner details page will load in edit view and you may edit details as necessary
Add a Owner
3. In the right-side Task pane, click the New Owner link
4. The New Owner page will load in edit view, enter the information as listed on the page Required
5. When done entering new owner information, click the Done button to complete the process
6. The new owner record will be created and made available in the system
Notes
• You can upload a scanned copy of your contract to keep with the Owner record
• Owners must be created in AppFolio before their properties may be entered
• Be sure to customize the reports to include in the owners packet in the Owner Packet section
Page 25
Pay Owners
Owner payments are calculated as the available cash balance minus the reserve funds minus
prepayments for each property. Owner payments should be calculated after all income and expenses
are recorded and management fees have been paid. ACH payments to owners are also available.
How to Do It
2. In AppFolio, click the Accounting tab
3. Click the Payables sub-tab
4. In the right-side Task pane, click the Pay Owners link
5. The Pay Owners page loads with search box, use search options to filter list if desired, then click
the Search button
6. AppFolio will search the database for all owners due payment and return results in a list view
7. Review the fees and if ready to post fees for payment, click the Post button
Once posted, these fees will be added to the outstanding payables for each respective property
and will be available for payment the next time you write checks.
Notes
• If you have questions about the calculated amount of owner payments, review the Account Totals
report to view the income totals used by the system
• AppFolio will also do a search to see if you are owned any Management Fees prior to paying
owners and will list outstanding fees if any exist (it is recommended to pay management fees prior
to paying owners)
Page 26
Setup Owner ACH Payment

AppFolio supports the use of ACH electronic payments for the payment of owners.
The process of setting up ACH involves working with your owners to get their approval and account
information, working with your bank to establish ACH capabilities with them, and setting up
ACH functionality in AppFolio.
How to Do It
There are three steps to setting up ACH with AppFolio.
Step 1: Establish ACH with Your Bank

To begin making ACH payments you must first establish an ACH relationship with your financial
institution. Please contact your bank representative to begin the process of setting up ACH for your
account.
You will need to request / confirm several items with your bank to setup ACH in AppFolio:
Confirm Bank Information:
• Bank Name (name of your financial institution)
• Routing Number (banks routing number)
• Account Number (your account number at the bank)
Confirm File Format Options:
• Confirm ACH file format as either CSV or NACHA
• Confirm File Header Options: o Immediate Origin Name (typically your business name)
• Immediate Origin Number (your businesses identification number)
• Immediate Destination Name (name of your financial institution)
• Immediate Destination Number (your banks identification number)
Confirm Batch Header Options:
• Company Identification Number (your businesses identification number)
• Company Name (your company name)
Step 2: Setup ACH in AppFolio

Once you have received the ACH details from your bank you are ready to setup ACH in AppFolio.
There are two parts to setting up ACH in AppFolio; Setting up your business, and setting up your
owners.
Setup ACH for your Business

1. Log into AppFolio with a President-level ID
2. Click the Accounting tab
3. Click the Bank Accounts sub-tab
4. Click on the Bank Account to use for ACH, page will reload
5. Click the Account sub-tab
6. On the Account page, click the Edit button at the top right of the page
7. The Account page will reload in Edit mode
8. On the Account Page, complete the Bank Information and ACH Information sections
9. For the Bank Information section complete: Your Account Name, The Bank Name, Routing
Number, Account Number, Address Information
10. For the ACH Information section complete: File Format Options, Select ACH File Format, If
appropriate, check the box for Generate Balanced File, File Header Options, Immediate Origin
Name, Immediate Origin Number, Immediate Destination Name, Immediate Destination Number,
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Batch Header Options, Company Identification (select Use Default option), Company Name
(select Use Default option)
11. Once you have entered all information, click the Save button
You have now completed setting up ACH for your business. The next step is to setup ACH for
your owners.
Setup ACH for your Owners

1. Log into AppFolio with an ID that has President-level rights
2. Click the People tab
3. Click the Owners sub-tab
4. In the right-side Tasks pane, click the ACH Setup link
5. The page will reload to the Owner ACH Setup page
6. On the Owner ACH Setup page: Check the box for Owner Paid by ACH, Enter the Bank Routing
Number, Enter the Bank Account Number, Repeat for all owners to be paid by ACH
7. When done entering all owners information, click the Save button
Step 3: Test and Confirm ACH Setup

Once you have completed ACH setup in AppFolio you will need to create and transmit a test data file,
called a $0 Test File, to your bank, please confirm testing details with your bank. AppFolio will
automatically generate this file for you, to create a $0 Test File:
1. Navigate to the Owner ACH Setup page as described above
2. At the bottom of the list of owners, click the $0 Test File button
3. When prompted select the appropriate bank account and click Submit
4. AppFolio will generate the file for you
5. When prompted, select a location to store your file and click Save
6. Follow your banks directions for submitting your test file
7. Once your bank has confirmed success with your file you will be able to begin paying your
owners via ACH
Notes
• Please note that working with your financial institution to setup ACH may take some time; please
discuss timeline expectations with your bank
Page 28
Customize Owner Packets

You may customize owner packets on a per owner basis to provide each owner with the specific
reports they wish to receive.
How to Do It
2. Find the owner who's packet you wish to customize by:
3. The owner page will load in the detail view, giving a non-edit view of the owner record details
4. On the owner details page, at the top right of the page, click the Edit button
5. The owner details page will load in edit view
6. Scroll down the page to the Owner Packet section and if desired; select the check boxes for
send via email and include paid work orders
7. In the Include Report section; click the drop-down selection arrow to expand a list of available
reports to add to the owner packet and select a desired report
8. To add additional reports, click the green "plus" sign (+) to add an additional row, repeat the
process of selecting reports to add, repeat as desired to include all needed reports
9. When done adding reports, click the Save button
Changes will be recorded and the next time you send owner packets the new packet will reflect
the customization changes
Page 29
Send Owner Packets

AppFolio provides a streamlined process for sending owner packets to make the process as easy and
efficient as possible.
How to Do It
3. On the Reports page, near the top right of the page, click the Letters sub-tab
4. The Letters sub-page loads
5. On the Letters sub-page, in the right-side Task Pane, in the Letters section, click the Send
Owner Packets link
6. The Send Owner Packets page loads with the search filter, use the filter to narrow down your
search if desired, when ready, click the Search button
7. The Send Owner Packets page loads with a list of all owners in the search who are eligible to
receive the Owner Packet
8. You may use the Preview links on the left side to preview the packets owners will be receiving
9. If you desire to add owner packets to the Owners Portal for their access, be sure to select the
check box for Make Printed and Emailed owner packets available on the owners portal
10. When ready to send, click the Print # Packets or Email # Packets buttons (note: the # sign will
actually display the number of those types of reports, printed or emailed, that are ready for
generation)
Notes
• The method by which owners receive their packets, either by mail or email, is defined in the owner
packet customization settings on the owners record page
• The reports included in your Owner Packets is defined on a per owner bases on the owners record
page, each individual owner may receive as few or many reports as needed to meet their specific
needs
• To see how to customize Owner Packets, please see the topic Customize Owner Packets
Page 30
Owners Portal
With the Owners Portal, you will have the option to post current and historical Owner Packets and
attach any reports to the Owners Portal. Then you can allow your owners to download these reports,
on demand, in PDF format. They will have access to the same Owner Packets you provide to them on
a monthly basis.
How to Do It
Add Owner Packets to Owners Portal
Owner packets are added to the owners portal as part of the Send Owner Packet function.
Owner Packets link
generation), this action will add the owner packets to the owner portals
View & Edit Owners Portal

2. Find the owner who's owner portal you wish to view by:
3. The owner page will load
4. In the right-side Task pane, click the Manage Owner Portal link (note: this link only appears if
you have previously completed the Send Owner Packet process and selected the check box to
include packets on the owners portals, if you have not done that first this link will not appear)
5. The selected owners portal will open in a new browser tab/window giving you a view of the
contents of the owners portal and the option to delete owner packets if needed
Provide Owners Access to Owners Portal

1. Provide the Owner with the login page associated with your account (typically in the form of
“companyname.appfolio.com”)
2. Once on your AppFolio login page, below the login box, the owner clicks the Access Owners
Portal link
Page 31
3. The Access Owners portal page loads, owners enter their email address and click the Send
Access Email button
4. An email with a one-time link to the owners personal portal is sent to the owners email in-box
5. The owner can then open the email and click the special one-time-use link to enter their
Owners Portal and gain access to the Owner Packets
Note: Owners will need an email address on file in AppFolio to receive the access email.
Notes
• Please contact your Client Relationship Manager if you wish to receive resources to help inform
your owners of the owner portal
Page 32
Owner Held Security Deposits

AppFolio supports the use of Owner Held Security Deposits. To enable this feature involves creating a
new Owner Held Security Deposit liability account in AppFolio and then receipting the tenant security
deposit to that account during tenant move in process. To ensure successful use of this feature,
please follow the steps below.
How to Do It
Step 1: Setup Appropriate Accounts
Part A: Create new liability GL Account

3. Click the GL Accounts sub-tab
4. In the right side Tasks pane, click the New GL Account link
5. On the New GL Account page:
• Enter new GL Number (use a 2100 level GL number that is not already in use)
• Enter Account Name (use Owner Held Security Deposits or similar)
• Select Account Type as Liability
• Select a Sub-Account of (if appropriate to do so)
• Select Offset Account to Operating Cash
• Do not select to include as Subject to Management Fees or for Include on Cash Flow
6. When done entering information, click the Save button
Part B: Add new liability GL account as new deposit account option

1. Go to the top menu bar and click the Settings link
2. In the General Settings section, click the Manage Accounting Settings link
3. On the Accounting Settings page, in the Key Accounts section, click the green "+" sign icon to
add a new account, then select the new Owner Held Security Deposit GL account that was just
created above
5. Click Ok on the warning notice
You have now completed the required accounts setup and can now begin to process a tenant
move in using Owner Held Security Deposits as outlined below.
Step 2: Use Owner Held Security Deposit Account During Move In

1. To use Owner Held Security Deposits simply select the new Owner Held Security Deposit
account as the account to use for One-Time Charges on the Lease Details page of the Move In
Tenant flow
Page 33
View, Edit & Add Vendors

