Admin Billing

Using Vantaca's Management Center feature, you can track and charge for the same action items and charges you use already, pursuant to your fee schedule and Management Agreements with your Associations. This highly automates your Corporate billing processes, and streamlines your workflow.

To begin setting up Admin Billing for your Associations, navigate to Association > Services and create a +New Service. From the Service Type menu, you'll notice a new Service Type: Admin Billing. This is what gives us the options needed to set up the billing scenarios below. Give your Service Contract a short description (Admin Billing is fine.) and click Update.

Once your Service is created, it's necessary to add a Contract to it. Click the drop-down arrow next to your service and click +New Contract to begin setting up your Admin Billing Contract. 

The Admin billing contract will function similar to your other Service Contracts, including selecting your Association as a Service Provider, auto-approvals, etc. For more information on creating Service Contracts, visit Association Service Contracts

The final sections of the Edit Contract window are where you can set your specific charges based on your admin billing contracts and the needs of your company. The sections below describe the setup needed for your various billable scenarios. Using any combination of the options below, you have the versatility to charge your communities as needed to accommodate your Management Agreement

• Charges/Payments
• Action Items
• External
• Other

Admin Fees Charges/Payments

Using the Admin Fees Charges/Payments section, Vantaca will track any homeowner charges and/or payments through the system and can charge back your Associations as needed. 

Charge Type: This field is where you select your Management Company's charges as established on the Association > Assessments page for your Management Company. This is the Charge Type that will appear on Invoices and Ledger Items for your Association in the Management Center. For details on setting up your Corporate Assessments, visit Management Center - Management Company Assessments

Assoc Billable Charge: This field populates from the Charge Types set up for your Association on the Association > Assessments page. Any charge type for this particular Association will be listed here.  

Charge/Payment: This column determines when the Association will be charged. 

• Charge - The Association will be charged any time this Assoc Billable Charge hits a homeowner's account. Adjusting or Writing-off this Charge from the Homeowner's Account will not adjust the charge to the Association
• Payment - The Association will only be charged based on what is PAID from this Charge Type
• Charges and Adjustments - The Association is Charged when this Charge Type is applied to a homeowner's account. If the item is later partially or fully adjusted, the Association's charge may be adjusted as well.
• Charges and Write-offs - The Association is Charged when this Charge Type is applied to a homeowner's account. If the item is later partially or fully written-off, the Association's charge may be adjusted as well.
• Charges, Adjustments and Write-offs - The Association is Charged when this Charge Type is applied to a homeowner's account. If the item is later partially or fully adjusted/written-off, the Association's charge may be adjusted as well.

Rate: Entering a number in this field will charge the Association a flat rate for each item.

Percentage: Entering a number in this field will charge the Association a percentage of the amount Charged/Paid, and will also Adjust/Write-off any amounts, depending on your other settings.

Minimum: This is the Minimum that will be charged each month for this particular line item. 

Maximum: This is the Maximum that will be charges each month for this particular line item.

Assoc Expense GL: This is the Association's Expense GL Account that will be used by the Association when paying this invoice. This is different than the Corporate Income GL that was used when setting up the Association > Assessments for your Management Company's charges.

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Admin Fees Action Items

Admin Fees Action Items tracks when action items are stepped to certain steps: perhaps to mail a letter or send an email, and then charges the Association based on the parameters listed.

Charge Type: This field is where you select your Management Company's charges as established on the Association > Settings page for your Management Company. This is the Charge Type that will appear on Invoices and Ledger Items for your Association in the Management Center. For details on setting up your Corporate Assessments, visit Management Center - Management Company Assessments.

Action Type: This column looks at Action Item Types. Select your Appropriate Action Item here.

NOTE: If you have Association-dependent action items, such as Inspection/Violation models or Collection Models, be sure to select the appropriate Action Type for this particular Association.

Step: Choose the appropriate step of the previous Action Item Type.

Type: This determines when the Association should be billed. 

• Count: This will count each time the Action Item is stepped to the Appropriate step, regardless of the method of contact or other parameters. 
• Count Paper/Checks: This will count each time the Action Item sends a paper communication or an invoice pays with check. 
• Count Electronic/ACH This will count each time the Action Item sends electronic communication or an invoice pays with ACH.
• Count 1099's: This counts each time a 1099 is generated within the Association
• Count Coupons: This will charge for each Homeowner coupon book that is created and printed in-house or sent to a third party. 
• Count Auto Drafts: This will count each time an invoice is paid using Auto-Draft.

Rate: This will populate the rate at which the Association is charged each time the Action Step is chosen.

Minimum: This is the Minimum that will be charged each month for this particular line item. 

Maximum: This is the Maximum that will be charges each month for this particular line item.

Assoc Expense GL: This is the Association's Expense GL Account that will be used by the Association when paying this invoice. This is different than the Corporate Income GL that was used when setting up the Association > Assessments for your Management Company's charges.

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Admin Fees External

The Admin Fees External option allows for flexibility of charging for those items that vary each month, and are tracked outside of the system. Examples of these charges may include Copies in your office, Manager Extraneous Service billing. 

In order to charge from these external sources, it will be necessary to run an import that tells the system the amount of the charge, or the quantity of the items to be charged. For more information on this import, visit Admin Billing External Imports

Charge Type: This field is where you select your Management Company's charges as established on the Association > Settings page for your Management Company. This is the Charge Type that will appear on Invoices and Ledger Items for your Association in the Management Center. For details on setting up your Corporate Assessments, visit Management Center - Management Company Assessments

Rate: This column is used to input the rate per item for your charge. This is a required field, so if you intend to use the Admin Billing Charges by Amount import, you will still need to enter a value for your Rate. In the example above, $.01 was used. The amount in your import with override whatever is listed here. 

Description: This field will determine how your line item looks when appearing on the Association's Ledger. You can see in the example below, that the Description is followed by the Qty included in the import.

Minimum: This is the Minimum that will be charged each month for this particular line item. 

Maximum: This is the Maximum that will be charges each month for this particular line item.

Assoc Expense GL: This is the Association's Expense GL Account that will be used by the Association when paying this invoice. This is different than the Corporate Income GL that was used when setting up the Association > Assessments for your Management Company's charges.

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Admin Fees Other

Admin Fees Other allows extra flexibility in charging those flat-rate items. This will charge the same charge and same amount every month to Association. For non-monthly or variable amounts, use the Admin Fees External option. 

Charge Type: This field is where you select your Management Company's charges as established on the Association > Settings page for your Management Company. This is the Charge Type that will appear on Invoices and Ledger Items for your Association in the Management Center. For details on setting up your Corporate Assessments, visit Management Center - Management Company Assessments.

Rate: This is the flat rate that will be charged to the Association. If this item has a variable rate or if it is not charged every month, it is better to use the Admin Billing External method. 

Assoc Expense GL: This is the Association's Expense GL Account that will be used by the Association when paying this invoice. This is different than the Corporate Income GL that was used when setting up the Association > Assessments for your Management Company's charges.

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