Once your HOA’s bank is linked to the Accounting Feature, the Expense Section of the Accounting Software enables your HOA to pay their vendors electronically or with standard Checks. THIS ARTICLE EXPLAINS HOW TO PAY VENDORS WITH TRADITIONAL PAPER CHECKS USING THE HOA ACCOUNTING SOFTWARE. Processing bills through the HOA Messenger expense feature will incur a fee of 1% of the total invoiced amount with. $1.50 base and a $6.00 cap. For example, a $30.00 payment would incur a fee of $1.80, and a $1000.00 payment would incur a fee of $6.00.
Paying your Vendors electronically with the HOA Accounting Software requires your vendor to register for online payments. For more information on how to get your Vendors registered for online payments, CLICK HERE.
Step One: Select Vendor
Start by selecting the vendor you want to pay.
Step Two: Give Your Bill a Name
Give your bill an easily recognizable name. We recommend that you describe in brief terms the work that was completed.
Step Two: Upload Invoice
Upload your Vendor’s invoices by clicking on “Browse”, then attach the documents from your computer.
Step Three: Enter Invoice Number & Posting Date
Enter the invoice number for this bill and the date you wish to have this payment posted to your HOA’s books.
Step Four: Select the Cash Account you want to pay this bill from
Select the bank account you wish to withdrawal funds from on this bill.
Step Five: Select the Chart Account Number you want to apply this bill to
Select the Chart Account / Number you want to apply this bill to.
Step Six: Enter Amount, Memo, & Misc. Notes
Enter the amount of the invoice you are paying, enter a memo, and any miscellaneous notes about the bill. The memo description will be the displayed on the check. If your bill contains multiple invoices or multiple categories of work, you may add a new line item to enter that specific information by clicking “Add New Line Item”. Once you have verified that the billing information is correct, click on “Create”.
Step Seven: Update Administrative Address (You Only need to do this once)
Update the mailing address for this HOA. You will only need to do this one time and will only need to edit if your HOA changes mailing addresses.
Step Eight: Obtain Signature(s) for payment
HOA messenger has partnered with HelloSign to enable your HOA to obtain the necessary signatures for your payments electronically.
Step Nine: Enter the People you want to obtain signatures from
Enter the Name and email of the person you want to obtain signatures from on this payment. The person should be on the signature card of the bank account in which this payment is being withdrawn from.
When you send out your payment for signature, a confirmation message will appear at the top of the screen in a green box letting you know that the payment has been sent out and is awaiting signature(s).
Step Ten: Your Signatories Need to Sign off on the Payment
The people you sent the payment to for signature will receive an email from HelloSign requesting them to sign off on the payment that is being issued.
When the signatories sign the payment, they will have a chance to confirm.
After your signatories have signed, the status will be updated in the bills section.
Step Eleven: Print Check
After your payment has been signed off on you will be able to print the check by selecting the “Print” button in the bottom right corner. You will need to have standard sized check stock to print on. You can obtain a batch of standard print stock from Amazon by clicking HERE.
Paying your Vendors electronically requires your vendor to register for online payments. For more information on how to get your Vendors registered for online payments, CLICK HERE.