The Approvals tab in Propra is located under Accounting and is designed for the controller or accounting team to review and approve financial activity before it is finalized in the system.

This page is used to approve:

The Approvals page helps ensure all financial activity is reviewed before being posted to tenant, owner, or supplier ledgers.

​

Each section in the Approvals tab contains columns that can be filtered or sorted.

To sort a column:

This allows you to organize approvals by:

The Charges section displays charges created by your property management team that require approval before they are added to a tenant or owner ledger.

For example:

If the charge type is configured to require approval over a certain limit, the charge will first appear in the Approvals page before being posted.

Until approved:

Select the + icon to reveal additional notes left regarding the charge.

Select the pencil icon to make edits such as:

You can:

Then choose:

The charge will:

The charge will not be posted to the ledger.

The Deposits section displays deposits that were manually recorded by the property management team.

Examples include:

These deposits must be approved before being posted to the ledger.

Select the pencil icon to:

You can select:

Then choose to approve or decline them.

The deposit will:

Deposits cannot be recorded from the tenant financial page unless an invoice already exists.

The AutoPay Payments section displays bills that were selected for payment from the Payables page.

These are bills that are about to be processed through the banking system.

Click on the batch to review the bills and then the + icon to reveal additional bill details.

You can:

The payment will be processed through the bank.

The bill will return to the Payables page as outstanding.

The AutoPay Deposits section displays invoices selected for processing from the Receivables page.

These deposits are waiting to be processed through the banking system.

Click the batch to review the deposits and the + icon to reveal more details about the invoice.

You can:

The deposit will process through the bank.

The invoice will return to the Receivables page as outstanding.

The Scans section is where uploaded invoices and deposits are reviewed before being added to the accounting system.

Scans can originate from:

To upload a bill manually:

To scan using the app:

You can scan:

You can email invoices directly to:

[email protected]

You can also forward e-transfer emails directly to this address.

**You cannot set up automatic forwarding to [email protected] - this is not an email domain, it is a bot that reads the scans.

You can automatically populate scan fields using tags in the body of your email.

Use:

#Desc [your text]

Example:

#Desc Unit 301 Plumbing Repairs

This creates a short-form description that appears on financial statements.

Use:

#Notes [your text]

Example:

#Notes Toilet in Unit 301 was damaged by tenant, paid by PM and needs to be repaid by tenant

This creates internal notes for reference only.

The system automatically detects duplicate invoices and will not upload the same document twice.

If an uploaded invoice does not appear:

If the invoice still cannot be found, it may have:

In these cases, you may need to:

A scan may fail if:

The system attempts to match information such as:

If there is not enough information to identify the document correctly, the upload may be rejected.
​

To stay organized, it is highly recommended to create a dedicated email folder for all invoices, scans, and e-transfer emails that you forward to [email protected].

This helps your team:

Additional best practices:

Staying organized with your forwarded scans makes approvals faster, reduces accounting errors, and helps your team easily track financial activity in Propra.

It is recommended that the team member who uploaded the scan reviews it before controller approval.

Reviewers should confirm:

Using the three-dot review button, reviewers can mark scans as:

This makes the controller approval process much easier and more efficient.

You can:

Select the scans you wish to review and choose:

The scan will be removed from the page.

Examples:

These will move to the Receivables page.

The payment will appear as a credit that can be applied to outstanding invoices.

Invoices and supplier bills will move to the Payables page where they can then be processed for payment.

You can filter scans by team to make reviewing easier for property managers and accounting staff.

For example:

This helps organize approvals and improves workflow efficiency.