MELD Billing - Accounting Clerks - How To Guide

MELD Billing

In the MELD system billing clerks will review four categories:

• Completed No Need To Bill
• Invoices Approved
• Expenditures Approved
• Owner Contribution Hold Needed

Completed No Need To Bill: This category is for Melds that are closed and need no billing. 

1. Open the Meld, review the notes and uploaded documents. If there are questions let Accounting Manager know.
2. Navigate to the Work Order in AppFolio by going to the link on the Meld, “View Work Order in AppFolio”
3. In AppFolio Work Oder, the status should be indicated as “Completed No Need To Bill”, under Actions… select “Mark Completed”, the date can remain todays date, select the check box “No Bill Needed”.
4. In Meld, remove the tag “Completed No Need To Bill”.
5. If needed or appears the Meld has been reassigned to tag “Completed No Need To Bill” after marking the Work Order complete in AppFolio; then make a note in Meld to the Manager "marked Completed No Need To Bill in AppFolio".

Invoices Approved:

1. Open the Meld, review the notes and uploaded documents. If there are questions let Accounting Manager know, if EAT IT to Tenant Charge let Accounting Manager know.
2. Navigate to the Work Order in AppFolio by going to the link on the Meld, “View Work Order in AppFolio".

3. Review if there are any additional open work orders under Recent Work Orders for Unit.

4. In AppFolio Work Oder, the status should be indicated as “Work Done”, if it says Estimate and there is an estimate for something other than the current billing item +Add a Work Order (-2)

4.B. Adding a Work Order (-2)

Click the link +Add

1. Select Work Order Issue from drop down menu. 
2. Enter the job description from the first Work Order, 
3. Skip down to Vendor and select the Vendor needed (this should be noted on the Meld. If not ask the MC or PRC.) 
4. If ready to bill, check boxMark Ready to Bill
5. click Save.

5.Under Actions… select “Bill Through Corporate”. 

• Make sure the correct Vendor is selected
• select Corporate Entity: Real Property Management Pros
• leave the Job Description
• check box, Mark work order completed
• Billable Items, Description: this should be in the Meld notes but modify if needed to be a short good description of work performed (that the owner will see on their statement)
• Add the correct GL non 0 Cost of Svs (this should be noted on the Meld notes, however if it seams wrong let Accounting Manager know)
• Quantity would typically remain as 1
• Rate, enter the vendor payable amount
• Add Billable Items is applicable 
• Billable Details, Invoice # / Bill Reference: Invoice number if vendor has one / Meld number / Property Address  / Work Order number.
• Bill Date, Bill Due Date and Bill Posting date all the same would be todays date if ACH or check paid vendor OR if a Credit Card paid vendor then the date the credit card was charged (this should be noted in the Meld)
• Bill Remarks, Meld number only
• Once bill is generated open the bill back up and edit if needed

EDITS for Credit Card Payments

• Open bill back up and change Cash Account to 1020-200 Credit Card 1
• Add check Memo detail from Credit Card payment including VISA #### (this should be noted in the Meld)
• Pay Bill Now, Other Payment, Payment Date should match the Credit Card payment date, Payment Type should be Credit/Debit Card, Payment Reference should be VISA ####

Go back into the vendor bill and in the Task function select “Bill Back to Property”.

(You may need to open back up the Meld and Work Order at this point to gain needed information.)

• Charge & Bill Date, and Due Date should remain todays date
• Enter the Property
• Property GL should directly match the vendor charge as a 0-expense
• Description should match the Billable Items, Description: this should be in the Meld notes but modify if needed to be a short good description of work performed (that the owner will see on their statement)
• Corporate GL Account should directly match the charges as a non 0 Revenue income
• Amount may be higher than the vendor bill and should be noted in the Meld.
• Check box, Generate invoice(s) from this bill back
• Invoice Date should remain todays date
• Work Order # must be entered to link to the Work Order 
• Payment Terms can be left blank
• Save
• In the next window that appears go down to Corporate Transactions and open the bill by clicking the Bill Amount
• Edit
• Again you must insert the Work Order number so it will link to the Work Order
• Reference should match the vendors, Invoice # / Bill Reference: Invoice number if vendor has one / Meld number / Property Address  / Work Order number.
• Remarks should only list the Meld number 
• Everything else should be fine as is and Save

Link back to the Work Order to review. The Work Order should now say COMPLETED and you should see the bills you generated on the Work Oder 

5. Go back to the Meld, scroll down to Current Costs, find the Invoice Approved, select View, select Pay, select Choose Payment Method, click either Credit Card or Cash as applicable (do not use the Check function) select Record.