Vendors include any individual or company to whom checks are written. Maintaining accurate vendor
records is essential for accounting and risk management. To help ensure the most accurate
accounting in AppFolio, it is recommended that all bills be entered into the system as payables to a
vendor in the system, this will require that any and all vendors be entered into AppFolio.
How to Do It
Find and View a Vendor
2. Find the owner you wish to view by:
a. Browsing to find the owner record: Click the People tab, then click the Vendors sub-tab,
then scroll or page though the list of vendors to find the desired vendor, when found, click
the name of the vendor
b. Or, use the AppFolio Search to find the vendor record: Near the top right of the AppFolio
screen, in the Search box, enter the name of the desired vendor, when presented with
search results, click the name of the vendor
3. The vendor page will load in the detail view, giving a non-edit view of the vendor record details
Edit a Vendor
above to find the desired vendor record to edit
2. On the vendor details page, at the top right of the page, click the Edit button
3. The vendor details page will load in edit view and you may edit details as necessary
Add a Vendor
3. In the right-side Task pane, click the New Vendor link
4. The New Vendor page will load in edit view, enter the information as listed on the page Required
5. When done entering new owner information, click the Done button to complete the process
6. The new vendor record will be created and made available in the system
Notes
• Use the Upload File feature to store a scanned copy of vendor insurance with the vendor record
Page 34
View Vacancies
The AppFolio Vacancies tab provides a central location to manage your vacancies. From this page
you can quickly see the status of all properties related to their vacancy status.
The Vacancies page provides a list view of all units, and on the right side of each units row is the
vacancy status table providing a visual display of the units status (red for vacant, green for pending
move out, gray for occupied, and blue for pending move in), as well as the ability to post or unpost
your vacant units online to Craigslist, your website or the Internet (via www.oodle.com).
How to Do It
2. In AppFolio, click the Vacancies tab
3. The Vacancies page loads and displays a list of all units
• Each unit is one row of the list, with unit details on the left and a vacancy status table on the right
side of the row
• The color of header row of the vacancy status table indicates the status of the unit - red for
vacant, green for upcoming move out, blue for upcoming move in, and gray for occupied with no
pending change in status
• The vacancy status table provides the ability to post vacancies online to Craigslist, yor website,
and the Internet (via www.oodle.com)
Notes
• You can filter your vacancy list using the Properties; filter at the top left of the Vacancies page
• You can sort your vacancy list using the Sort by: sort selection drop-down box at the top right of
the Vacancies page
Page 35
Post & Unpost Vacancies

AppFolio helps you market your vacancies online by making it fast and easy to post and unpost your
vacancies to Craigslist, your website and the Internet (via www.oodle.com)
How to Do It
Post to Craigslist
3. On the Vacancies page, filter/sort/browse the vacancies list to find the vacancy you wish to list
4. Once found, in the vacancy status table to the right of the property, click the post link to the right
of row for "Craigslist"
5. On the Post to Craigslist page; select the State, Metro Area, and Region for the listing, click the
Next button
6. On the next page; confirm or enter in details for the listing, click the Continue button
7. A new Internet browser page/tab will open previewing the listing in Craigslist, please review the
listing for accuracy and completeness, if satisfied, click the Continue button
8. Your listing will be posted to Craigslist
Post to Your Website

• Note: Prior to being able to post from AppFolio to your website you will need to create a listing
page on your website and include the code we provide into that page. Including the code will
integrate the scrolling list box of your vacancies into your site and it will be automatically updated
when you post and unpost your listings to your website.
• Note: To acquire the code to add the vacancy posting capability to your website please see the
Vacancy Postings topic.
of row for "Our website"
5. The listing will be added to the vacancy posting box on your website
Post to the Internet (www.oodle.com)

• Note: Posting to the Internet is posting to the website www.oodle.com. Oodle.com is a classified
listing site that provides it's classifieds out to other well known sites (Yahoo, MSN,
AOPL classifieds) to help you easily and effectively expand your marketing reach.
of row for "Internet"
5. The listing will be added to Oodle.com's inventory of classified listings
Notes
• Remember to upost your listings when they are filled by clicking the unpost link to the right of the
row for each location to which the listing was posted
Page 36
Print Vacancies List

The Vacancy List feature enables you to print or email a copy of the vacancy list.
How to Do It
3. In the right-side Task pane, click the Create Vacancies List link
4. On the Create Vacancies List page, select or enter filter and sort preferences, contact
information, and unit details to include
5. When satisfied with selections and ready to create the vacancy list, click either the Print or Email
buttons
Page 37
Create New Work Order

Using the work order feature enables you to quickly and easily create, manage and complete work
orders. AppFolio supports the creating of two types of work orders; standard works orders and
recurring work orders.
• Standard work orders are used for requests to have an item fixed, most often this is when a
tenant contacts the property management company and requests a repair
• Recurring work orders are used to setup a work order in advance that is automatically created
either by the passing of time or by a triggering event like a tenant move out
Once completed, a work order and be instantly converted to a bill for payment without any additional
effort significantly simplifying work order payment management
How to Do It
Create a New Standard Work Order
2. In AppFolio, click the Maintenance tab
3. In the right-side Task pane, click the New Work Order link
4. On the New Work Order page:
• Select the appropriate work order Status (updating this field throughout the work order
process will also automatically update the dates for each step as it progresses)
• When available, enter a vendor Invoice number
• Select the check-box's to identify if the work order has been Approved By Owner and if the
Tenant(s) Notified
• Enter a Description of the repair needed
• Enter any Vendor Instructions
• Select the related Property and Unit where the work is to be performed
• The Tenant Information will be automatically entered based upon property and unit selection
above
• Enter the Vendor name
• When available, enter the Details by entering the appropriate GL account to assign the cost of
the work order to, a short description, and an amount for the cost of the work order
• Enter any additional Notes
• Attached any desired Files
The work order is created and the page reloads with the newly created work order
Send the Work Order

To provide the work order to the vendor, click the Email or Print button at the top right of thw
work order page
Page 38
Create a New Recurring Work Order

3. In the right-side Task pane, click the New Recurring Work Order link
4. On the New Recurring Work Order page:
• Enter the Start Date
• If desired, enter an End Date
• Select Repeats option:
• Monthly: select this option to have the automatic creation of the work order based
upon the passing of the Selected Months - select the months to create the work order
• On Move In: select this option to have the automatic creation of the work order based
upon a tenant moving into the related unit
• On Move Out: select this option to have the work order automatically created on
tenant move out of the related unit
• Enter a Description of the repair needed
• Enter any Vendor Instructions
• Select the related Property and Unit where the work is to be performed
• The Tenant Information will be automatically entered based upon property and unit selection
above
• Enter the Vendor name
• When available, enter the Details by entering the appropriate GL account to assign the cost
of the work order to, a short description, and an amount for the cost of the work order
• Enter any additional Notes
• Attached any desired Files
The work order is created and the page reloads with the newly created work order
Send the Work Order

To provide the work order to the vendor, click the Email or Print button at the top right of the
work order page
Notes
• Work Orders are primarily property oriented, but are also related to the tenant
• Optionally, generate bills related to the property or the property and unit by entering the Billing
Information then selecting Create Bill from the Taskbar. A link to the bill will be available on the
work order screen
• Use the Work Order report from the Taskbar to view and track the status of work orders
• Email Work Orders directly to the Vendor doing the work by clicking the Email button: the Work
Order will be sent to the Vendor's email address as a .PDF document
Page 39
View & Edit Work Orders

Work orders are easily viewable and editable in AppFolio
How to Do It
3. On the Maintenance tab, select either the Work Orders or Recurring Work Orders sub-tab as
appropriate
4. In the table displaying all open work orders, click the work order number or table row for the
work order you wish to delete
5. When viewing the specific work order page, at the top right of the work order page, click the Edit
button
6. The work order page will reload in an edit view
7. Make the desired modifications to the work order
8. When complete, click the Save button at the top right of the page
The work order changes will be saved
Notes
• Adjustments to work orders will not update bills that have already been created, so make any
necessary adjustments to the bill.
Page 40
Convert Work Order to Bill

A work order may be easily converted to a bill to make it a payable item in the system.
How to Do It
appropriate
5. When viewing the specific work order page, in the right-side Task pane, click the Create Bill link
6. On the confirmation dialog box, click Yes
The work order will be converted to a bill and will appear as a payable item for that property
and appear as an item to be paid for that property when writing checks
Page 41
Delete Work Order

A work order may be deleted anytime prior to it being converted to a bill.
How to Do It
appropriate
5. When viewing the specific work order page, in the right-side Task pane, click the Delete Work
Order link
The work order will be deleted from the system
Page 42
View, Edit & Add Bank Accounts

Set up bank accounts in AppFolio PM to mirror your actual bank accounts; this way the system will
handle all cash transactions properly and you will be able to easily reconcile bank accounts. Each
property may have up to two bank accounts related: one for Operating Cash and one for Escrow
Cash.
How to Do It
View a Bank Account
4. On the list view of bank accounts, click the Account Name of the bank account you wish to view
5. The page will reload displaying the Account Details page in view only mode
Edit a Bank Account

1. Follow the steps as above to find and view the desired bank account to edit
2. Near the top right of the Bank Account details page, click the Edit button
3. The Bank Account details page loads in edit mode
4. Make desired changes to the bank account
5. When complete, click the Save button
Add a Bank Account

4. In the right-side Task pane, click the New Bank Account link
5. The New Bank Account page will load in edit view, enter the information as listed on the page.
6. When done entering new bank account information, click the Save button near the bottom right of
the page
Notes
• Pay close attention to the Property-Bank-Cash account relationship, set up at the Property, which
determines the behavior of cash for all transactions.
Page 43
View, Edit & Add Adjustments

