Vendor Guidelines & Required Procedures
To ensure accurate records, proper authorization, consistent documentation, and timely payment, all vendors are required to follow the procedures outlined below.
Submitting an invoice does not automatically mean the invoice has been approved for payment. Every invoice is subject to review by Property Management before payment is processed.
Vendors are responsible for ensuring that all invoices and supporting documentation are complete, accurate, and consistent with the approved work order. Missing information, unauthorized charges, or discrepancies may result in delays while the invoice is reviewed.
Vendors must:
- Follow the approved work order and scope of work.
- Obtain written authorization before performing additional work or incurring additional charges.
- Submit accurate, itemized invoices that clearly identify the work completed.
- Provide supporting documentation, including photos, estimates, receipts, or reports, when requested.
- Ensure that invoice amounts match the approved pricing or authorized changes.
- Respond promptly to questions or requests for additional documentation from Property Management.
- Avoid billing for work that was not completed or approved.
Property Management reserves the right to reject unauthorized charges, request additional documentation, or delay payment until discrepancies are resolved.
Following these procedures helps protect all parties, maintain accurate property records, and ensure vendors are paid efficiently for properly authorized and completed work.
