Keeping track of hotel payables has no reason to be complicated. You need a system that is quick, adaptable, and intelligent in the fast-paced hospitality industry of today—especially when working with numerous vendors, properties, and payment methods.
Nimble Property is launching its recently improved Accounts Payable (AP) module for precisely this reason. Hotel accounting teams’ approach to vendor management, bill processing, approvals, and payments has completely changed because of this, and it goes beyond a simple software update.
Let’s examine what makes this update innovative. Vendor management undergoes a significant transformation.
A Centralized Dashboard for Vendors
There will be fewer instances of navigating across property panels to locate vendor information. You can now see all properties in one summary view on the new Vendor Master screen. You may immediately view debit memos, outstanding invoices, and awaiting approvals.
- Verify invoices and access bill details without having to go to other modules.
- Utilize a single, streamlined interface to manage transactions.
- With the help of this dashboard, vendor administration is simple and consolidated for both small and large hotels.
Cleaner Audit Log & Vendor UI
With logical divisions for contract, payment preferences, name, and address, the Add/Edit Vendor interface is now more structured. By default, sensitive information such as Canadian Direct Deposit details is hidden, and any modifications to access are recorded in a new audit log, which is ideal for accountability and compliance.
Bill Entry & Approval: Unified, Streamlined, Smart
Multiple Actions on Single Screen
Debit notes and bills are now combined into a single interface on the revised Bill Entry screen. With the following features, users may quickly enter data and switch between types with either manually or with OCR automation:
- Top-right action buttons
- Fast links to “Transaction History” or “Load Last Transaction”
- An approval system that adjusts to your workflow
- Approval is no longer limited to bill entry.
The following features are now supported by the system:
- Multi-level approval flows (GM, Accounting, Controller, etc.);
- Approval tracking for Repay, EFT, and Microsys payments.
- Role-based views with intelligent “Verify” or “Approve” prompts.
- Bulk approval/rejection with vendor, status, or property filters; and Approval pop-ups with invoice previews and attachments for approvers without requiring them to delve deeply.
OCR Automation: Let AI Take Care of Hard Work
Invoice uploads become a nearly automated process because of Nimble’s integrated OCR functionality:
- AI retrieves the invoice number, vendor, date, amounts, and line items from invoices that can be emailed or dropped.
- Multi-line bills are mapped to a default Chart of Accounts. (often “Ask the Accountant”) and classified into predefined “purposes” (e.g., Equipment, Delivery Charges, Tax).
- The audit trail displays the uploader, time, and method.
- If something is unclear, it goes to the “Attention Required” tab, where you can see exactly what needs to be fixed. Integrated ePayments via Repay.
Nimble’s integration with Repay takes ePayments to the next level:
- Bill payments require dual authorization (Nimble and Repay-level).
- Batch payments are made, and real-time status information are provided: pending, processing, or paid.
- ACH, checks, or VCCs are automatically processed in accordance with vendor settings.
- Repay handles vendor verification, refunds, and alerts for undeposited checks.
- Administrators can use rules (such as threshold amounts) to limit or automatically authorize payments.
- Everything is documented in thorough audit logs, guaranteeing openness throughout.
- Complete audit control and smarter security
- The AP module has protections that lower risk while maintaining team flexibility.
- Role-based access to approval, rejection, or pay.
- Masked sensitive fields (such as Canadian banking information).
- Audit logs for every crucial field change; no edits after payment.
- Preventing illegal adjustments and overpayment protection with enforced voiding before changes.
- Multi-signature checks now supported
These characteristics improve compliance and lower the likelihood of fraud or error, particularly in high-volume settings.
Reports and Insights That Put in More Work
Reporting is now a strategic advantage rather than merely a back-office task. Now included in the AP module are:
- Two new vendor reports with enhanced filters
- Attachment exports filtered by vendor
- Cross-corporation vendor lookups
- Status-based filters and customizable grids
View payment details (check, amount, method, etc.) inside and outside transactions
Also, selecting a vendor now provides a financial summary from outstanding amounts to debit memos all in one view.
What’s Coming Next?
We’re just getting started. Here’s what’s on the roadmap for Phase 2:
- 1099 tracking
- Cash-based accounting sync
- Balance sheet-level AP reporting
- Purpose-level automation for invoice lines
- Automated invoice matching & reconciliation
- Use tax logic updates
- Contract-based bill validation
- Enhanced sandbox testing for ePayments
Since bookkeepers, hotel accountants, and OCR teams are the ones who use this module the most, their real-world input shapes every improvement.
Concluding Remarks: A Platform That Functions the Way You Do
The enhanced AP module offers functionality that fits into your daily routine in addition to features. Nimble Property provides the resources you need to work more quickly, intelligently, and confidently, whether you’re managing payables for a single boutique hotel or a chain of hotels with multiple brands.
- More control over compliance and approvals.
- Less time spent on manual entries.
- Clearer insights to support financial decisions
- Integrated audit visibility and teamwork
Are You Prepared to Simplify Your Accounts Payable?
The new AP module is now ready for internal testing, with client rollouts underway. Do you want to be one of the first people to experience the new hotel AP standard? Make an appointment for your upgrade, request a demo, and speak with our onboarding staff right now.
Allow Nimble Property to handle payables so you can concentrate on what really counts managing a successful hotel company.