Adjustments enable you to change the balance of the bank account without affecting property
balances. This can assist you with achieving balance with your bank reconciliation if necessary.
WARNING: Making bank adjustments impacts your finances and accounting. This should only be
done by someone knowledgeable and authorized to perform this function.
How to Do It
View Adjustments
4. On the list view of bank accounts, click the Account Name of the bank account you wish to view
6. Near the top right of the page, click the Adjustments sub-tab
7. The Adjustments list view page loads displaying a list of adjustments for the selected date range
8. Use the From and To date selectors and click the Show button to display a list of adjustments for
a desired time period
Edit an Adjustment
1. Follow the steps as above to find and view the adjustments for the selected bank account
2. In the list view of adjustments, click on the row for the adjustment you wish to edit
3. Near the top right of the Bank Account details page, click the Edit button
4. Make desired changes to the adjustment
Add an Adjustment
4. On the list view of bank accounts, click the Account Name of the bank account you wish to make
an adjustment
5. In the right side Tasks pane, click the Make Adjustment link
6. The Bank Adjustment Details page will load in edit view, enter the information as listed on the
page. Required fields are designated with a red asterisk (*)Note: to enter a negative adjustment
(subtract monies from the account balance) enter a minus sign "-" before the value you enter in
the Amount field
7. When done entering adjustment information, click the Save button
Page 44
Set Up Checks
AppFolio provides the ability to completely manage and customize the check stock, format and print
options.
How to Do It
4. On the list view of bank accounts, click the Account Name of the bank account you wish to set
up checks for
6. Near the top right of the page, click the Set Up Checks sub-tab
7. The Set up Checks page loads
8. On the Set up Check page, select or enter:
• Stock Format
• Check Format
• Once you select the format, click the Customize button to customize the print
layout of the check
• On the Customize Checks page you can upload a scanned image of your check
and then click & drag to move elements around as well as delete and add elements
to the check
• When satisfied with check layout, click the Save button
• Left Offset
• Top Offset
• If using MICR checks, select the Use MICR check-box
• Enter appropriate information for the MICR On-Us field
9. If desired, click the Print Test Check button
10. When satisfied with check printing, click the Save button
Page 45
Reconcile
Keep system bank accounts in sync with actual bank accounts by reconciling to your bank statement
each month. Quickly record bank charges and interest, and print reconciliation reports.
How to Do It
4. In the right-side Task pane, click the Reconcile link
5. The Bank Reconciliation page loads
6. On the Bank Reconciliation page:
• Select the Account to Reconcile
• Enter the Statement Date to match the date of the bank statement
• Enter the Ending Statement Balance to match the balance on the bank statement
7. Scroll down to the Deposits and other Credits section and click the check-box for each item that
appears on the bank statement
8. Scroll down to the Checks and other Payments section and click the check-box for each item
that appears on the bank statementNote: you may use the QIF Import feature to import an
electronic Quicken file of your bank statement into AppFolio, AppFolio will then automatically
clear as many credit and payment items as it is able to match with the file
9. In the right-side Task pane, review the Calculator, continue clearing items as appropriate till the
Calculator reads Balanced
10. Once balanced, click the Reconcile button
AppFolio will make a record of the reconciliation and add it to the Bank Account record
Notes
• Review the Transactions Warnings section to identify items that may be out of date for the selected
statement period
• Use the QIF Import feature to upload a Quicken file of your bank statement to have AppFolio
automatically select and clear items it is able to match
• Interest charges are distributed across all properties associated with this bank account using a
journal entry calculated based on the ratio of each property’s share of the ending cash balance of
the GL accounts
• To adjust the bank balance outside of the Bank Reconciliation function (so as to adjust the
beginning balance), enter a journal entry using the property which represents your management
company
• Changing the Last Reconciled balance on the bank screen would result in a discrepancy between
the last statement's ending balance and the new statement’s beginning balance.
• Journal entries will appear in reconciliation if they are made to a cash account
Page 46
View, Edit & Add GL Accounts

AppFolio provides complete ability to manage your General Ledger Accounts.
WARNING: Making changes to GL Accounts impacts your finances and accounting. This should only
be done by someone knowledgeable and authorized to perform this function.
How to Do It
View a GL Account
4. On the list view of GL Accounts, click the Account Name of the GL Account you wish to view
Edit a GL Account
1. Follow the steps as above to find and view the desired GL Account to edit
2. Near the top right of the GL Account details page, click the Edit button
3. The GL Account details page loads in edit mode
4. Make desired changes to the GL Account
Add a GL Account
4. In the right-side Task pane, click the New GL Account link
5. The New GL Account page will load in edit view, enter the information as listed on the page.
6. When done entering new GL Account information, click the Save button near the bottom right of
the page
Page 47
Recalculate Balance
Recalculating balances is only necessary if you change the "Account Type" or "Sub-Account of" fields
when editing a GL Account.
WARNING: Making changes to GL Accounts impacts your finances and accounting. This should only
How to Do It
4. In the right-side Task pane, click the Recalculate Balances link
5. On the warning pop-up dialog box, click the Yes button
AppFolio will recalculate balances according to the changes you made when editing your
GL accounts
Page 48
View, Edit & Add Journal Entries

Journal Entries are used to transfer amounts from one account to another when no cash transaction is
involved. Journal Entries may also be used to represent a cash transaction external to the system,
such as a wire transfer.
WARNING: Making Journal Entries impacts your finances and accounting. This should only be done
by someone knowledgeable and authorized to perform this function.
How to Do It
View a Journal Entry
3. Click the Journal Entries sub-tab
4. Click the Journal Entry History sub-tab
5. The Journal Entry History list view page loads displaying a list of journal entries for the selected
date range
6. Use the From and To date selectors and click the Show button to display a list of journal entries
for a desired time period
7. In the Journal Entry History list view, click the row for the Journal Entry you wish to view
Edit a Journal Entry

1. Follow the steps as above to find and view the desired Journal Entry to edit
2. Near the top right of the Journal Entry details page, click the Edit button
3. Make desired changes to the Journal Entry
Add a Journal Entry

4. In the right-side Task pane, click the New Journal Entry link
5. The New Journal Entry page will load in edit view, enter the information as listed on the page.
6. When done entering new Journal Entry information, click the Save button near the bottom right of
the page
Notes
• Journal entries must always be in balance; that is, the debits must equal the credits.
• Use Journal Entries to correct balances for transactions that have already been “closed out” such
as checks that have been written or receipts that have been deposited
• Journal Entries made to Cash accounts will show up in Bank Reconcile
• Use “Remarks” for information regarding an entire transaction. Remarks are displayed on Owner
statements and Tenant ledgers. Use “Description” for detail items. Descriptions will appear on
the General Ledger and detailed financial reports. Descriptions are prefilled by the income (or
expense in the case of invoices) account name and can be edited.
Page 49
View, Edit & Add Recurring Journal Entries

Journal Entries are used to transfer amounts from one account to another when no cash transaction is
involved. Journal Entries may also be used to represent a cash transaction external to the system,
such as a wire transfer.
Recurring Journal Entries are journal entries set in advance to recur based upon configured settings.
WARNING: Making Recurring Journal Entries impacts your finances and accounting. This should only
How to Do It
View a Recurring Journal Entry
4. Click the Recurring Journal Entries sub-tab
5. The Recurring Journal Entry History list view page loads displaying a list of journal entries for the
selected search criteria
6. Use the search options to define your search and click the Search button to display a list of
recurring journal entries for the selected search criteria
7. In the Recurring Journal Entry History list view, click the row for the Recurring Journal Entry you
wish to view
Edit a Recurring Journal Entry

1. Follow the steps as above to find and view the desired Recurring Journal Entry t to edit
2. Near the top right of the Recurring Journal History details page, click the Edit button
3. Make desired changes to the Recuring Journal Entry
Add a Recurring Journal Entry

4. lick the
5. In the right-side Task pane, click the New Recurring Journal Entry link
6. The New Recurring Journal Entry page will load in edit view, enter the information as listed on the
page. Required fields are designated with a red asterisk (*)
• Note: When selecting the Repeats Monthly recurrence: select this option to have the
automatic creation of the journal entry based upon the passing of the Selected Months -
select the months to create the recurrence frequency
7. When done entering new Journal Entry information, click the Save button near the bottom right of
the page
Notes
• Journal entries must always be in balance; that is, the debits must equal the credits.
Page 50
Manually Post Entries

You may use this feature to manually post open recurring journal entries.
How to Do It
4. In the right-side Task pane, click the Manually Post Journal Entries link
5. The View Recurring Journal Entries to Post page loads displaying the search box to search for
GPR rents to post
6. Enter the selected search criteria and click the Search button
7. The search will run and return a list of recurring journal entries that may be posted
8. Select the items to post and click the Post button
Page 51
Post GPR
With AppFolio you can Post Gross Potential Rent Journal Entries as desired.
How to Do It
4. In the right-side Task pane, click the Post GPR link
5. The Post Gross Potential Rent page loads displaying the search box to search for GPR rents to
post
7. The search will run and return a list of GPR rents that may be posted
Page 52
View & Edit Bills

You can view and edit bills from the Bills sub-tab in the Accounting Payables section.
How to Do It
View Bills
4. Click the Bills sub-tab
5. The Bills list view page loads displaying a list of recurring bill for the selected search criteria
6. Use the From and To date selectors and click the Show button to display a list of bills for a
desired time period
7. In the Bills list view, click the row for the bill you wish to view
Edit Bills
1. Follow the steps as above to find and view the desired Bill to edit
2. Near the top right of the Bill details page, click the Edit button
3. Make desired changes to the bill
Page 53
Enter Bill
Enter any transactions from which checks will be generated including bills from vendors, payables to
tenants or the management company.
How to Do It
4. In the right-side Task pane, click the Enter Bill link
5. The Bill details page will reload displaying the form to enter Bill Details
6. On the Bill Details form enter:
• Select the Payee for who the bill is from
• Select the Bill Date for date of bill
• Enter any Reference for any desired reference information
• Select the Due Date for bills due date
• Enter any Remarks for any desired remarks
• Enter the Total Amount for total amount due for bill
• Select the Cash Account for the cash account to use to pay the bill
• Select the Property for the bill
• Select the Unit for the bill
• Select the GL Account for the bill
• Enter a Description for the bill
• Enter the Amount for the bill
7. When done entering bill details, either click the Add Another button to enter another bill, or click
the Done button if finished entering bills
Notes
• The General Ledger is not affected by bills until the check is written
• Be sure to look for the vendor before you add a new one- it can be confusing to have duplicate
vendor records
• You can use change information on a bill as long as no check has been written: simply find that bill
through Bill History and click Edit to make changes. You may also delete the bill from the Taskbar
• Use Pay Owner and Pay Mgmt Fees to have the system calculate these amounts: only enter bills
for one-off Owner and Mgmt company payments
statements and Tenant ledgers. Use “Description” for detail items. Descriptions will appear on the
General Ledger and detailed financial reports. Descriptions are pre-filled by the income (or
expense in the case of invoices) account name and can be edited
Page 54
New Recurring Bill

