Board Approval of Invoices provides management companies with control over invoice approval workflows. The system allows you to:

• Define which invoices require board approval.
• Configure approval thresholds.
• Assign board invoice approvers.
• Manage the approval process through the Home portal. 

This feature ensures proper oversight and control of association expenditures while maintaining efficient workflow management.

Important: When configuring board approval settings, ensure all required approvers have proper access permissions and active portal accounts before implementing approval workflows.

 

Contents

• Board Approval Hierarchy
  • Key Hierarchy Rules
• Association-Level Board Approval Settings
• Service Contract Board Approval Configuration
• Bank Account Board Approval Settings
• Assigning Board Invoice Approvers
  • Non-Homeowner Board Invoice Approvers
  • Homeowner Board Invoice Approvers
• Board Approval Workflow
• Potential Issues and Solutions

 

Board Approval Hierarchy

Understanding the board approval hierarchy is crucial for configuring invoice approval workflows. The system evaluates approval configurations in the following order of priority (from most specific to least specific). 

When multiple approval configurations exist, the system applies the highest-priority configuration available:

1. Service Contract (highest priority): If a service contract has board approval settings configured, these settings always take precedence regardless of other configurations.
2. Bank Account: If no service contract configuration exists but a bank account has board approval settings, the bank account configuration is applied.
3. Association Setting (lowest priority): If neither service contract nor bank account configurations exist, the association setting is applied.

 

Key Hierarchy Rules

• The most specific configuration (service contract) always overrides less specific configurations (bank account or association).
• For invoices to follow service contract board approval settings, the invoice must use the account number from the service contract.
• Invoices without a service contract account number will follow bank account or association settings based on the hierarchy.
• Approval thresholds are evaluated within each configuration level.

Important: This hierarchy change was implemented to ensure that service contract configurations, being the most specific, always take precedence over broader bank account or association-level settings.

 

Association-Level Board Approval Settings

Configure default board approval settings at the association level to establish baseline requirements for invoice approval. These settings serve as the foundation for all board approval workflows within the association.

To configure association-level board approval settings:

1. Navigate to Association > Settings.
2. Go to the A/P Payments section and click Edit next to a setting.
   The Edit Association Data screen opens.
   
   
    
3. Configure the following settings:
   • Require Board Approval: Select Yes if you want to enable board approval for invoices.
     Note: If Board Approval is set to Yes, the Board Approval Threshold will define the invoice amount that will be required to send an invoice to Board approval. Any invoices under this threshold will not be sent for board approval. So, for example, if your board wants to approve all invoices over $500, set Require Board Approval to Yes and the Board Approval Threshold to $500.
   • Number of Board Approvals: Enter the default number of required approvals (maximum of nine approvers).
   • Board Approval Threshold: Set the dollar amount above which invoices require board approval.
4. Click Update to save your settings.

Note: These settings establish the default behavior for the association but can be overridden at the service contract or bank account level.

 

Service Contract Board Approval Settings

Configure board approval requirements for specific service contracts to control which vendors and services require approval. Service contract configurations have the highest priority in the approval hierarchy and will always override bank account or association-level settings.

To configure service contract board approval:

1. Navigate to Association > Services.
2. Click the caret next to the service contract you want to modify to open.
   The Contracts section displays.
   
   
    
3. Click Edit, to open the Edit Contract screen.
   
   
    
4. Click the Plus sign in the Approvals section. 
   
   
    
5. Board Approval: Select one of the following options:
   • Use Association Settings: Uses the settings set up in Association-Level Board Approval Settings.
   • Require Board Approval: All invoices from this service provider require board approval.
   • No Board Approval: Override association and bank account settings and bypass board approval for this service provider.
6. Click Update to save your settings.

Note: An Account Number must be added to the service contract to link invoices to the contract for proper approval routing. Only invoices that use the account number from the service contract will follow the service contract's board approval settings.

 

Service Contract Priority Impact

• Service contract settings take precedence over all other approval configurations.
• Invoices linked to a service contract (via account number) will follow the service contract's approval settings regardless of bank account or association settings.
• This allows for granular control over which vendors require approval, even if they're paid from accounts that don't normally require approval.

 

Bank Account Board Approval Settings

Configure board approval requirements for invoices paid from specific bank accounts. Bank account configurations have medium priority in the approval hierarchy and will apply when no service contract configuration exists.

To configure bank account board approval:

1. Navigate to Association > Bank Accounts.
2. Ensure the desired association name displays at the top of the page or click it to select another.
3. Click Edit next to the bank account you want to modify.
   The Edit Bank Account screen displays.
   
   
    
4. Select Require Board Approval.
   The Number of Board Approvals field dynamically displays and defaults to the association settings.
5. Number of Board Approvals: (Defaults to the association settings) If you want to change this number, enter the number of approvers (maximum of nine).
   This allows for more efficient invoice processing while maintaining appropriate approval controls. For example, for clients who need two board approvals for non-operating accounts and one for operating accounts.
6. Click Update to save your settings.

