How Information Flows With an AppFolio Integration

The AppFolio Integration simplifies your workflow by eliminating the need for double data entry between Property Meld and AppFolio. So, what information gets transferred between the two? This article breaks down all the details of the data that moves between these platforms.
 

AppFolio → Property Meld (every 2 hours)

Property Groups

• Assigned Properties → Assigned Properties
• Assigned Users → All Meld users are assigned to the imported property group

Properties

• Name → Name
  • Also populates the Unit field for single-family properties
• Address 1 / Address 2 → Line 1 / Line 2
• City / State / Zip → City / State / Postal Code
• Type → No effect
• Status → Occupied/Vacant status does not affect property import
• Property Groups → Determines whether the property and its associated objects import
• Hidden/Unhidden → Hidden properties will not initially import, but Meld will not deactivate them if they are hidden after import
• Insurance Expiration → No effect
• Maintenance Notes → Property Maintenance Notes
  • Empty notes in AppFolio won't overwrite notes in Property Meld
• Maintenance Limit → Maintenance Limit
• Home Warranty (True/False) → Home Warranty (True/False)
• Year Built → Year Built
• Non-Revenue → Non-Revenue properties and units still import

Associations (HOAs)

• Most attributes → Same as for regular properties listed above
• Home Warranty → No effect
• Association Units → Units

Units

• Name → Unit
  • For single-family properties, the property name populates the Unit field
• Address 1 / Address 2 → Line 1 / Line 2
  • Not visible for editing in the Meld UI
• City / State / Zip → City / State / Postal Code
• Unit Specific Notes → Unit Maintenance Notes
  • If enabled, all non-empty unit-specific notes in AppFolio will overwrite Unit Maintenance Notes in Meld
  • Property notes do not sync to the unit, even for single-family properties
• Photos → Does not import
• Lease Start/End → No effect
• Non-Revenue → Non-Revenue properties and units still import

Residents

• First Name / Last Name → First Name / Last Name
  • Both are required
• Company Name → Does not import
• Email (first listed) → Primary Email
  • Required
• Phone (first listed) → Cell
• Status (move-in/out, purchase/sale date) → Determines whether the resident is attached to a unit
• Type → Backend control that determines which resident types import for each AppFolio integration
• Hidden/Unhidden → Hidden residents likely do not import, but Meld will not delete them if they are hidden after import
• Property Type (e.g. commercial) → No effect

Association Homeowners

• Imports as Residents, not Owners

Owners (Current)

• First Name / Last Name / Company Name → Combined to create the Owner name
• Email (first listed) → Email
• Phone (first listed) → Cell
• Owner Specific Notes → Does not currently import
• Percent Owned → Owners at 0% may not import
• Unlinked owners remain on the property, even after a property/owner sync

Internal Users

• Downloaded from AppFolio for manual linking
• No actual import occurs

Vendors

• You choose which vendors to import; Property Meld never auto-invites vendors that don't need to be in the system
• First Name / Last Name → Does not import
• Company Name → Does not import
• Email (first listed) → Email
  • May not remain in sync after the initial import
• Phone (first listed) → Does not import
• Liability Insurance, Workers Comp, Auto Insurance, Umbrella Insurance → Does not import, but surfaces alerts during Meld assignment
  • There is also a setting to automatically prohibit vendor assignments when at least one of these fields expires in AppFolio (empty fields are not considered expired)

Property Meld → AppFolio (momentary sync)

