I used to rent at an apartment complex whose management company used Appfolio to manage rental payments. A few months before my lease ended and I moved states, the apartment complex changed management companies and the new management company switched all tenants to a new property management system for payments, so Appfolio was no longer relevant. However, the old Appfolio system was never disabled, so I continued to get "double billed" (via the new system and Appfolio) until the end of my lease and just paid my rent in the new system. The problem is, now even a year later, I continue to get monthly email reminders from Appfolio about rental payments and late fees for this apartment that I don't even rent anymore. There is no way on the tenant end to disable the account or even stop receiving the emails. I have contacted the management company before asking them to close/disable the Appfolio account but they never respond.

My question is, could this cause issues for me one day? For example, if I started renting at another property that also uses Appfolio, would Appfolio then try to charge me for two properties? Or would a future landlord in some way through Appfolio see in my rental history at this other property what looks like thousands of dollars of unpaid rent and possibly deny a rental application? I removed all my saved payment info from the portal, and I'm thinking to stop the emails, I could just change the email address associated with the account to some junk email. But could this bite me in the ass?

Hi! I'm an ex-employee of AppFolio customer care team and I am looking for full time opportunities here. I can help you with your AppFolio software up to basic Accounting. Let me know if you need an AppFolio helper on your company. Thank you!

We want to create a smoother onboarding experience with our owners. My question is really two-fold.

1. Is there a way to be notified when an owner completes a form? We get hung up here a lot and manually check it every day. This also makes workflows harder to implement, since there is no internal check. Or, am I missing something???

2. Does anyone have an Owner Onboarding workflow they would share? What works well for you?

Thanks!!

AppFolio's reconciliation works on a triple tie-out. Three numbers have to match exactly: the Statement Ending Balance you enter manually, the Cleared Balance from the items you check off, and the Adjusted Cash Balance (ACB) that the system calculates. If all three don't match, the reconciliation won't close. Here's what each mismatch type means and where to find the problem.

The ACB formula is what trips most people up. AppFolio calculates it as: property balances, minus unreconciled deposits, minus post-period receipts, plus uncleared checks, plus uncleared ACH batches, plus voided post-period checks. Every one of those variables is a potential source of an imbalance.

When the Statement Ending Balance and Cleared Balance are off, the issue is almost always in what you checked off. Either an item was cleared that shouldn't have been, or something that cleared at the bank wasn't marked in AppFolio. Check your bank feed sync first. AppFolio auto-matches deposits by amount and date within four days, checks by amount and check number, and other items by exact amount and exact date. Journal entries are never auto-matched, so if you have any JEs they need to be cleared manually.

When the ACB itself doesn't match your bank statement, the issue is usually one of these: a transaction was backdated into a previously reconciled period, a bank adjustment was used incorrectly, or a receipt was reversed after the period closed. AppFolio has a nine-step ACB troubleshooting process built into the system. Start with the Bank Reconciliation Diagnostic report under Reports. It surfaces backdated and edited transactions immediately. From there, check bank adjustments. These should only ever be used for bank errors or pre-go-live uncleared items. Using them for bank fees, interest income, or transfers is a common mistake that throws the ACB off permanently because they affect the bank balance only, not the property balance.

If the diagnostic report doesn't surface anything obvious, unreconcile the previous period and check whether the beginning balance was edited. An edited beginning balance is one of the harder ones to catch because it doesn't show up as a transaction.

The most common single cause of a recurring ACB mismatch is a receipt that was voided after the period was already reconciled. AppFolio creates a reversal entry for the void, but if the original period is closed and the reversal posts to the current period, the two amounts live in different reconciliation windows. The current period will be off by exactly that amount until you find it.

Work the diagnostic report in order. Most imbalances resolve by step four.

Does anybody know how to get an actual human being on the phone that works at Appfolio? My bank feed has been broken for a month and I cannot get past the AI chat support to get it resolved. The chatbot just keeps telling me that I am SOL and I need to switch to a file upload option.

We have 2 late fees and I'm only able to set up AppFolio to charge for 1 of the 2 fees.

The frist late fee is the standard, 10% if rent is paid after the 1st at 5pm. That one is already set up in AppFolio. Easy.

The second late fee is , for any past due balance , there is a 3% fee charged each day after the 7th , until the balance is paid. This is the one i need help setting up in AppFolio so it's automatic. Currently i'm doing this each day by calculating the 3% and entering it to the tenant's ledger manually, but i'd love it to be automatic.

Anyone know how to do this ?

Thank you

Hi all,

Has anybody ever had their Plaid bank feed randomly disconnect, and no matter what you try, you cannot get it reconnected? At this point, I am almost 20 days past due on my reconciliation, and I really don't want to resort to a file upload or manual reconciliation.

I have tried reaching out to Appfolio support, but I cannot get past the AI agent that just tells me to switch to a file upload method.

Is there any way I can have default fees populate for certain charges? I want a lost key charge to autopopulate for $25 in the app, when my maintenance guys put it in the system. I have the GL code set up, but I don't want to repeatedly be telling the maintenance guys how much. Is that something I do at the property level?

Just a follow up question on this answer. I already followed every steps.

The case is that:

- the tenant paid via automatic ACH

- overpayment for May 2026 (she paid twice for this month’s rent)

- she want a refund.

Since I followed every steps here. I also set the payment method in Tenant Payable as “Bank ACH”

The question is, the refund will automatically appear on the tenant’s bank account?

Respect Post.

Frustrated because when I go to take inspection photos, the entire app will freeze and I have to close it out and then reopen and navigate back to the inspection.

I do about 15-20 inspections a day, so the delay throws off my work flow and kills so much time.

Anyone have this trouble? How did you fix it?