 

Bank Account Priority Impact

• Bank account settings apply only when no service contract configuration exists for the invoice.
• Invoices paid from accounts requiring board approval will require approval unless overridden by a service contract setting.
• This configuration allows for more efficient invoice processing while maintaining appropriate approval controls for sensitive accounts.

Important: Service contract configurations will always override bank account settings, even for invoices paid from accounts that require board approval.

 

Assigning Board Invoice Approvers

You can assign homeowners, board members, or non-homeowner members the role of Board Invoice Approver to allow them to review and approve invoices through the Home portal.

 

Non-Homeowner Board Invoice Approvers

Use non-homeowner access for individuals who need to approve invoices but do not have homeowner login credentials, such as developers or external board members.

To assign a non-homeowner board invoice approver:

1. Navigate to Association > Board/Committee.
2. Click the Board/Committee tab.
3. Confirm that the correct association name displays at the top of the page, or click it to search for and change associations.
4. Click Assign New Board/Committee Member.
   The Add Board/Committee Member screen opens.
   
   
    
5. Provide the following information:
   • User: Select Non-Homeowner Member.
   • Role: Select Board Invoice Approver.
   • Type: Select the appropriate type (e.g., Board member).
   • Start Date: Enter the start date for their approval access.
   • End Date: Enter the end date for their term (optional but recommended).
     Important: The user will lose access to their role upon reaching the end date and will no longer be able to approve invoices after that time.
   • User Name: Assign a unique username for login.
   • Password: Create a secure password for their account.
   • Email: Enter their email address for notifications.
   • Phone: Enter their phone number (displays in portal directory).
6. Add any additional contact information (Address, Notes) as needed for record keeping.
7. Click Update to save the new approver.

 

Homeowner Board Invoice Approvers

For homeowners who already have established portal logins, you can assign board invoice approver access to their existing accounts.

To assign a homeowner board invoice approver:

1. Navigate to Association > Board/Committee.
2. Click the Board/Committee tab.
3. Click Assign New Board/Committee Member.
4. Search for and select their existing portal login in the User field.
   This prefills other information, such as user name, email, etc.
   Note: You do not need to assign a password for homeowner approvers. They will use the same login credentials as their existing Home portal access.
5. Provide the following information:
   • Role: Select Board Invoice Approver.
   • Type: Select the appropriate type.
   • Start Date: Enter the start date for their approval access.
   • End Date: Enter the end date for their term (optional).
     Important: The user will lose access to their role upon reaching the end date and will no longer be able to approve invoices after that time.
6. Click Update to save the assignment.

 

Board Approval Workflow

after invoices are flagged as requiring board approval, the approval workflow begins automatically through the Home portal.

 

Invoice Approval Process

Board Invoice Approvers receive notifications and can access invoices through the following process:

1. Invoice Action Items: Invoices requiring approval appear on the Board Action Items page in the homeowner portal.
2. Approval Actions: Board members can perform the following actions:
   • Approve: Approve the invoice for payment.
   • Decline: Decline the invoice (sends to the Board Declined Invoice step for review).
   • Message: Send messages about the invoice for clarification or discussion.
3. Invoice Research: Board members can research invoices using the Invoices tab in their homeowner portal, depending on their board portal securities.

 

Declined Invoice Handling

When a board member declines an invoice:

1. The invoice moves to the Board Declined Invoice step.
2. Management receives notification of the declined invoice.
3. Management can review the decline reason and take appropriate action.
4. The invoice can be modified, voided, or resubmitted for approval as needed.

 

Troubleshooting

Common Configuration Issues

 

Q: Why are Board approvers not receiving invoice notifications?

A: Verify the approver has an active portal account and correct email address. Confirm their Board Invoice Approver role is active and within the specified date range.

 

Q: Why are invoices bypassing board approval when they should require approval?

A: Check the approval hierarchy. Verify service contract configuration first, then bank account settings, then association settings. Ensure the Board Approval setting is set to Require Board Approval (rather than No Board Approval).

 

Q: Why are all invoices requiring approval regardless of amount? 

A: Review the approval hierarchy settings. Check service contract overrides first, then bank account settings, then association-level settings and approval thresholds.

 

Q: Why are service contract approval settings not being applied?

A: Verify the invoice is using the account number from the service contract. Only invoices linked to the service contract via account number will follow the service contract's approval settings.

 

Q: Why are the bank account approval settings being ignored?

A: Check if a service contract configuration exists for the invoice. Service contract settings always take precedence over bank account settings in the approval hierarchy.

 

Common Access and Permission Issues

 

Q: Why can't non-homeowner approvers access the portal?

A: Confirm the username and password were properly configured and the approver is using the correct login URL for the Owner's Portal.

 

Q: Why can't homeowner approvers see board approval functions?

A: Verify their Board Invoice Approver role is active and their portal securities include board approval permissions.

 

If you encounter persistent issues with board approval configuration, contact Vantaca Support for assistance with role permissions and system settings.

 

 

 

Additional Reference: Note that the hierarchy is now:
Service Contract → Bank Account → Association Setting