Expenditures Approved:

1. Open the Meld, review the notes and uploaded documents. If there are questions let Accounting Manager know, if EAT IT to Tenant Charge let Accounting Manager know.
2. Navigate to the Work Order in AppFolio by going to the link on the Meld, “View Work Order in AppFolio”

3. Review if there are any additional open work orders under Recent Work Orders for Unit

4.In AppFolio Work Oder, the status should be indicated as “Work Done”, if it says Estimate and there is an estimate for something other than the current billing item +Add a Work Order (-2)

4.B.Adding a Work Order (-2)

1. Click the link +Add
   1. Select Work Order Issue from drop down menu. 
   2. Enter the job description from the first Work Order, 
   3. Skip down to Vendor and select the Vendor needed (this should be noted on the Meld. If not ask the MC or PRC.) 
   4. If ready to bill, check boxMark Ready to Bill
   5. click Save.

5.Under Actions… select “Bill Through Corporate”

• Make sure the correct Vendor is selected
• select Corporate Entity,Real Property Management Pros
• leave the Job Description
• check box, Mark work order completed
• Billable Items, Description: this should be in the Meld notes but modify if needed to be a short good description of work performed (that the owner will see on their statement)
• Add the correct GL non 0 Cost of Svs (this should be noted on the Meld notes, however if it seams wrong let Accounting Manager know)
• Quantity would typically remain as 1
• Rate, enter the vendor payable amount
• Add Billable Items is applicable 
• Billable Details, Invoice # / Bill Reference: Invoice number if vendor has one / Meld number / Property Address  / Work Order number.
• Bill Date, Bill Due Date and Bill Posting date all the same would be todays date if ACH or check paid vendor OR if a Credit Card paid vendor then the date the credit card was charged (this should be noted in the Meld)
• Bill Remarks, Meld number only
• Once bill is generated open the bill back up and edit if needed

EDITS for Credit Card Payments

• Open bill back up and change Cash Account to 1020-200 Credit Card 1
• Add check Memo detail from Credit Card payment including VISA #### (this should be noted in the Meld)
• Pay Bill Now, Other Payment, Payment Date should match the Credit Card payment date, Payment Type should be Credit/Debit Card, Payment Reference should be VISA ####

Go back into the vendor bill and in the Task function select “Bill Back to Property”.

(You may need to open back up the Meld and Work Order at this point to gain needed information.)

• Charge & Bill Date, and Due Date should remain todays date
• Enter the Property
• Property GL should directly match the vendor charge as a 0-expense
• Description should match the Billable Items, Description: this should be in the Meld notes but modify if needed to be a short good description of work performed (that the owner will see on their statement)
• Corporate GL Account should directly match the charges as a non 0 Revenue income
• Amount may be higher than the vendor bill and should be noted in the Meld.
• Check box, Generate invoice(s) from this bill back
• Invoice Date should remain todays date
• Work Order # must be entered to link to the Work Order 
• Payment Terms can be left blank
• Save
• In the next window that appears go down to Corporate Transactions and open the bill by clicking the Bill Amount
• Edit
• Again you must insert the Work Order number so it will link to the Work Order
• Reference should match the vendors, Invoice # / Bill Reference: Invoice number if vendor has one / Meld number / Property Address  / Work Order number.
• Remarks should only list the Meld number 
• Everything else should be fine as is and Save

Link back to the Work Order to review. The Work Order should now say COMPLETED and you should see the bills you generated on the Work Oder 

5. Go back to the Meld, scroll down to Current Costs, find the Expenditure Approved, select View, select Mark Billed.

*HOME WARRANTY OUTSIDE VENDORS:

If an outside Vendor is used and paid by Credit Card that is not in AppFolio and was ordered by a Home Warranty company and then paid by Credit Card, Use the Home Warranty as the Vendor and note the Vendor Company paid. When creating the billable use the Vendor paid name as the Invoice # / and then in the Memo add the Vendor paid before the VISA ####

Ref: https://rpmva002.appfolio.com/accounting/payable_invoices/1428627

Owner Contribution Hold Needed: Work Order Estimates / Owner Contributions is used to hold owner contributions when billing has not yet occurred. 

Tag Owner Contribution Hold Needed is to be added by MC's and PRC's for any request of owner contribution. + And a billing note on the Meld need to be - Owner Contribution Request $#.##  Description of work, V: Vendor Name. (Example: Owner Contribution Request $1,065.00 Tree Removal Deposit , V: Lopez Tree Services)