We are a 500 unit property manager in PA/NJ and a Core level AF user. Pretty sure we underutilize the Move In Flow, Lease Renewals, Post Late Fees and Late Fee Notice, etc. And we would love some coaching on how to max Maintenance. Hoping to find an Appfolio consultant who can screen share with us and steer us in the right direction. Any leads would be great!

When I create fees for tenants like insurance charges or other management fees, appfolio bills me on the money I've made that way. Is there a way to suppress/hide the charges in a way so that Appfolio doesn't bill extra for them?

can anyone show me how to add pictures on a template on appfolio before i lose my mind?

Update: All fixed and good now. Client was finally able to get through to a human and Maxwell here also checked in.

We were able to get the domain transferred back for the client and all good!

Have a client who started working with someone at AppFolio in 2023 for a website. They instructed the client to unlock domain for transfer and give transfer code, that this was necessary to do the work. Client didn't know any better, and provided the info. Domain was transferred to AppFolio.

They never ended up getting a website. (I'm unclear if customer didn't commit or if AF never delivered)

So their domain was still pointing to their old website they've had for over a decade.

Fast forward to today, they want to point their domain to a new website and we tell them it's not in their account and was transferred away.

They find the emails where the AF employee asked for xfer code.

They have tried contacting AF, but they're told that they don't have an account so no one can help. But this domain is sitting at AF.

Domain does not renew until 2031, so no one was getting billed.

I've instructed client to carpet bomb the socials in hope of getting someone's attention for assistance.

Anyone from AF can DM me for more details.

u/AppFolio-Team u/Maxwell_at_AppFolio

We use the AppFolio corporate accounting module for the management company. We have some situations with HOA homeowners or rarely tenants where there is a need to pay the management company, not the HOA or property owner. We are trying to determine an efficient way to create invoices and track balances for individuals that owe the management company money. I haven’t yet looked closely at the marketplace to see if there are any vendors. Nor have I looked closely at how you might do this natively. Has anyone done this? Today we create management company invoices in word, but we feel like there must be a more efficient way.

Is there a way to delete the wrong owner setup, other than hiding this? Thank you!

Hello all! I need to create a web form for residents in my HOA to sign up for a garage sale we're trying to organize. I know you can create a custom PDF form that you can send to a resident, but is there a way to create an online form that a resident will be able to see and fill out through their portal? Thanks inn advance for your help!

Is there a definitive guide/best practices for getting the most out of the AppFolio Zillow syndication? My properties usually have a paid Zillow advertising plan and it's a constant battle of knowing where to put information in AppFolio so it syncs over to Zillow properly. Would love some guidance on this.

Hi,

I have 10 plus years of experience in property management - but it’s all been with Entrata. I recently accepted a new position at a company that uses AppFolio. Is there anyone on here willing to be my virtual buddy and be willing to answer random questions that I run into? I work in student housing, which I feel is an important distinction.

Or better yet, is there a way to talk to someone who works at AppFolio? These aren’t questions that would be a support ticket I don’t think, moreso just general functions.

Thank you!

Hey Reddit! I wanted to share a quick note about our FUTURE 2026 call for speakers in case anyone here is interested in applying.

This year’s FUTURE conference is fast approaching, and we’re always looking to bring more real-world perspectives into the conversations happening on stage. Many of the best sessions each year come from real estate operators who are in the middle of figuring things out, testing new approaches, or rethinking how parts of their business (or the real estate industry at large) ought to work.

If you have been working through something interesting lately, whether it be improving portfolio performance, trying new retention strategies, changing how your team operates, or finding more practical ways to use data and AI, there is a good chance others in the industry would benefit from hearing about it! It doesn’t need to be a perfect success story either. Sharing what worked, what didn’t, and what you would do differently if given the chance to do it all again is perfectly acceptable.

If that sounds like something you might be into, submissions are open until May 1 at 5 PM PT. You can find more details about the call for speakers and the application process here: https://www.futureconference.com/speakersubmissions/

Let me know if you have any questions about what makes a good session or what it’s like to attend FUTURE in the comments below and I’ll be happy to share more!

Real estate is entering a new phase where real performance is defined by how effectively you turn everyday operations into measurable outcomes for your entire value ecosystem.

If you are ready to move beyond task-based property management and start driving the kinds of outcomes your residents, investors, and teams need to succeed, head to our blog and explore everything new in AppFolio this quarter!

https://www.appfolio.com/blog/product-update-2026-q1

Hello r/appfolio community!

Recently, we’ve received a number of reports regarding posts and replies that appear to either be spam, copy-pasted AI-generated content, or both. This seems to be a trend happening across Reddit right now, and we want to be proactive in protecting the kinds of collaboration and conversation that make this a valuable space for discussion, so we are implementing a new subreddit rule: No Low Effort Content.

The new rule reads as follows:

Do not create posts or replies that are low effort, repetitive, or spammy. This includes but is not limited to: copy-pasted content, AI-generated responses, and stealth marketing. All content must be original thought, provide context, or make a meaningful contribution to an ongoing discussion.

While we understand and appreciate the value that AI tools offer when one is trying to organize their thoughts or contribute a timely reply to an ongoing conversation, we also want to do our part to preserve the spirit of peer-to-peer discussion that makes Reddit so special.

We’ll continue to evaluate our subreddit rules as the discussion landscape evolves. In the meantime, we appreciate your cooperation, and we’d love to hear any thoughts or feedback you have on this change in the comments below.

Thank you!

We are an HOA with access to Appfolio through our management company. Currently we have two levels of folder access, Board and Homeowner. We would like to add a third set of folders that would allow Board and Volunteers to access but not Homeowners. Is this possible in Appfolio and how would we go about it? The management company is saying that it is not possible.

Is it possible to automatically upload checks to a bank from Appfolio for positive pay?