We're excited to announce the release of Payables, our newest module designed to simplify the way your association manages vendor invoices, approvals, and payments. With Payables, you gain a centralized hub that makes it easier than ever to stay on top of bills, streamline your approval process, and ensure payments are accurate and timely.
Why We Built Payables
Managing invoices and vendor payments has traditionally been a manual, time-consuming task. From chasing down approvals to ensuring payments go out on time, the process often involves juggling multiple tools, emails, and spreadsheets.
Payables was built to bring this entire workflow into one streamlined module inside PayHOA, giving you visibility, control, and confidence every step of the way.
How It Works
Centralized Payables Inbox
Your vendors can email invoices directly into your Payables Inbox, where they're stored and ready to be reviewed. From here, you can quickly create new payables with just a few clicks- no manual uploads or extra steps required.
Streamlined Approvals
Define your approvers and set approval rules tailored to your community's needs. Every invoice moves through the proper approval chain automatically, so you'll always know who's reviewed what—and no bill slips through the cracks.
Multiple Ways to Pay
Once approved, you can choose the payment method that works best for your association:
Mailed Check – Schedule and send payments directly through PayHOA, with checks mailed on your behalf.
Printed Check – Print checks yourself whenever you'd like to issue payments manually.
Mark as Paid – Record payments handled outside of PayHOA, such as those made through online banking, to keep your records accurate.
Payments on Your Terms
Decide whether to process a payment immediately or schedule it for a future date that better fits your cash flow. You can also manage payments across multiple accounts, making it simple to keep operating and reserve funds organized.
The Benefits
Save Time: Reduce manual entry and back-and-forth emails by letting invoices flow straight into your inbox.
Increase Transparency: Control who can view, approve, or pay invoices with customizable permission settings, ensuring each team member has the right level of access.
Strengthen Controls: Approval rules ensure that every expense is properly reviewed before payment is issued.
Stay Organized: With invoices, approvals, and payments all tracked in one place, you'll never wonder about the status of a bill again.
Gain Flexibility: Pay on your own terms—initiate payments instantly or schedule them for later, and manage multiple accounts seamlessly.
Changes with Check Printing
We wanted to let you know about an important change coming with the release of the Payables module.
Where to find Check Printing
If you currently use Check Printing outside of Payables, you'll soon find it within the Payables module. Instead of going to Other Tools, you'll now create a payable first, and then choose the Print Check option directly from the payable.Bill Pay account required
To continue printing checks, you'll need to make sure you have a Bill Pay bank account set up.You can add one by going to: Org Settings > Bank Accounts > Add Bill Pay Bank Account
Setting up a Bill Pay account ensures that all check printing works seamlessly in the new Payables workflow. In addition, your printed checks will now create transactions automatically and post directly to your ledger, giving you more accurate and up-to-date financial records without extra manual steps.
Help Videos
To help you get started with Payables, we've put together a series of short help videos that walk you through the key features step by step. From setting up approval rules to scheduling your first payment, these resources will give you a clear, hands-on look at how everything works.
You can access the videos anytime from our Help Center, so you'll always have guidance right at your fingertips as you explore the new module.
Frequently Asked Questions
Can I send ACH or virtual card payments to vendors through Payables?
Not yet. Today, Payables supports mailed checks, printed checks, and mark-as-paid records. ACH-to-vendor payments are on the roadmap — release notes will announce when this becomes available.
Can I add a memo or extra text to my check stub?
Currently the new Payables check format allows 400-character stub text in the memo.
My vendor's emailed invoice never showed up in our Payables Inbox. What should I check?
The most common cause is a typo in the destination email address the vendor used. Confirm with the vendor the exact spelling of your association's Payables email — even a single missing letter will cause the message to silently fail to land. If the email address is correct and you still don't see the invoice after a few minutes, send the example email and the vendor's address to support and we'll check the mail logs.
I voided or cancelled a payable, but it's still showing in "Sent for Payment." What's going on?
A handful of cases have been reported where a payable that was deleted or voided continues to appear in the Sent for Payment list. Before you assume the cancellation worked, contact your bank to place a stop payment on the check. Then reach out to PayHOA support with the payable details so we can investigate the record.
Where do I find Check Printing now?
Check Printing has moved into the Payables module. Instead of going to Other Tools, create a payable first and then choose Print Check from the payable's actions. You'll need a Bill Pay bank account to print checks.
What happens if my vendor doesn't cash the mailed check?
The check will stay in "Check Mailed" status. You can confirm with your vendor whether they received it. If the check is lost, call your bank to place a stop payment on the check then void the check in the payables menu.
We hope these updates make your experience even smoother. Your feedback is always welcome and helps shape what we build next. Thank you for being a valued part of PayHOA.