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Subject: Billing from Vendors
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Author Messages
LetA
(Nevada)

Posts:1425


07/14/2021 5:16 PM  
When you receive a bill from a vendor, and they say they performed the service or installed a product and the product or service was not performed; has anyone refused to sign of on the accounting invoice so the vendor does not get paid?

About a month or so ago, our pool vendor was supposed to install a dust cap that goes over a already existing ADA support that we do not use. The vendor billed us for the service but did not render it.

When the invoice came across for both the cleaning and this particular dust cap, I refused to authorize the invoice and notated the reason for the refusal.

Has anyone else encountered the same, and what was the result and outcome?


Also I am finding another item that this contractor did not perform, that was months ago. Our electric panel was vandalized and someone cut off the lock hasp to the electric panel . the vendor was supposed to install a new hasp, instead, they just stuck two drywall screws into position. Yes, I am flipping mad

JackJ9


Posts:0


07/14/2021 5:31 PM  
In our community, our accounting department automatically pays all of the vendor bills that come in. Automatically, without verification from the board or the property manager that the work is actually done.

I inquired about this early on, and was told that our accounting department trusts the vendors. So, I have taken it upon myself to verify the vendor work and then alert the accounting department if something didn't get done. With that said, our vendors all have delivered on the services that they are contracted for, so it hasn't been an issue on our community.
MaxB4


Posts:1351


07/14/2021 5:33 PM  
I have a board member verify the work was performed prior to a check being cut. That goes with all associations I manage.

The question is, since you or the board are having issues with work being performed, what procedures has your association setup?
MaxB4


Posts:1351


07/14/2021 5:34 PM  
Posted By JackJ9 on 07/14/2021 5:31 PM
In our community, our accounting department automatically pays all of the vendor bills that come in. Automatically, without verification from the board or the property manager that the work is actually done.

I inquired about this early on, and was told that our accounting department trusts the vendors. So, I have taken it upon myself to verify the vendor work and then alert the accounting department if something didn't get done. With that said, our vendors all have delivered on the services that they are contracted for, so it hasn't been an issue on our community.



I trust the vendors too, but am accountable to the associations.
MaxB4


Posts:1351


07/14/2021 5:46 PM  
Let me add one thing further. My software allows the board to approve a invoice that has been scanned into the software and available through their individual web portal. The board decides beforehand how many directors are needed for approval to then cut checks.

All utilities and vendors with set monthly fees are paid online or through ACH. If a landscaper has a contract for services at $100.00 per month, that is paid automatically. Any additional work has to have approval. The board would then insure work has been performed before signing off.
JackJ9


Posts:0


07/14/2021 6:00 PM  
Posted By MaxB4 on 07/14/2021 5:46 PM
Let me add one thing further. My software allows the board to approve a invoice that has been scanned into the software and available through their individual web portal. The board decides beforehand how many directors are needed for approval to then cut checks.

All utilities and vendors with set monthly fees are paid online or through ACH. If a landscaper has a contract for services at $100.00 per month, that is paid automatically. Any additional work has to have approval. The board would then insure work has been performed before signing off.




Nice system. Wish we had something like that. We don't. All communication is done by e-mail, which of course works 95% of the time but the 5% that get missed is annoying.

I really would like our PM to go to a ticket system where we file a ticket with each comment, and then they have an electronic list of the status of every ticket. Then nothing would get missed.
SheliaH
(Indiana)

Posts:4221


07/14/2021 6:21 PM  
Max brings up a good point - someone should have inspected the work to ensure it was done according to the invoice, either the property manager or a board member (perhaps both)? What was the board doing, especially when the electric panel got vandalized months ago - you're just NOW finding out nothing was done? Then again, this could have been a massive communication breakdown.

Go to the vendor and express your concerns, noting the board can't authorize payment unless these issues are addressed - and this time you want written and visual verification.
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Forums > Homeowner Association > HOA Discussions > Billing from Vendors



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