1. Open a the Meld, review the notes. If there are questions let Accounting Manager know.
2. Review Owner Contribution on the owner statement page in AppFolio to make sure owner contribution funds have been received.
3. Navigate to the Work Order in AppFolio by going to the link on the Meld, “View Work Order in AppFolio”
4. On the Work Order under the header Estimates, select the link to Enter Estimates.
   1. Select the Vendor needed (this should be noted on the Meld. If not ask the MC or PRC.) 
   2. Enter the Estimated $ (this should match the owner contribution unless otherwise specified by the MC or PRC.)
   3. Estimated Approval, select Approved
   4. add Internal Notes of Description: this should be in the Meld notes but modify if needed to be a short good description of work performed (that the owner will see on their statement)
   5. Check box, withhold Owner Funds
   6. Navigate to the owner statement in AppFolio, you should see the Work Order Estimate holding $ amount to match what you just created.
5. If there is already a billed item on the Work Order you will have to +Add a work order to make another (-2)
   1. Select Work Order Issue from drop down menu. 
   2. Enter the job description from the first Work Order, 
   3. Skip down to Vendor and select the Vendor needed (this should be noted on the Meld. If not ask the MC or PRC.) 
   4. Skip down to save.
   5. Once back on the new work order (-2) edit the estimate, placing the amount of $ , estimate approved, and add Internal Notes of Description: this should be in the Meld notes but modify if needed to be a short good description of work performed (that the owner will see on their statement)
   6. Check box, withhold Owner Funds
   7. Navigate to the owner statement in AppFolio, you should see the Work Order Estimate holding $ amount to match what you just created.
   8. Final Step: Go back int the Meld and remove the tag, Owner Contribution Hold Needed. + Add note to Manager only, $#.## Estimate Holding billed (Example: Estimate Holding billed  $1,065.00)

REFUNDS: Any refund request should be noted and have a corresponding TQM with Accounting Adjustment Request.

EAT IT’s: Any time a note is made that the charges should be a company expense “EAT IT” notify the Accounting Manager. Any eat it should be noted and have a corresponding TQM with Accounting Adjustment Request.

TENANT CHARGES: Any time a note is made that the charges should be a Tenant responsibility notify the Accounting Manager. (This may be detailed out further in the future for billing clerks to handle without notification but not at this current time.)

In the billed Work Order, open the property bill, In the Task function, select Charge this Bill to Tenant.

Edit the amount as noted in the Meld.

Leave the dates as today

Leave the GL

Description should match what the owner sees, Description of work performed - Meld number (and any modification if part charges to tenant)

Check box, Notify tenant of new charge

You should now see this bill item on the Work Order

Reviewing open Work Orders in AppFolio and process to closeout if over 90 days:

Pull saved report, Meld cleanup-change dates-review for completed no need to bill

Standardized GL codes:

John Volmer GL codes and Cost Center:

*cost center -100 Maintenance is to be used only for John Volmer billing and All John Volmer related billing.

MELD billing notes provided by MC or PRC coordinator:

Description of work (short and specific that the owner will see)

V: $ (amount paid or to be paid to vendor + type of work described (ie. plumbing, electric, HVAC, garage, yard care, carpentry, make ready, re-key)

VISA payments: If the vendor is paid by VISA please add the note, VISA #### (this are the last four number of your visa used to pay the vendor) paid MM/DD/YYYY

P: $ (property is to be charged)

T: $ (amount tenant is to be charged) IF for only a portion of the work add a description the tenant will see. *IF no tenant charge is needed T: information can be left off the billing note*

EAT IT: any eat it should be noted @ mention Accounting Manager (Carrie Rodriguez) and have a corresponding TQM with Accounting Adjustment Request.

Tenant Refund: Any request for tenant refund should be noted @ mention Accounting Manager (Carrie Rodriguez) and have a corresponding TQM with Accounting Adjustment Request.

Upload the vendor Invoice if and when possible.

Upload the VISA pmt receipt if and when possible. 

No need to add the GL. Billing clerks will choose the GL from the type of work.

IF a Meld is completed no need to bill, or cancelled no need to bill, YOU MUST put it in the Completed No Need To Bill category by placing the tag in Meld so that the accounting clerks can identify it and closeout the corresponding Work Order. Please make a billing note on the Meld, No Need To Bill. Accounting Clerks will then remove this tag once they closeout the corresponding Work Order in AppFolio. 

Examples of billing notes

OutletRepair / Light Bulb Change / Doorbell Repair

V: $353.90 Make Ready

VISA 9684 paid 12/30/2025

P: $371.60

Vacant - Make Ready Cleaning

V: $200.00 Make Ready

P: $200.00

Water remediation - clogged toilet overflow

V: $745 Plumbing

P: $745 

T: $745

Replaced the closet switch and two convenience outlets

V: $0

P: $350 Handyman Services (John Volmer)

Replacement of Back Door Deadbolt and Back Door Rekey

V: $40.25 Home Depot - Maintenance Supplies

VISA 9684 01/20/2026

V: $42.38 Lowe’s- Maintenance Supplies

VISA 9684 01/22/2026 

P: $190.00 Rekey (John Volmer)

VISA #### list

Amy Wilson - ....7781

Carrie Rodriguez - ....2414

Cynthia Cole - ....2420

Erin Wolf - ....7104

Jairo Melendez - ....3687

Selina James-deming - ....1148