To schedule regular monthly payments to vendors, set up Recurring Bills and the system will
automatically post the bill on the due day.
How to Do It
4. In the right-side Task pane, click the New Recurring Bill link
5. The Recurring Bill details page will reload displaying the form to enter the Recurring Bill Details
6. On the Recurring Bill Details form enter:
• Select if this is to be a Bill or Credit
• Select the Payee for who the bill is from
• Enter the Total Amount of the recurring bill
• Select the Start Date to begin creating this recurring bill
• Select an End Date if you wish to have the bill automatically stop being created at some
future time
• Enter the Bill Day for the day of the month you wish the bill to automatically post
• Enter the Due Day for the day each month that the bill is due
• Enter any desired Remarks
• Enter a Post Code if applicable
• Select the Repeats option to Monthly to have the automatic creation of thebill be based
upon the passing of the Selected Months - select the months to create the bill
• Select the Property for the bill
• Select the Unit for the bill
• Select the GL Account for the bill
• Enter a Description for the bill
• Enter the Amount for the bill
7. When done entering bill details, either click the Add Another button to enter another recurring
bill, or click the Done button if finished creating recurring bills
Notes
• Post Codes are defined by you and used to select Recurring Bills for manual posting
• Use Recurring to set up monthly bills that are always the same amount, such as cable bills and
mortgage payments
• When your data is converted to AppFolio, all recurring bills will be set to post manually. Make
changes here if you wish bills to post automatically
• If you decide to manually post a bill that is set to post automatically, the system will not double-
post, instead it will continue automatically posting after the period in which you posted it manually
General Ledger and detailed financial reports. Descriptions are prefilled by the income (or expense
in the case of invoices) account name and can be edited
Page 55
Delete Bill
You can delete an unpaid bill in AppFolio at anytime by accessing the bill details and clicking the
Delete Bill link in the Tasks Pane.
How to Do It
4. Click the Bills sub-tab
5. The Bills history list view page loads displaying a list of bills for the selected date range
6. Use the From and To date selectors and click the Show button to display a list of billsfor a
desired time period
7. In the Bills history list view, click the row for the bill you wish to delete
8. The Bill detail page loads showing a detail view of the bill
9. In the right-side Task pane, click the Delete Bill link
10. On the Delete Bill confirmation dialog box, click Yes
The Bill will be deleted from the system
Notes
• The Delete Bill link will only appear in the right side Tasks pane when viewing the bills details
• The Delete Bill link will only appear in the right side Tasks pane if the bill is unpaid
Page 56
View & Edit Checks

You can view and edit checks from the Checks sub-tab in the Accounting Payables section.
How to Do It
View Checks
4. Click the Checks sub-tab
5. The Checks list view page loads displaying a list of recurring bill for the selected search criteria
6. Use the From and To date selectors and click the Show button to display a list of checks for a
desired time period
7. In the Checks list view, click the row for the check you wish to view
Edit Checks
1. Follow the steps as above to find and view the desired Check to edit
2. Near the top right of the Check details page, click the Edit button
3. Make desired changes to the check
Page 57
Write Checks
Write checks for bills that have been entered in the system and are unpaid or partially unpaid. Use
MICR checks or pre-printed check stock. Check information will be added to the bill, and the details
will now show up in account totals.
How to Do It
4. In the right-side Tasks pane, click the Write Checks link
5. The Write Checks process flow begins with a search to find bills to pay
6. On the Write Checks Find Bills flow page, select the Bank Account to write checks off of, select
any other filter criteria, then click the Search button
7. The Find Bills search page reloads with a list of properties for which bills are dueNote: AppFolio
automatically selects bills for payment based upon criteria "If Funds Available"
8. Select the check-boxes to select the bills to write checks for, then click the Continue button
9. The Write Checks flow process moves to the next step of the process for Confirm and Finalize;
review checks to be written, add any desired Check Memo, then click the Continue button
10. The Write Checks flow process moves to the final step to Print Checks, when ready, click the
Print Checks button
Notes
• Multiple bills to one vendor will be consolidate depending on preferences per Vendor
• If you have manually written a check you will need to enter a bill and use the write checks function
in the system, entering the actual check number which was used
• If you need to re-print a check due to a printer jam, or if you confirmed the payment but did not
print the check, find the check in Check History from the Payables section of the Accounting tab,
and click the print icon
• Use “Memos” for checks. Check Memos show on the actual check and the check stub
Page 58
Void Check
Use void checks if a check was written erroneously; if a pre-printed check printed incorrectly; or if the
check was reported lost. Voiding checks returns the bill to unpaid status.
Voided checks show in the Check History screen with a strike through the details.
How to Do It
4. Click the Checks sub-tab
5. The Checks list view page loads displaying a list of recurring bill for the selected search criteria
6. Use the From and To date selectors and click the Show button to display a list of checks for a
desired time period
7. In the Checks list view, click the row for the check you wish to view
8. The Check details page loads for the selected check
9. In the right-side Tasks pane, click the Void Payment link
10. On the Void Check confirmation dialog box, click the Yes button
Notes
• If you need to make changes to a bill for which a check has been printed but not sent, void the
check, adjust the bill, and print a new check
Page 59
Enter Credit
Enter credits when you receive a credit from a vendor or when you overpaid a previous bill.
How to Do It
4. In the right-side Task pane, click the Enter Credit link
5. The Credit details page will reload displaying the form to Credit Details
6. On the Credit Details form enter:
• Select the Payee for the credit
• Select the Credit Date for credit
• Enter any Reference for any desired reference information
• Enter any Remarks for any desired remarks
• Enter the Total Amount for total amount due for credit
• Select the Property for the credit
• Select the Unit for the credit
• Select the GL Account for the credit
• Enter a Description for the credit
• Enter the Amount for the credit
7. When done entering credit details, either click the Add Another button to enter another credit, or
click the Done button if finished entering credits
Notes
• Remember to enter credits, not negative bills
• You can use change information on a credit as long as no check has been written: simply find that
credit through Bill History and click Edit to make changes. You may also delete the credit from the
Taskbar
General Ledger and detailed financial reports. Descriptions are prefilled by the income (or
Page 60
Manually Post Bills

Manually posting bills enable you to post all recurring bills setup in the system for vendors.
How to Do It
4. In the right-side Task pane, click the Manually Post Bills link
5. The Manually Post Recurring Bills page loads displaying the search box to search for recurring
bills to post
7. The search will run and return a list of recurring bills that may be posted
Page 61
Owner Draw
Owner Draw is used to enter a fixed amount of payment to an owner (separate from the calculated
Pay Owner function). Use this to record mid-month owner draws, reimbursements, or corrections to
owner distributions after Pay Owner has been performed.
How to Do It
4. In the right-side Task pane, click the Owner Draw link
5. The Owner Draw Details page will load displaying the form to enter an owner draw
6. On the Credit Details form enter:
• Select the Owner for the draw
• Select the Date for draw
• Select the Cash Account for the draw
• Enter the Total Amount for total amount for the draw
• Enter any Remarks for the draw
• Select the Property for the draw
• Select the Unit for the draw
• Select the GL Account for the draw
• Enter a Description for the draw
• Enter the Amount for the draw
7. When done entering draw details, either click the Add Another button to enter drawl, or click the
Done button if finished
Notes
• If you change the account on an owner payable from Owner Draw, it will be included in general
expenses
Page 62
Pay Management Fees

Based on the commission % set up for each property and GL Accounts marked as Subject to
Management Fees, the system will calculate management fees and generate payables to your
management company. This function should be performed at the end of the month after all funds have
been received and bills have been paid. Be sure to pay management fees before paying owners.
How to Do It
4. In the right-side Task pane, click the Pay Mgt Fees link
5. The Pay Management Fees page will load displaying the search box to search for properties to
pay management fees on, leave blank to search all properties
6. The Pay Management Fees page reloads displaying a list view of all properties for which
management fees are due
7. Review fees and when ready to post, click the Post button
8. The system will automatically post the fees and begin the write check process to write checks to
pay these fees
These fees will be posted to the ledgers for the properties and become a payable that will appear
for the property the next time you write checks
See the Write Checks topic for more information on writing checks
Notes
• If you have questions about the calculated amount of management fees, review the Account Totals
• Remember that you may also want to write checks to the management company for Late Fees and
NSF charges collected above and beyond the management fees
• You can select a smaller set of management fees to post by using the search filter at the start of
the Pay Management Fees process
Page 63
Pay Owners
Owner payments are calculated as the available cash balance minus the reserve funds minus
prepayments for each property. Owner payments should be calculated after all income and expenses
are recorded and management fees have been paid. ACH payments to owners are also available.
How to Do It
4. In the right-side Task pane, click the Pay Owners link
5. The Pay Owners page will load displaying the search box to search for properties to pay owners
on, leave blank to search all properties
6. The Pay Owners page reloads displaying a list view of all properties for which owner payments
are due
7. Review payments and when ready to post, click the Post button
8. The system will automatically post the owner payment and begin the write check process to write
checks to pay these fees
These fees will be posted to the ledgers for the properties and become a payable that will appear
for the property the next time you write checks
See the Write Checks topic for more information on writing checks
Notes
• Owners set to use ACH will have their ACH payment automatically processed as part of the Pay
Owners process
• Any payments to ACH owners will generate ACH, whether calculated through Pay Owner or
entered individually through Owner Draw
• If you have questions about the calculated amount of owner payments, review the Account Totals
• The system will also review the properties for any outstanding Management Fees due and will
notify you if any are found to help remind you to pay Management Fees first
Page 64
View & Edit Recurring Bills

You can view and edit recurring bills from the Recurring sub-tab in the Accounting Payables section.
How to Do It
View Recurring Bills
4. Click the Recurring sub-tab
5. The Recurring Bills list view page loads displaying a list of recurring bill for the selected search
criteria
6. Use the filter options to search for desired recurring bills and click the Search button to display a
list of related bills
7. In the Recurring Bills list view, click the row for the recurring bill you wish to view
Edit Recurring Bills

1. Follow the steps as above to find and view the desired Recurring Bill to edit
2. Near the top right of the Recurring Bills details page, click the Edit button
3. The Recurring Bill details page loads
4. Near the top right of the page, click the Edit button
5. Make desired changes to the Recurring Bill
Notes
• Post Codes are defined by you and used to select Recurring Bills for manual posting
• Use Recurring to set up monthly bills that are always the same amount, such as cable bills and
mortgage payments
• When your data is converted to AppFolio, all recurring bills will be set to post manually. Make
changes here if you wish bills to post automatically
• If you decide to manually post a bill that is set to post automatically, the system will not double-
post, instead it will continue automatically posting after the period in which you posted it manually
Page 65
Tenant Payable
A tenant payable does not effect AR balances on the ledger. Use this feature to manually pay the
tenant back for some accrued expense or refund outside of the automatic move out process.
How to Do It
4. In the right-side Task pane, click the Tenant Payable link
5. The Tenant Payable details page will reload displaying the form for Tenant Payable
6. On the Tenant Payable form enter:
• Select the Payee for the payable
• Select the Bill Date for payable
• Select the GL Account for the payable
• Select the Due Date for the payable
• Select the Cash Account for the payable
• Enter the Total Amount for total amount due for payable
• Enter a Description for the payable
7. When done entering payable details, either click the Add Another button to enter another credit,
or click the Done button if finished entering payables
Page 66
Transfer Funds
The Transfer Funds function enables you to transfer funds from the ledger of one property to the
ledger of another.
All properties involved in the transfer need to have the same owner(s) and be on the same bank
accounts.
How to Do It
4. In the right-side Task pane, click the Transfer Funds link
5. The Transfer Funds details page will reload displaying the form for funds transfer
6. On the left side, enter a property involved in the transfer in the search box
7. Once selected, the property will load and the right side of the page will load with a list of available
properties, use the drop-down selector to select the other property involved in the transfer
8. Click on the blue arrow to change the direction the funds will flow so that it points from the
origination property to the destination property
9. Enter the Transfer Amount in the Transfer Amount field
10. Select a Transfer Date for the date of the transfer
11. When ready, click the Go button
The funds will be transferred as defined by the transfer settings and will become available in the
receiving property ledger
Page 67
View, Print & Edit Receipts

