Modernizing your accounts payable (AP) process may feel like a daunting project—but it doesn’t have to be. For property managers and real estate professionals looking to save time and money, reduce risk, and increase control, AP automation can be a smart and practical step forward.
In this post, we’ll walk you through what the process typically looks like when working with a solution like AvidXchange—based on thousands of successful real estate implementations and feedback from the teams who guide customers through every step.
Whether you’re just starting to explore options or you’re ready to take action, this will help you understand what to expect and how to prepare.
Step One: Start with a 10-Minute Intro Call
Once you request a demo on the AvidXchange website, we’ll start with a quick call to learn how you’re handling AP today and help you figure out if automation is the right next step for your team.
What you'll share with us:
- How many invoices you process each month
- Challenges with your current AP process
- What accounting software you use
Sometimes it’s clear early on that automation might not make sense. We’ll be upfront about that and point you in a better direction. For example, teams handling a low volume of invoices or still working entirely on paper might not be a good fit for AP automation yet.
If it is a good fit, we’ll connect you with someone who specializes in helping real estate companies, and they can guide you through the next steps.
Step Two: Discovery and Tailored Demo
After the intro call, the next step is a 30-minute call with your dedicated account executive. This is your chance to walk through how your AP process works today—what’s working, what’s frustrating, and what’s getting in the way. Your account executive will ask thoughtful questions and take the time to really understand your workflow so they can recommend the right solution for your team.
From there, you’ll move into a demo with your AE or a solutions consultant. The demo is shaped by your earlier conversation, so it’s focused on the areas where automation can make the biggest impact for your team, whether that’s full purchase-to-pay automation or pay-only. This call typically takes 60 minutes.
Depending on your timeline, pricing may also be covered during this step—either at the end of the demo or in a short follow-up call.
Step Three: Internal Buy-In and Sign-Off
By this point, you’ll already have a good sense of what automation costs and how it could benefit your team. Step Three is your time to finalize the details and get internal alignment—especially if additional stakeholders need to weigh in.
Every organization handles approvals a little differently. Some move quickly. Others need more time for legal reviews, procurement steps, or aligning across departments.
For most teams, you can move from the first step (introductory call) to signing the dotted line in about 3-4 weeks.
Tip: If you’re running into internal roadblocks, ask your account executive for materials and customer stories that speak directly to your CFOs and finance leaders. We have nearly 20 years of experience in real estate AP automation—we can help you make the case.
Step Four: Implementation
Once your agreement is finalized, the implementation process begins. For real estate companies, this typically takes as little as 45 days, depending on the complexity of your integration and whether you’re automating invoices, payments, or both.
Key milestones in most* real estate implementations:
- Welcome Emails: Sent after signing to introduce the team and confirm details
- Executive Sponsor Call: A brief kickoff with your dedicated project manager
- Kickoff Call: 60-to-90-minute call to outline the timeline and project process
- Scoping Phase: Call to identify key setup configurations
- Payment Certification Call: Confirm payment types and compliance
- Integration Setup and Testing Call: Ensure your system and AvidXchange are synced
- Configuration: AvidXchange configures your system based on the process you outline for us
- Training Calls: Includes admin and portal training using a “train-the-trainer” model
- Go-Live: You’re up and running
*Again, this process can look slightly different based on the complexity of your project. But this is a typical journey.
From there, you’ll enter a guided 8-week optimization period, with weekly check-in calls to ensure your system is delivering the value you expected.
After this, you’ve completed implementation—but we won’t leave you hanging. You’ll have dedicated support from the AvidXchange team for any technical questions or process updates that come up along the way. You can also access the AvidXchange Community, an ever-growing knowledge base about AvidXchange products and practices.
Tip: We use a “train-the-trainer” model. Your core AP team will go through guided training, and they’ll help train the rest of your organization. We also provide self-serve videos and documentation to support end users. This approach helps your team stay self-sufficient while still having expert help along the way.
Common Misconceptions About Getting Started
AP automation can seem a little complex at first—but that’s normal. If you’re not sure what to expect, here are a few common misconceptions that come up around this stage.
"This should only take a couple of weeks, right?"
Not exactly. While getting started doesn’t take months, it’s not instant either. Most teams spend about 3–4 weeks from first conversation to signing an agreement. From there, implementation is as little as 45 days but typically takes 60–100 days, depending on your setup. Those who prioritize implementation internally will see a much faster turnaround.
The goal isn’t just to turn the system on—it’s to make sure your team is fully set up and confident using it from day one.
“AI will handle everything for us.”
Automation speeds up and streamlines your process, but it doesn’t eliminate your team’s input. You still have control over coding, approvals, and final decisions. AI-enhanced tools can auto-populate fields and generate reports that support smarter decision-making—but you stay in the driver’s seat.
“Isn’t this going to overwhelm my team?”
If you’re in a busy season and your team is already stretched thin, it might make sense to wait until things settle. But there’s irony in “not having time” for AP automation, when AP automation is what frees up your time in the long run.
The short-term effort of learning a new system can lead to long-term breathing room, and you’ll have an experienced AvidXchange team guiding you every step of the way. You’ll move at a pace that works best for you with the help of self-guided training, weekly check-ins, and a clear onboarding plan.
Tips for Success
Getting the most out of AP automation isn’t about flipping a switch, it’s about setting your team up for long-term success. Here’s what helps make that happen:
✅ Engage your key stakeholders early
Bring in decision-makers before it’s time to sign. If you need help making the case, your account executive can provide ROI calculations, customer references, and talking points tailored to your team.
✅ Come to meetings prepared
The more we know up front, the smoother the process. Before our first call, it helps if you know things like your payment and invoice volume, which accounting system you use, and what problems you’re hoping automation can solve.
✅ Manage your timeline expectations
Implementation isn’t instant, and that’s a good thing. We’re going to take the time to connect your systems the right way and make sure your team can use the platform confidently from day one.
Ready to Take the First Step Toward AP Automation?
AP automation doesn’t happen overnight, but that doesn’t mean it’s difficult. With the right support, it’s a clear, manageable process from start to finish.
From time savings and scalability to reduced fraud and less team burnout, the ROI of AP automation in real estate is clear. And many of our real estate customers say they wish they’d started sooner.
If you’re ready to explore how AvidXchange can help modernize your AP process, your next step is to fill out the form on our Book a Demo page, and we’ll guide you from there.