Melds

• Brief Description / Meld Number / Detailed Description → Description
  {{Brief Description}} - {{Meld Number}} {{Detailed Description}}
• Meld Maintenance Notes → Does not currently sync
• Permission to Enter, Resident Presence Required -> Permission to Enter (see note below)
  Note: Property Meld has two separate fields that are set independently when a meld is created: "Permission to Enter" and "Resident Presence Required." Today, only the "Resident Presence Required" field syncs to AppFolio's "Permission to Enter" field, and it syncs inverted (i.e., AppFolio's Permission to Enter = NOT Resident Presence Required).
• Priority → Priority
• Status → See status table
• Assigned Vendor → Vendor
  • If no vendor is assigned, the default vendor configured in Integration Settings is used, if one exists
• Assigned Internal User → Assignees
  • User must have access to the property in AppFolio
• Scheduled Start → Scheduled On
• Files → Attachments / Files
• Work Category → Does not currently sync
• Chat → Notes
  • Includes the message, sender name, user type, and recipient user types
• Completion Notes / Reason for Not Completing → Notes
• No Bill Needed → No effect
• Estimates → Estimates
• Work Order Type is always Internal
• The "Invoices" section of the work order doesn't not populate from the integration

Invoices (if exporting to AppFolio Bills)

• Vendor → Payee
  • A linked vendor is required for invoice export
• Status → Only Approved invoices currently export
• Creation Date → Invoice Date
• Last submission date → Due Date
• Total Amount → Total Amount
  • Negative amounts and $0 are allowed
• Line Item Amount → Line Amount
  • If the Meld invoice was uploaded, this will be the Total Amount
  • Negative amounts and $0 are allowed
• Line Item Description → Description
  • If the Meld invoice was uploaded as a file rather than line items, this will display as Uploaded Invoice
• Notes → Remarks
  • Truncated to approximately 255 characters
• Invoice Number / Payment Notes → Memo for Check: Invoice {invoice #} - {payment notes}
• Meld # / Invoice ID → Reference
  • Uses a combination of IDs to guarantee uniqueness
  • One-time sync, so edits in AppFolio are not overwritten
• Attachment → Attachments on the bill and work order
• GL Account: the vendor's default account in AppFolio or, if empty, the GL Rules in Property Meld

Invoices (if exporting to billable items on the work order)

• Line Item Price → Rate
  • If the Meld invoice was uploaded, this will be the Total Amount
  • Must be 0 or a positive number
• Line Item Quantity → Quantity
• Line Item Description → Statement Description
  • If the Meld invoice was uploaded, this will display as Uploaded Invoice
• GL Account: the vendor's default account in AppFolio or, if empty, the GL Rules in Property Meld
• Notes → Does not currently sync
• Invoice Date → No effect
• Status → Only Approved invoices currently export
• Attachment → Files on the work order

Bills/Expenditures (if exporting to AppFolio Bills)

• Billing Profile → Payee
• Status → Only Approved bills currently export
• Creation Date → Invoice Date
• Date of Export → Due Date
• Total Amount → Total Amount
  • Negative amounts and $0 are allowed
• Line Item Amount → Line Amount
  • Negative amounts and $0 are allowed
• Line Item Description → Description
• Notes → Remarks
• Meld # / Bill ID → Reference
  • Uses a combination of IDs to guarantee uniqueness
• Attachment → Bill attachment
• GL Account: the account selected on the Meld Bill form, or (if empty) the vendor's default account in AppFolio, or (if empty) the GL Rules in Property Meld
• Memo for Check is empty

Bills/Expenditures (if exporting to billable items on the work order)

• Line Item Price → Rate
  • Must be 0 or a positive number
• Line Item Quantity → Quantity
• Line Item Description → Statement Description
• Line Item Cost → Does not sync
• Notes → Does not sync
• Status → Bills export only the first time they are approved
  • Subsequent edits and status changes do not sync
• Attachment → Files on the work order
• GL Account: the account selected on the Meld Bill form, or (if empty) the vendor's default account in AppFolio, or (if empty) the GL Rules in Property Meld

Work Logs

• Work logs sync to labor items on the work order whenever they are created or updated in Property Meld
• Agent → Maintenance Tech
  • The user must be linked, otherwise the work log line will not export
• Check-in Date → Date
• Check-in Time / Check-out Date / Check-out Time → No effect
• Hours → Hours
• {Title} - {Description} → Description