AppFolio makes it easy for you to view your past Tenant Receipts and, if necessary, edit certain
aspects of the receipt in order to show your data accurately.
How to Do It
View Receipts
3. Click the Receivables sub-tab
4. Click the Receipts sub-tab
5. The Receipts list view page loads displaying a list of receipts for the selected time frame
6. Use the From and To date selectors and click the Show button to display a list of receipts for a
desired time period
7. In the Receipts list view, click the row for the receipt you wish to view
Print Receipts
1. Follow the steps as above to find and view the desired Receipt to print
2. Near the top right of the Receipt details page, click the Print button
Edit Receipts
1. Follow the steps as above to find and view the desired Receipt to edit
2. Near the top right of the Receipt details page, click the Edit button
3. Make desired changes to the receipt
Notes
• If you want to reverse the receipt and change the status of a tenant payable to unpaid, you must
use the “Reverse Receipt” task in the Task List
• If you want to reverse the receipt and change the status of a tenant payable to unpaid, you must
use the “Reverse Receipt” task in the Task List
• Once a receipt has been reversed, you can edit the G/L Account and the fields locked on a paid
receipt
Page 68
Enter Tenant Receipt

Record payments as they come in for real time income information and delinquency updates.
AppFolio makes it easy for you to collect tenant payments from within the application and either apply
these tenant payments to outstanding charges or receive them as a prepayment. In AppFolio, tenant
payments are called “Tenant Receipts”.
How to Do It
2. In AppFolio, first click the Accounting tab; then, click the Receivables sub-tab; and, lastly, click
the Receipts sub-tab
3. On the Tasks menu, on the right hand side of the screen, click Tenant Receipt
4. The tenant receipt details page will appear, with the following fields available for you to complete:
• Tenant (Begin typing the tenant name in this field to search for the tenant.)
• Amount Received (If there are outstanding charges for this tenant, this field will auto-
populate with the dollar amount required to pay all the tenant charges in full. For example,
if the tenant has outstanding charges totaling $1500, when you create a new tenant
receipt, this field will auto-populate $1500. You can change this amount, if applicable, by
typing in the amount received in this field.)
• Property (This field will auto-populate with the property to which the tenant is attached via
their lease, unless the tenant is associated with multiple properties. If there are multiple
properties, you can choose the property from the appropriate list.)
• Receipt Date (This field defaults to the current date. You can type in a different date, if
applicable.)
• Balance (This is a read only field that populates the total current balance of the Tenant’s
Account.)
• Check Number (if applicable)
• Cash Account (This field will default to the “Automatic” setting, which means the funds will
be deposited into the Cash Account you have set as the default cash account on the
building. You can choose a different Cash Account here, if applicable.)
• Remarks (if applicable)
5. If there are outstanding charges associated with this tenant, they will appear at the bottom of the
tenant receipts window, with the following fields available for you to view and/or edit:
• Account (the G/L Account description for the charge)
• Date (the due date of the charge)
• Description (the charge description, which may have been created when the charge was
created; you can edit the description prior to paying the charge.)
• Balance (the outstanding balance of the charge.)
• Amount to Pay (this field defaults to the amount sufficient to pay the charge in full. If you
are partially paying the charge, you can edit this field here)
• Make Prepayment check box (If there are no charges to pay, or you are recording a
payment that exceeds the charges, you can create a prepayment on the tenant’s account
by clicking this box. The prepayment will automatically be applied to the next automatic
rent charge when it posts)
6. When you are finished entering your Tenant Receipts, click “Done”. This will return you to the
Receipt Details page, which will show you the summary of the Tenant ReceiptClick “Add Another”
to save this Tenant Receipt and begin entering a new Tenant Receipt
Click “Repeat Receipt” if you want to create a new Tenant Receipt from this screen.
Note, however, that this will cancel the Other Receipt you are currently creating
Click “Print” to print the Tenant Receipt, or “Edit” to edit the Tenant Receipt.
Page 69
Notes
• If you change the amount received from the tenant at the top of the Tenant Receipt, note that will
automatically change the amount applied to charges at the bottom of the tenant receipt window
• Type any part of the tenant’s name or address in the Tenant field and let the active search find the
right tenant
• You can control the order that payments are applied to charges within the Settings>Accounting
Settings Menu, if you have a user account with sufficient privileges to perform this function
• Once you enter the receipt, run the Tenant Ledger report to see the entirety of any tenants charges
and payments
• Make sure the date on the receipt corresponds to the date of the payment, even if you are entering
the payment after the date you received it. This way, reports will show that the tenant paid on time.
• To reverse the Tenant Receipt, use the “Reverse Receipt” task in the Task List
• Once the Tenant Receipt has been deposited in the bank, you cannot edit the G/L or Bank
Account on the Receipt
• For Cash Payments or Cashier’s Checks, leave Check Number blank or type Cash/ Cash
Equivalent
• Once the receipt has been reversed, you can edit the G/L Account and the other fields that are
typically locked on a deposited receipt
Page 70
Owner Receipt
Owner Receipts, or Owner Contributions, can be easily recorded in AppFolio when Owners give you
funds for reserves, repairs, or outstanding bills on Properties.
How to Do It
3. On the Tasks menu, on the right hand side of the screen, click Owner Receipt
4. The owner receipt details page will appear, with the following fields available for you to complete:
• Owner (Type in this field to search for the Owner.)
• Amount Received
• Property (If the Owner is only attached to a single property, that property will default here.
If they are attached to multiple properties, choose the property from the dropdown list that
appears here.)
• Receipt Date
• GL Account (This field will default to the G/L Account set as the Key Account for Owner
Contributions in your Accounting Setup. You can choose a different G/L Account here,
however.)
• Payer
building. You can choose a different Cash Account here, however.)
5. If you want to add additional Owner funds to this receipt, click “Add Another”; if you want to
cancel this transaction, click “Cancel”
6. When you are finished with this Owner Receipt, click “Done”. This will return you to the Receipt
Details page, which will show you the summary of the Owner Receipt
7. Click Print to print the Owner Receipt, or Edit to edit the Owner Receipt.
Notes
• To reverse the Owner Receipt, use the “Reverse Receipt” task in the Task List
• Once the Owner Receipt has been deposited in the bank, you cannot edit the G/L or Bank Account
on the Receipt
Page 71
Other Receipt
The Other Receipt allows entry of payments from non-Tenants, including Owners, or third parties.
How to Do It
3. On the Tasks menu, on the right hand side of the screen, click Other Receipt
4. The other receipt details page will appear, with the following fields available for you to complete:
• Received From (Type the payee in this field.)
• Amount Received
• Property (Begin typing into this field in order to locate the property.)
• Unit (Choose from the drop-down list of available units.)
• Receipt Date
• GL Account (Choose from the drop-down list of available G/L codes. If you don’t see the
applicable G/L code here, you will need to create a new one if you have sufficient
permissions to do so.)
• Receipt Date (This field will default to the current date; if applicable, change the date as
needed.)
building. You can choose a different Cash Account here, however.)
5. If you want to add additional funds to this receipt, click “Add Another”; if you want to cancel this
transaction, click “Cancel”
6. When you are finished with this Other Receipt, click “Done”. This will return you to the Receipt
Details page, which will show you the summary of the Other ReceiptClick “Repeat Receipt” if you
want to create a new Other Receipt from this screen. Note, however, that this will cancel the
Other Receipt you are currently creating
Click Print to print the Other Receipt, or Edit to edit the Other Receipt.
Notes
• When choosing a G/L Account for the Other Receipt, keep in mind that receipts (such as Laundry
Income or Application Fees) are typically associated with G/L Income Accounts
• To reverse the Other Receipt, use the “Reverse Receipt” task in the Task List
• Once the Other Receipt has been deposited in the bank, you cannot edit the G/L or Bank Account
on the Receipt
Page 72
Reverse Receipt
If you need to remove a tenant payment, you can do that using AppFolio’s Reverse Receipt Function.
How to Do It
3. Enter the date ranges of the receipt you will be reversing in the “From” and “To” fields; then, click
the Show button to reveal the receipt in the table below
4. The receipt or receipts will appear in the list below. Click the receipt to view it
5. Under the Tasks list, on the right hand side of the screen, click the “Reverse Receipt” task
6. The Reverse Receipt screen will appear with the “Original Receipt Date” field grayed out. Note
that you cannot edit the original receipt date
7. The “Reversal Date” field will appear populated with the current date. If applicable, edit this date
8. To complete the reversal of the receipt, click the Reverse button on the bottom right hand side of
the screen. Click Cancel to cancel the reversalOnce you click Reverse, you will return to the list of
receipts for the current month. The reversed receipt will appear in the list with a line through the
date, the tenant name, and the amount
• If you click the reversed receipt to navigate to its detail screen, you will see the following new
information on the receipt summary page:
• Remarks will show that the receipt was reversed and the date of the reversal
• Below the paid charge on the receipt, there will be an additional line item with the Reversal
receipt in the description field, as well as a reversal of the previous balance, leaving the
total received at $0.
Notes
• Once you reverse a receipt, the charge the receipt was initially applied to will now appear as an
unpaid charge within Accounting>Receivables>Charges
• Once a receipt has been reversed, you cannot undo this transaction. You can, however, create a
new receipt from the tenant to pay the charges
• Can edit the G/L Account and the fields locked on a paid receipt
Page 73
View & Edit Charges

