How it works

The whole back office, run one way, in one place.

Four steps. The first two are what happens to a bill when it arrives. The third is for owners with more than one company. The fourth is how you stay on top of it without chasing anyone. Bills are the example because every company has them; cards, people, documents and the rest are on the modules page. Read just the headings for the shape of it, or open any step to see exactly what it does and the screen it does it on.

01Cost comes in

It reads the invoice so nobody has to

Drop in a PDF, a phone photo taken at a desk or out on the road, or a whole scanned batch. The cost comes back already matched to the project, property or location it belongs to and coded to a category, with the document still attached, ready for a person to agree with rather than a blank form to type into.

What it actually does

Read off the document Vendor, invoice number, dates, subtotals, tax and line items, including phone photos and HEIC files.
Matched by address Including the aliases your vendors actually write on their invoices instead of the legal address.
Coded from that vendor's history The same vendor lands in the same category every time, which is what makes your reports comparable month to month.
It declines to guess Two properties on the same street and no unit number on the paperwork? The cost is left unassigned and flagged. A blank field costs you thirty seconds; a confident wrong answer lands on the wrong books.
Duplicates caught on intake Repeat invoice numbers, credit memos and re-sent statements are stopped at the door rather than found at reconciliation.

Extracted from invoice_7731.pdf

Review and post · 1 of 6 in batch

Auto-filled

Company

Property Co.the workspace it was dropped into

This company

Vendor

Northgate IT Servicesmatched to vendor record

Exact

Property

1180 Larkin Stalias "Larkin 1180"

Address

Approvals that actually close

Everything waiting on a decision sits in one queue with a name attached to it. "Where is that bill?" becomes a question you answer off a screen instead of by asking three people.

What it actually does

Routed by project and role The approver who knows the work gets it, with email notification and a live count of what's pending.
Hold or reject with a reason The reason stays attached to the bill, so the vendor conversation has a record behind it instead of a memory.
A comment thread per bill The back-and-forth lives on the document rather than in somebody's text messages.
A tracker for whoever owns the money What's outstanding, how long it has been sitting, and who the holdup is, with reminders that go out on their own.
Then it hands off to your books The approved bill goes to the accounting system you already use, and a person still does the posting. We add accounting connections as customers need them.

Approval tracker

Property Co. · outstanding by approver

2 aging

M. Reyes, Operations Manager

3 billsoldest 1 day

On pace

J. Whitfield, Property Manager

7 billsoldest 9 days

Reminder sent

Held, awaiting vendor

Duplicate invoice numberreason on file

2 held

Cleared to accounting

this weekhanded off, you post

18 posted

03More than one company

Running more than one company?

Each one is set up on its own and adds $200 a month for the second, $150 for each one after. The modules are the same in every one, so the second company doesn't mean a second way of doing things.

What it actually does

Each company is set up on its own Its own vendors, people, documents and approvals, kept separate from the others.
You decide who sees what Named access profiles and per-user overrides, so people see the work they're responsible for and nothing else.
The same modules in every company Bills and approvals, cards and receipts, documents, people and the audit trail work the same way wherever you are, so nobody relearns the system when they cross a company line.

Your companies

Sample companies

4 companies

Field Services Co.

Servicesyour role Owner

Kept separate

Property Co.

Propertyyour role Owner

Kept separate

Restaurant Group

Restaurantsyour role Owner

Kept separate

Wholesale Supply Co.

Wholesaleyour role Owner

Kept separate

04Staying on top of it

The owner stops finding out last

Today the owner finds out what's stuck when someone calls about it. With one approval queue and one outstanding tracker, "where is that bill?" is something you look up instead of chase.

What it actually does

Pending approvals, in one queue Every bill waiting on a decision, with how long it has been sitting.
Who the holdup is What's outstanding by approver, with reminders that go out on their own.
The same in every company If you run more than one, each gets the same queue and tracker, and nothing gets merged: each company's records stay its own.

Also in the price

Industry modules included

The four steps above are the foundation every company runs on. On top of it, switch on the modules built for your industry: bids, daily logs and draws for construction, an online store for retail, proposals and billable hours for software development, and more. Use the ones that fit, leave the rest off.

See the modules by industry

If you're evaluating seriously

The procurement questions

Skip these unless they're your job. They're here so you don't have to book a call to ask.

Is our data separated from other customers?

Every table is scoped to your organization with row-level security enforced by Postgres, not by a filter in application code that somebody can forget to write. The isolation doesn't depend on the application remembering.

Are my own companies kept apart from each other?

Yes. Each company is set up on its own, with its own vendors, people, documents and approvals, and nothing is merged between them.

What happens if someone changes the wrong thing?

Row-level change capture is append-only. You can see who changed what and when, and put a bad edit back without filing a support ticket. Unusual bursts of activity raise an alert rather than waiting to be noticed.

Can we get our data out?

Bills, invoices, documents and photos export on request in a machine-readable format, during your subscription and for 90 days after it ends. Leaving should be a task, not a negotiation.

Does this replace our accounting system?

No. Your accounting system stays your ledger and your accountant keeps working the way they already do. Cordwyn hands the approved bill to it and stops; a person does the posting. We add accounting connections as customers need them.

Who can see what?

Named access profiles, per-project access and per-user overrides. A manager sees their projects; the controller sees the money; an outside party sees what you emailed them a link to and nothing else.

How hard is it to move our existing data in?

Vendors, projects, users and history come in as batches you can check a slice of first, then merge the duplicates every real dataset arrives with. Categories and vendor-to-category mappings come along, which is what makes the coding useful in week one instead of month three.

The whole back office, run one way, in one place.

It reads the invoice so nobody has to

Extracted from invoice_7731.pdf

Approvals that actually close

Approval tracker

Running more than one company?

Your companies

The owner stops finding out last

Industry modules included

The procurement questions

The number

Everything included

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