Fraud, Duplicate, or Inaccurate Invoices
All invoices submitted to Property Management must be accurate, complete, timely, and submitted in good faith. Vendors are responsible for ensuring that invoices accurately reflect the work performed, materials provided, and services authorized.
Property Management reserves the right to review, verify, question, reject, or request additional documentation for any invoice before payment is issued.
Invoices May Be Rejected For
Property Management may reject, delay, or return an invoice that is:
- A duplicate of an invoice previously submitted or paid
- Altered, falsified, or intentionally misleading
- Inaccurate or contains incorrect pricing, quantities, dates, or descriptions
- Submitted for work that was not completed
- Submitted for unauthorized work
- Billing for materials or services that were not approved or provided
- Missing required supporting documentation
- Inconsistent with the approved estimate, work order, or vendor agreement
- Charging unsupported fees, markups, trip charges, or additional costs
- Submitted under an incorrect property, work order, or account
Supporting Documentation
Depending on the work performed, vendors may be required to provide documentation with their invoice, including:
- Detailed description of work completed
- Date(s) the work was performed
- Property address and work order number
- Itemized labor and material costs
- Receipts or material invoices
- Before-and-after photographs
- Completion photographs
- Required permits or inspection documentation
- Written approval for additional or change-order work
Invoices should contain enough information for Property Management to verify the work performed and properly allocate the expense.
Unauthorized or Additional Work
Vendors should not perform work outside the approved scope without obtaining the required authorization from Property Management.
If additional work is necessary, the vendor should obtain approval before proceeding whenever reasonably possible. Emergency situations that require immediate action to prevent property damage or address a safety concern may be handled according to the applicable vendor agreement and emergency procedures.
Additional charges submitted without the required authorization may be denied.
Invoice Verification
Property Management may verify invoices with the vendor, property owner, tenant, HOA/association, or other applicable parties. Verification may include confirming that the work was completed, the materials were provided, the charges are accurate, and the work was properly authorized.
Vendors are expected to respond promptly to reasonable requests for clarification or supporting documentation.
Fraudulent or Intentionally Inaccurate Invoices
Submitting an invoice containing information that is knowingly false, misleading, or materially inaccurate is prohibited. Examples may include billing for work not performed, inflating labor hours or material quantities, altering documentation, billing for unauthorized work as approved, or submitting the same invoice more than once.
Depending on the circumstances, fraudulent, duplicate, or intentionally inaccurate invoices may result in:
- Payment rejection or withholding
- Request for correction or additional documentation
- Recovery of amounts previously paid
- Credits applied to future invoices
- Suspension of vendor privileges
- Removal from the approved vendor list
- Suspension or termination of the vendor relationship
- Further action as permitted by the vendor agreement or applicable law
Vendor Responsibility
Vendors are responsible for reviewing invoices before submission and ensuring that all information is truthful, accurate, and supported by appropriate documentation.
By submitting an invoice, the vendor confirms that the services and materials billed were provided, the amounts are accurate, the work was properly authorized, and the invoice is not a duplicate.
Accurate and complete billing helps ensure timely payments, protects property owners and associations from unnecessary costs, and supports a transparent and professional relationship between Property Management and its vendors.