AppFolio allows you to easily view and edit Tenant Charges. You can edit charges regardless of
whether or not they have been paid.
How to Do It
View Charges
4. Click the Charges sub-tab
5. The Charges list view page loads displaying a list of charges for the selected time frame
6. Use the From and To date selectors and click the Show button to display a list of charges for a
desired time period
7. In the Charges list view, click the row for the charge you wish to view
Edit Charges
1. Follow the steps as above to find and view the desired Charge to edit
2. Near the top right of the Charge details page, click the Edit button
3. Make desired changes to the charge
Notes
• You can also drill down from the Tenant Ledger and other reports to find the charge to adjust
• A charge may be adjusted down to zero, but you may not turn a charge into a credit. Instead, zero
out the charge and enter a new credit
• If the charge was entered erroneously, simply change the charge amount to zero
• Tenant credits appear in the charges area, because credits, like charges, need to have a receipt
entered against them in order to link the receipt with the charg
• Credits are either “used” or “unused”. An “unused” credit is like an “unpaid” charge, while a “used”
credit is like a “paid charge”
• Once a charge has been paid or a credit has been used, you can no longer edit some of the fields
on that charge or credit. See below for more information
• For paid charges or used credits, you cannot edit the charge amount below the amount already
paid. You can increase the charge amount, however, which will result in partially paid charge
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Enter Charge
For one-time or occasional charges that are not set up as Monthly Charges, it is easy to enter a
Single Charge. These charges are handled in the same way as charges posted through Monthly
Posting on the ledgers and reports.
How to Do It
4. In the right-side Task pane, click the Enter Charge link
5. The Charge details page will reload displaying the form for the Charge
6. On the Charge Details form enter:
• Select the Tenant for the charge
• Select the Date for charge
• Enter the Unit (the system will automatically select the unit based upon the Tenant
selected
• Enter the Total Amount for total amount due for charge
• Select the Unit for the charge
• Enter a Description for the charge
7. When done entering charge details, either click the Add Another button to enter another charge,
or click the Done button if finished entering charge
Notes
• Use the Attachments feature to attach a scanned invoice or other document related to this charge
• The General Ledger is not affected by bills until the check is written
Page 75
Charge Late Fees

Appfolio's late fee posting ensures that late fees are charged accurately throughout the month
according to your lease agreements. Charge late fees globally or by properties or property groups.
Charge Late Fees may be run multiple times, and will capture late information for the whole month.
How to Do It
3. Click the Receipts sub-tab
4. In the right-side Task pane, click the Charge Late Fees link
5. The Charge Late Fees view page loads displaying a search box to define the list of properties to
perform this function on, use the search options as desired and click the Search button (to search
all properties leave search fields blank)
6. The Charge Late Fees page reloads displaying a list of tenants with potential late fees
outstanding
7. Select the check-box next to the name(s) of the tenants you wish to apply these late charges to,
when ready to apply charges click the Charge button
The late fees will be posted to the tenants record and will appear as a receivable due by them the
next time you go to receipt in payment from that tenant
Notes
• If you calculate late fees manually, do not use the Charge Late Fees function. Manually entered
late fee charges will not be recognized by the late fee calculation
• Base and Daily Late Fees are assessed in the current month only
• If reversing a receipt results in the tenant moving to late status, the late fee posting will post late
charges on the now unpaid balance
• If there are any outstanding credits (to any account) which, if applied, would bring the tenant's
balance down to zero, no late charges will be calculated
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Application Fee
You can use the Application Fee feature in AppFolio to charge application fees.
How to Do It
4. In the right-side Task pane, click the Application Fee link
5. The Application Fee Receipt details page will reload displaying the form for the Application Fee
6. On the Application Fee form enter:
• Enter the Name for the person applying
• Enter the Amount Received for fee
• Select the Property
• Select the Unit
• Select the GL Account (system will automatically attempt to default to the correct
GL account if one exists)
• Select the Receipt Date for the fee
• Select the Cash Account for the fee
• Enter a Check Number for the check used for fee payment
• Enter any desired Remarks
•
7. When done entering fee details, either click the Add Another button to enter another application
fee, or click the Done button if finished entering charge
Notes
• Entering application fees does not require for there to be a tenant record
Page 77
View, Print & Edit Bank Deposits

AppFolio allows you to easily view, print and edit any Bank Deposits you have created.
How to Do It
View Bank Deposits
4. Click the Bank Deposits sub-tab
5. The Bank Deposits list view page loads displaying a list of deposits for the selected time frame
6. Use the From and To date selectors and click the Show button to display a list of deposits for a
desired time period
7. In the Bank Deposits list view, click the row for the deposit you wish to view
A view of the deposit is displayed listing all items in the deposit, to view a specific item, click its
row
Print Bank Deposits

1. Follow the steps as above to find and view the desired Bank Deposit to print
2. Near the top right of the Bank Deposit details page, click the Print button
Edit Bank Deposits

1. Follow the steps as above to find and view the desired Charge to edit
2. Near the top right of the Bank Deposit details page, click the Edit button
3. The Deposit details page loads
4. Near the top right of the page, click the Edit button
5. Make desired changes to the charge
Notes
• Bank Deposits cannot be reversed. If you accidentally deposit funds in the wrong bank account,
you can create a Journal Entry within Accounting>Journal Entries to show the transfer of funds to
the correct bank account
Page 78
New Bank Deposit

Once you enter receipts into AppFolio, you can then create bank deposits to mirror the real world
process of taking payments and depositing them in the bank.
Group your receipts together daily or weekly for deposit to the bank: the system will print a detailed
deposit slip for you and deposits will be included in Bank Reconcile.
How to Do It
3. On the Tasks menu, on the right hand side of the screen, click New Bank Deposit
4. A box will appear onscreen, prompting you to choose a bank account for which to search for
available receipts to deposit. Click in the drop-down list to change the bank account, and then
click SearchIf there are no available receipts to deposit for the selected bank account, you will
see the following message: “You have no undeposited receipts for the selected bank account.
Receipts that are available for deposit will appear here after they are entered on the Enter
Receipt page.” Click the Search Again link above this status message to search for additional
undeposited receipts for a different bank account
5. If there are available receipts to deposit, you’ll see the name of the bank account at the top of the
page, with the receipts in a list at the bottom, each of which will be checked by default to be
placed within this new bank deposit. The following fields are available for you to view and/or edit:
• Deposit Date (this field will default to the current date, although you can change this date if
applicable.)
• Bank Deposit Number (this field will automatically increment to the next number in the
sequence from the previous bank deposit for that bank account, which you can also
change.)
• Description
Prior to completing the bank deposit, note that you can change which payments are
included in the deposit either by checking or unchecking any of the payments that appear
in the list, or by clicking either All or None just above the payment list
6. Click “Make Deposit” to create the bank deposit, or “Cancel” to cancel the transaction
7. If there is a discrepancy between the date of the Bank Deposit and any of the receipts included in
the deposit, you will see the following warning message: “____ of the receipts selected for this
bank deposit have dates that differ from the deposit date. This can cause issues when performing
a bank reconciliation. Would you like to continue anyway?” Click “OK” to proceed, or “Cancel” to
make changes to the bank depositCompleting the Bank Deposit will bring you to the Deposit
Details page, where you can review the contents of the Bank Deposit
Click “Print” to print the Bank Deposit, or “Edit” to edit the Bank Deposit.
Notes
• Even if you don’t need a printed statement for the bank, be sure to deposit receipts so they will
show up in Bank Reconcile
• Once a receipt has been deposited, that receipt will then appear as part of the Bank Account
balance in AppFolio as part of the Bank Reconciliation process. Run the Bank Account Activity
Report to view the Bank Account balance relative to new Bank Deposits
• If you do choose to include a receipt in a bank deposit that has a different date than the bank
deposit, keep in mind that this will have an effect on the bank reconciliation process. Run the
Deposit Register Report to view a list of bank deposits, the included receipts, as well as the dates
of the deposits and the receipts in order to account for discrepancies
• Once a receipt has been deposited, you can then process the receipt as an NSF if applicable.
• You cannot reverse a Bank Deposit once it has been completed. If you accidentally deposit funds
in the wrong Bank Account, you can remedy this discrepancy with a Journal Entry.
Page 79
Process NSF
When a bank returns a check for insufficient funds, the system helps process NSFs, marking the
previously paid charges as unpaid and assigning bank fees and penalty charges (if you choose).
If a tenant check is returned for Non-Sufficient Funds (NSF) by the bank, you can represent that
transaction in AppFolio. You must first show the receipt as deposited in AppFolio before you can
process the NSF.
How to Do It
3. Enter the date ranges of the receipt for which you will be recording NSF in the “From” and “To”
fields; then, click the Show button to reveal the receipt in the table below
4. The receipt or receipts will appear in the list below. Click the receipt to view itWhen viewing the
receipt details page, note the Deposit Number field. If the payment has not yet been deposited,
this field will show “Not Deposited”, and you won’t be able to NSF the payment
5. Under the Tasks list, on the right hand side of the screen, click the “Process NSF” task
6. The Process NSF screen will appear with the following fields available for you to complete:
• NSF Date – Enter the Date of the NSF here
• Bank Fee and Bank Fee Account – Use these fields to record the bank fee and assign it to
the appropriate G/L Account as either an expense or liability to the Owner
• Tenant Charge and Tenant Charge Account – Use these fields to record an NSF charge to
the tenant and assign it to the appropriate G/L Account as income to the Owner
7. To complete the NSF, click the Process button on the bottom right hand side of the screen. Click
Cancel to cancel the NSFOnce you click Process, you will return to the receipt details page, and,
at the top of the page, you will see a confirmation message regarding the processed NSF
You will see the following new information on the receipt summary page: • Remarks will show that
the check was reversed by the NSF. • Below the paid charge on the receipt, there will be an
additional line item with the NSF Reversal receipt in the description field, as well as a reversal of
the previous balance, leaving the total received at $0.
Notes
• The Rent Roll report has a column to indicate the number of times a tenant has had an NSF check
• If your Management Company keeps the Tenant NSF charge as income, be sure you set an
applicable Management Fee Rule on the Property against the G/L Account for which you create
Tenant NSF charges.
Page 80
Reports Overview
AppFolio provides a comprehensive set of industry standard reports. Reports are grouped into
primary categories by report type. Reports may be printed or emailed out of AppFolio. Reports may
also be customized and saved so the next time the report is generated it returns results in the custom
format.
Reports also come in two types, standard and enhanced. The reports contain the same data, but the
enhanced report type enables easier customization of the report.
Report types and descriptions:
Tenant Reports
• Delinquency: list of tenants who are delinquent at time of report
• Security Deposit Funds Detail: detail list of tenant deposits on record
• Tenant Directory: directory list of all tenants
• Tenant Ledger: tenant specific ledger for a selected tenant
• Tenant Tickler: list of tenants with contact information and most recent event
• Tenant Unpaid Charges: all unpaid charges for a selected tenant
• Tenant Unpaid Charges Summary: summary of all tenants with unpaid charges
Property & Unit Reports

