The problemThe expense problems only property managers have
Nobody else deals with this combination. Costs must be split by property, by owner, and sometimes by unit. Utility bills arrive across a dozen provider portals, each with its own login, and a missed one becomes a late fee you eat or an awkward line on an owner statement. Maintenance staff buy parts all day on shared cards, and every uncoded charge is a call you have to make before month end.
The result at most firms: an accountant spends the first week of every month logging into utility portals, matching card statements to crumpled receipts, and guessing which owner should carry which cost.
Trust erodes with every correction an owner catches.
Utility bills downloaded on a daily scheduleParts coded to property and owner at the counterAllocation carried by the record, not the recollectionStatements that reconcile before the 1stWhat Clyr automatesSix jobs off your first week of the month
Receipts from the field, coded to the property
When a tech’s card swipes at the hardware store, Clyr texts them; they reply with a photo. The expense is matched to the transaction and coded to the property, owner, and category. Automated reminders handle stragglers. Vendors and occasional helpers can submit through a no-login receipt link, so nobody needs an account to hand you a receipt.
Receipt capture and coding →
Utility bills that retrieve themselves
Clyr logs into utility provider portals daily, downloads new bills, reads them, and matches each one to the right property and unit with a confidence score. Rolling-average variance alerts flag a water bill that doubles before you pay it. Auto-pay detection prevents duplicate payments, and a PO Box intake service handles the bills that still arrive on paper.
Utility bill management →
Vendor bill pay with real approvals
Landscaping, plumbing, turnover cleans: bills route through approval rules you set by amount, vendor, or category, then get paid by ACH, check, or card. 1099 e-filing covers your vendor list at year end.
Bill pay and accounts payable →
Two-way sync with your PMS
Properties, owners, and tenants sync from Buildium into Clyr, and coded expenses sync back per property. AppFolio, Rent Manager, and Entrata sync two-way as well, plus QuickBooks on the accounting side.
Buildium integration →Markups where your management agreement allows them
Flag maintenance costs as billable and apply your standard markup so owner-billed work is consistent and documented.
Billable expenses and markup →Your existing cards and bank accounts
Amex, Visa, Mastercard, and 16,000+ financial institutions. No forced switch to a proprietary card program.
Card expense management →A turnoverA turnover, tracked end to end
Unit 12 at Fairview turns over on the 15th. Here is the expense trail with Clyr.
Your tech buys paint and a faucet cartridge; two text threads later, both receipts are captured and coded to Fairview, unit 12, owner Chen.
The turnover clean vendor sends an invoice; it routes to the portfolio manager for approval and is paid by ACH on Thursday.
The electric bill for the vacancy period downloads from the provider portal automatically and lands on the same property ledger.
Everything syncs to Buildium coded and receipt-attached. The owner statement on the 1st shows the turnover cost, documented line by line, markup applied per the agreement.
No portal logins, no receipt hunt, no statement disputes.
IntegrationsBuilt to sit beside your property management stack
Clyr has purpose-built integrations for Buildium and for short-term rental platforms Hostaway and Hosthub, with utility bill delivery into AppFolio, Rent Manager, and Entrata, and two-way accounting sync with QuickBooks. If your PMS is missing from that list, Clyr builds requested integrations for customers.
AppFolio, Rent Manager, and Entrata sync the full picture two-way: properties, units, GL accounts, and vendors come into Clyr, and coded expenses and bills post back. Managing short-term rentals as part of your portfolio? See the dedicated vacation rental expense management page.
FAQFrequently asked questions
Can Clyr split and code expenses by property and owner?
Yes. Every card transaction, receipt, and bill is coded to a property and owner, with categories and custom fields on top. That coding carries through to your PMS sync, so owner statements inherit clean data.
How does the utility bill automation actually work?
Clyr signs into utility provider portals on a daily schedule, downloads new bills, extracts the data, and matches each bill to a property and unit. You approve and pay in Clyr, or mark bills paid if they are on auto-pay. Variance alerts flag bills that jump above their rolling average.
Does Clyr integrate with Buildium?
Yes, two ways. Properties, owners, and tenants sync into Clyr, and expenses sync back to Buildium per property, with receipts attached.
Do my maintenance techs need to install an app?
No. They reply to a text message with a photo of the receipt. Email forwarding and no-login receipt links cover everyone else, including outside vendors.
Can we bill owners for maintenance with a markup?
Yes. Expenses can be flagged billable with your markup policy applied, so pass-through costs are consistent and documented on the owner statement.
What does onboarding look like for a property management company?
About 15 minutes of admin setup, then staff receive a text with instructions. Portfolio and property data comes in through your PMS integration rather than manual entry.
Get a demoBring your ugliest owner statement
Book a 20-minute demo. We will walk through exactly how each line would have been captured, coded, and synced.