• Budget Comparison: budget vs actual comparison for selected property
• Budget Detail: annualized report of rent income for selected property
• Gross Potential Rent: GPR analysis report for all properties
• Lease Expiration Detail by Month: upcoming lease expirations for selected time period
• Lease Expiration Summary by Month: annualized list view of all lease expirations by
month
• Property Directory: directory list of all properties
• Property Group Directory: directory list of all properties by property group
• Property Performance: all incomes for all properties for selected time period
• Rent Roll: comprehensive history of all rent income for all units
• Unit Directory: directory of all units
• Unit Inspection: list of all units that have inspection dates on file
• Unit Vacancy Detail: list of vacant units
Owner & Vendor Reports

• Owner Directory: directory list of all owners
• Owner Statement: owner statement for selected owner
• Vendor Directory: directory list of all vendors
• Vendor Ledger: ledger for selected vendor
• Work Order: list of all open work orders by property
Page 81
Accounting Reports
• Account Totals: ending balance by property for selected time period
• Balance Sheet: property management company balance sheet
• Bank Account Activity: all account activity for selected bank account and time period
• Bank Account Association: list of all properties and bank associations
• Cash Flow: detail list of cash flow by selected owner, properties and properties
• Cash Flow - 12 Month: annualized view of cash flow for selected owner, properties and
time period
• Chart of Accounts: complete Chart of Accounts list
• Expense Distribution: list of expenses by GL account for selected time period
• General Ledger: complete ledger by GL account for selected properties, accounts and
time period
• Income Statement: summary of all income and expenses
• Trial Balance: present ending balance for all GL accounts
• Trust Account Balance: summary of ending escrow balance for all properties
• Trust Account Detail: detail view of trust account balance by property and tenant
Transaction Reports
• Aged Payables Summary: summary of all outstanding aged payables and age
• Aged Receivables Summary: summary of all outstanding aged receivables and age
• Bill Detail: list of all bills by GL account for selected properties and time period
• Charge Detail: list of all charges by GL account for selected properties and time period
• Check Register:summary list of all checks written for selected time period
• Check Register Detail: detail list of all checks written for selected time period
• Deposit Register: summary list of all deposits made for selected time period
• Expense Register: summary list of all expenses by property for selected time period
• Income Register: summary list of all incomes by property for selected time period
• Journal Entry Register: list of all journal entries by bank account for selected time period
Page 82
Generate Reports
You can quickly and easily generate and view any AppFolio report to which your login credentials
provide you access.
Reports also come in two types, standard and enhanced. The reports contain the same data, but the
enhanced report type enables easier customization of the report.
How to Do It
3. On the Reporting page, click the link for the report you wish to generate
Notes
• AppFolio reports automatically open in a new browser tab/window, please ensure your browser is
set to allow this functioning
Page 83
Print & Email Reports

You may print or email reports out of AppFolio at anytime.
How to Do It
Print & Email a Standard Report
• To Print Report: near the top right of the report, click the Print button
• To Email Report: near the top right of the report, click the Email tab, on the Email Report page,
enter or select report mailing options and click the Send Email button, the report will be emailed
out by AppFolio and appear to the recipient as coming from the email address you use to log into
your account
Print & Email a Enhanced Report

• To Print Report: near the top right of the report, click the Print button
• To Email Report: near the top right of the report, click the Email button, on the Email pop-up
dialog box, enter or select report mailing options and click the Send button, the report will be
emailed out by AppFolio and appear to the recipient as coming from the email address you use to
log into your account
Notes
• AppFolio manages all emailing functions for you, so their is no need to setup an email server or
email service connection
• When emailing, you may select to send the report as a .PDF or .CSV format.
• .PDF will make it a non-editable attachment to the email
• .CSV will make it a editable attachment to the email
Page 84
Customize Reports
AppFolio provides extensive ability to customize reports so they present data in a format you choose.
There are different methods for customizing reports based upon the report type; standard or
enhanced.
• Standard reports are identified by the series of tabs across the top right of the report that read:
Results, Customize, Save, Email.
• Enhanced reports are identified by either the designation "(enhanced)" next to the report title on
the Reports page, or by the lack of the tabs like the Standard report type and in their place a
series of buttons that read: Refresh, Filters, Export, Print, Email, Save.
How to Do It
Customize a Standard Report
5. On the report page, click the Customize tab
6. The report customization page loads
7. Customize the report by using the provided Report Options (filters) and Column Customization
options (determines report columns and order) you wish
8. Click the Run Report button
9. The report will regenerate and present data according to customizations made
10. To save the custom report for easy use next time, click the Save tab and select to Save as
Default or to Save As New Report
Customize a Enhanced Report

4. the report generates and opens in a new browser tab/window
5. Customize the report by:
• Using the Filters button at the top of the page to add a filter to the report
• Click and drag column headers to rearrange column order
• Click the small spreadsheet icon in the far right of the report headers row to display a list of all
available columns and click to select or deselect columns desired to display in the report
• Click the Show in Groups option at the bottom of the column list to group report results by a
selected field
• The report automatically updates as customizations are made
Notes
• Options for report customization will vary depending on the report and the data fields available for
that report
Page 85
Export Reports
You may at anytime download a local copy of your data from AppFolio.
Your data is always owned wholly and solely by you, the data export feature is the means for you to
download and keep local copies of your data should you desire.
AppFolio exports reports in .CSV (Comma Separated Values) format. A format readable by Excel and
most all spreadsheet and text reader applications. This also enables you to use advanced
spreadsheet tools, like pivot tables and charts, to conduct detailed analysis of your data.
How to Do It
Export a Standard Report
5. On the report page, near the top right of the report, click the CSV button
6. When presented with the download dialog box, select your desired options and click Ok
7. The report will download or open according to your download option selections
Export a Enhanced Report

5. On the report page, near the top right of the report, click the Export button
6. When presented with the download dialog box, select your desired options and click Ok
7. The report will download or open according to your download option selections
Notes
• Choices for how your browser manages downloads are locally configured in your browser, please
see your browsers help if you desire to make changes in how your browser manages downloads
Page 86
Create a Labels Report

You may customize existing directory reports in AppFolio for use as a labels report. This will enable
you to generate and export a list of contact addresses that can be used with the mail merge function
in Microsoft Word and Excel to print labels.
How to Do It
Generate and Customize a Directory Report and Save As a Label Report
3. Click the Reports sub-tab
4. Click the directory report name for the type of labels you wish to have: Tenant Directory for
tenant labels, Owner Directory for owner labels, Vendor Directory for vendor labels
5. The report opens in a new browser tab/window
6. Customize the report to display only address information and to have each address component in
a different field. Customize the report fields by clicking the small "spreadsheet" icon ( )in the far
right of the report column header row, and selecting or deselecting report fields as below:
• Tenant Directory Customization:
a. First, deselect all fields except Tenant
b. Then, select fields for: Property Street, Property City, Property State, Property Zip
• Owner Directory Customization:
a. First, deselect all fields except Name
b. Then, select fields for: Street, City, State, Zip
• Vendor Directory Customization:
a. First, deselect all fields except Company Name
b. Then, select fields for: Street, City, State, Zip
7. Once complete with customizing the report, click the Save button in the upper right
8. When prompted for a report name, enter an appropriate report name (i.e. Tenant Labels Report,
Owner Labels Report, Vendor Labels Report), then click the Save button
The report customizations will be saved and the newly saved report will appear in the Saved
Reports section at the bottom of the Reports page
Export the new Labels Report

3. Click the Reports sub-tab
4. Scroll to the bottom of the page, and click the report name for the labels report you wish to
export (Tenant Labels, Owner Labels, Vendor Labels
5. The report opens in a new browser tab/window
6. Near the top right of the page, click the Export button
7. Select to save your file , give it a name, then click the Ok button to download the exported report
(please make note of where you are saving the file to so you can find it in the next step)
The exported report downloads to your selected location with your entered report name
(recommend saving the report with the label name and date, for example:
OwnerLabels_120109)
Run the Mail Merge Feature in Microsoft Word

1. To complete the process of printing the labels, please run the Microsoft Mail Merge function in
Microsoft Word. During this process you will import into the labels creation the list you generated
and exported out of AppFolio
Page 87
2. For more information on the Microsoft Mail Merge process please see the following Microsoft
information web sites:
• Word Mail Merge: A Walk Through the Process
• Video Overview of Mail Merge with Word 2003
• Video Overview of Mail Merge with Word 2007
Page 88
Generate 1099 Forms & Reports

AppFolio has made the process of generating 1099 reports quick and easy.
How to Do It
3. In the right-side Task Pane, click the 1099s link
4. The Generate 1099s Forms and Reports page loads
5. If desired, use the filter options to narrow down the list of 1099s to generate, then click the
Search button
6. The search will bring back results of all 1099s available
7. Export or print the report by clicking either the Download Fire File or Print 1099s buttons
Notes
• Before processing 1099s, please ensure these fields are complete on the Company Settings
page:
• Company Phone Number
• Taxpayer Name
• Taxpayer ID
• Transmitter Control Code (required only if filing FIRE file)
• Contact Name (required only if filing FIRE file)
• Please verify that owner and vendor records have a valid Taxpayer ID
• Validate 1099 information for owners and vendors by running the corresponding reports before
generating your 1099 file
Page 89
Letters Overview
The AppFolio Letters feature provides a means for you to create and manage all standard letter
communications to Tenants, Owners and Vendors.
AppFolio comes with several letter templates pre-created to help speed the process of using
templates. These pre-created templates may be edited to suit your specific communication
preferences.
Pre-created letters include:
• Tenant Letters: 3 Day Notice, Deposit Disposition Amount Due, Deposit Disposition Refund,
Rent Increase, Tenant Unpaid Charges
• Owner Letters: Cancellation of Management, Management Contract Renewal
• Vendor Letters: Insurance Requirements
In addition, you may create as many new letter templates as desired. When creating letter
templates you will have full text format control options as well as the ability to enter mail merge
data fields to enable customization of letter variables (name, address, etc.) automatically for
each letter recipient.
Page 90
View & Edit Letters

AppFolio provides the means to view and edit all letters in the system.
You will have full control over text formatting options (bold, italics, text alignment, font type, font size,
etc.), as well as the ability to add custom mail merge fields to the letter
How to Do It
5. On the Letters sub-page, to the far right of the table row for the desired letter, click the Edit link
6. The selected letter will load in the Edit view page
7. Modify any letters variables as desired using formatting options and/or Insert Field options (to add
mail merge fields)
8. Click the Preview button in the lower left to preview a copy of the letter
9. When complete, click the Save button (or Save & Close button to save changes and close the
window)
Notes
• Mail merge fields enable the inclusion of variable fields in your letters, like recipient name,
address, or various account related fields like rent owed, etc. These fields are visually highlighted
in yellow in the letter.
Page 91
Create Custom Letters

Send standard letters with personalized information or create new custom letters for Tenants,
Vendors and Owners.
The Letters feature uses a simple tool to create and customize letter content. Data merge functionality
is provided to include optional fields to merge AppFolio data with your own letters. Filters allow you to
print letters and envelopes for recipients depending on criteria you specify.
How to Do It
1. Click the Reporting tab
2. On the Reports tab page, click the Letters sub-tab
3. In the right-side Task pane, click the link for the type on new letter to be created: Tenant, Owner,
or Vendor
4. On the New letter page:
• Enter a Name for the letter
• Enter a Description of the letter
• Select any desired available Attached Report
• Enter letter text and Insert Fields
• Format letter as desired
• When complete, click Save & Close
• The letter will be saved and will be available in the appropriate section of the Letters sub-tab
Notes
• Attach reports to a tenant letter to share the ledger or unpaid charges with the recipients. This way
you can provide a cover letter along with tenant reports.
• Saving changes to an existing letter will overwrite the original letter.
• Save time creating a new letter by starting with an existing one. Edit the existing report, copy the
content, then paste the contents into your new report and make changes.
Page 92
Print & Email Letters

It is quick and easy to print or send letters out of AppFolio.
How to Do It
5. On the Letters sub-page, click the letter name for the letter you wish to print or email
6. Depending on the letter type; you will receive choices to filter the distribution list, or to begin a
process flow to generate the letter, in either case follow the steps to generate the letter
7. The system will use your criteria to generate a list of recipients for the letter
8. When the recipient list displays, click either the Letters or Email button to print or email the letter
Notes
• Not all letters are available for printing and emailing as they are system generated letters, you
may edit these letters, but printing and sending of the letters is managed by the system and you
will be presented to option to print or email as appropriate when you are conducting a related
process (i.e. when moving a tenant out you will be giving the option of printing the system
generated deposit disposition letters)
Page 93
Send 3 Day Notice Letters

AppFolio makes the process of sending 3 Day Notices fast and easy.
How to Do It
5. On the Letters sub-page, in the right-side Task Pane, in the Letters section, click the 3-Day
Notices link
6. The 3-Day Notices page loads with the search filter, use the filter to narrow down your search if
desired, when ready, click the Search button
7. The 3-Day Notice page loads with a list of all people in the search who are eligible to receive the 3-
Day Notice
8. Use the check boxes on the left of the page to select desired recipients and their means of
receiving the notice (email or letter)
9. When ready to send, click either the Letter or Email button
Notes
• When sending letters, AppFolio will print one full list of all letters selected for printing, once printed
simply collate and mail the letters
• When emailing letters, AppFolio will send each recipient their individual notice
Page 94
Send Owner Packets

AppFolio provides a streamlined process for sending owner packets to make the process as easy and
efficient as possible.
How to Do It
Owner Packets link
generation)
Notes
• The method by which owners receive their packets, either by mail or email, is defined in the owner
packet customization settings on the owners record page
• The reports included in your Owner Packets is defined on a per owner bases on the owners record
page, each individual owner may receive as few or many reports as needed to meet their specific
needs
• To see how to customize Owner Packets, please see the topic Customize Owner Packets
Page 95
General Settings
The General Settings provides ability to modify your account information for your company, your
accounting and yourself.
How to Do It
Manage Company Settings
2. On the Settings page, go to the General Settings section
3. Click the Manage Company Settings link
4. On the Company Settings page:
• Enter Company Information
• Enter Address for Letter and Envelopes
• Enter Time Zone
• Enter Federal Tax Information
• Enter cover letter for Email Owner Packets
5. Click the Save button at the top of the page
The changes you entered will be saved in the system.
Manage Accounting Settings

3. Click the Manage Accounting Settings link
4. On the Accounting Settings page:
• Enter Key Accounts information
• Enter GPR Accounts information
• Enter Receipts handling information
• Enter Check Writing information
• Enter Reports information
Manage My Settings
3. Click the Manage My Settings link
4. On the My Settings page:
• Enter / Edit Login Email
• Enter / Edit Vacancy Posting Contact Settings
• If desired, Change Password
Notes
• Key Accounts must be set up correctly in order for your transactions and financial reports to be
correct. Review these settings immediately after conversion/ set up in AppFolio PM.
Page 96
Users
Each member of the Property Management company requiring access AppFolio will need to be setup
as a user in the system.
How to Do It
Create a New User
2. On the Settings page, go to the Users section
3. Click theNew User link
4. On the Add user page:
• Enter their Email
• Select the desired user Role
The system will send an email to the new user with a link to create a password and login to
AppFolio
Edit a User
3. Click theManage Users link
4. On the Users page click the email link for the user you wish to edit.
5. On the My Settings page for the user edit their information as appropriate
The system will send an email to the new user with a link to create a password and login to
AppFolio
Delete a User
3. Click theManage Users link
4. On the Users page, to the far right of the row for the user you wish to delete, click the round red
"minus" symbol
The system will remove the user and they will no longer have access to AppFolio
Notes
• About User Roles:
• AppFolio supports the use of user roles to help define what a user is able to see and do in
AppFolio
• There are eight user roles; from President with complete access down to View Only with
view only access
• Please read the role descriptions on the Add User page for full descriptions of each role
• There is no limit to the number of users who may be added to the system, please invite all users
necessary
• There is no additional charge for adding users
Page 97
Property Groups
Property Groups are used in AppFolio to help you filter your searches when performing functions (like
writing checks, charging late fees, paying owners, etc.) and for categorizing results in your reports.
Using Property Groups is a very powerful way to help you narrow down search results and perform
functions on specific segments of your properties, as well as for being able to categorize results in
reports to compare and contrast parts of the business.
The naming and assignment of Property Groups is completely arbitrary and you can use whatever
grouping model makes sense for your business. Common types of groupings include:
• By property type: Condo, Single Family Properties, Multi Family Properties
• By property location: Region, State, City, Neighborhood, etc.
• By property manager: for business with multiple property managers
How to Do It
Create a New Property Group
3. Click the New Property Group link
4. On the New Property Group page:
• Enter a Name for the group
• Select the check-box for each property to be included in the property group
The new Property Group will be created and will be available in future data search, filtering and
reporting
Page 98
Vacancy Postings
AppFolio provides the web page code needed to place on your web site so you may post vacancies
directly out of AppFolio and onto your web site.
This requires taking the provided code and having your website administrator add it into the page you
wish to have the vacancies appear.
How to Do It
To Get the Code to Add Vacancy Postings to Your Website
2. On the Settings page, go to the Vacancy Postings section
3. Click theManage Vacancy Posting Settings link
4. On the Vacancy Posting page:
• Select the desired Vacancy Posting Order settings
• Copy the provided javascript code and provide it to your web site administrator
Once the code has been added to your web site, any changes you make to a vacancy by
posting or unposting the listing to your web site will appear on the page
Notes
• AppFolio provides full web site design and hosting services that are completely integrated with
your AppFollio property management system rquiring only a one-time setup cost. If you are
interested in learning more please contact your Client Relationship Manager or email
services@appfolio.com
Page 99
Thank You
Hello,
We at AppFolio just wanted to say Thank You for being our client.
Headquartered in Santa Barbara, California, AppFolio, Inc. was founded by a team of technology
leaders with proven backgrounds in creating revolutionary software that businesses love to use.
AppFolio creates complete, easy-to-use, software-as-a-service business solutions for multiple vertical
markets.
For us building AppFolio is about doing two things we enjoy:
1. Creating exceptional software that rises above any other comparable product in its security,
availability, speed and ease of use
2. Creating a client experience that surpasses all expectations by its integrity, responsiveness,
thoughtfulness and dedication to your success
It is our hope that the combination of these two passions for us leads to an experience for you that is
transformational in its impact. One where your experience as a user of our products and partner in our
dealings is one that leads to you having more time, fewer hassles, and overall greater happiness.
We hope that this comes through for you in everything we do.
If you have any thoughts, feedback, questions or suggestions please contact us at:
• General Questions: info@appfolio.com

• Sales Questions: sales@appfolio.com
• Client Services Questions: services@appfolio.com
• Support Questions: support@appfolio.com
We wish you all the best success with AppFolio and your business!
Thank you,
Everyone at AppFolio
Page 100

Appfolio Manager Guide

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What are the main sections covered in the user guide?

What are the main sections covered in the user guide?

How can property groups be created and what are some common types of groupings?

How can property groups be created and what are some common types of groupings?

AppFolio

Log Into AppFolio

Finding Your Way Around

Page Tabs Overview

Additional Navigation Elements

View, Edit & Add Properties

View, Edit & Add Units

Manage Property Groups

Edit a Property Group

Add a Property Group

Manage Property Budget

View Property Map

View & Edit Tenants

Move Out Tenants

Generate Tenant Statement

Generate Tenant Unpaid Charges Report

Add & Remove Additional Tenants

Add Additional Tenants After Move In

Move Out an Additional Tenant

Remove an Additional Tenant

Renew Tenant Lease

Increase Tenant Rent

Convert Tenant Lease to Month-to-Month

Adjust Move Out Disposition

Tenant Screening Information

View, Edit & Add Owners

Setup Owner ACH Payment

Step 1: Establish ACH with Your Bank

Step 2: Setup ACH in AppFolio

Setup ACH for your Business

Setup ACH for your Owners

Step 3: Test and Confirm ACH Setup

Customize Owner Packets

Send Owner Packets

View & Edit Owners Portal

Provide Owners Access to Owners Portal

Owner Held Security Deposits

Step 1: Setup Appropriate Accounts

Part A: Create new liability GL Account

Part B: Add new liability GL account as new deposit account option

Step 2: Use Owner Held Security Deposit Account During Move In

View, Edit & Add Vendors

Post & Unpost Vacancies

Post to Your Website

Post to the Internet (www.oodle.com)

Print Vacancies List

Create New Work Order

Send the Work Order

Create a New Recurring Work Order

Send the Work Order

View & Edit Work Orders

Convert Work Order to Bill

Delete Work Order

View, Edit & Add Bank Accounts

Edit a Bank Account

Add a Bank Account