Management companies must have active contracts with each of their associations that outline all of their admin and management fees (items they want to charge for). The system only picks up the charges outlined in the contracts. You can generate and post charges to the association manually or automatically.

Important: When you use Revenue Manager for the first time, Vantaca generates charges from the 1st of the selected month/year. With each subsequent billing, Vantaca generates charges based on the last posted date. If, for your first use, you want to generate charges from a date other than the 1st of the month, contact Vantaca Support.

Generate Charges

Generating charges is the first step in the billing process within Revenue Manager where Vantaca creates billable items based on your contract parameters. You can set up your contracts so that you must manually generate charges or the system automatically generates charges for you on a specific day of the month.

When you generate charges, Vantaca identifies all applicable fees based on the contract terms for the selected billing period.

Post Charges

Posting charges is the second step in the billing process where Revenue Manager converts pending charges into invoices and posts them to the ledger. You can set up your contracts so that you must manually post charges or the system automatically posts charges on a specified date every month.

When you post charges:

Vantaca creates invoices from the pending charges.
The charges move from pending to posted.
Your Invoice Action Item process in Vantaca is followed.
GL accounts update to reflect the posted revenue.

It is common for management companies to set Admin Fees to auto-generate and Management Fees to either auto-generate or auto-post:

If you set up fees to auto-post, fees are both generated and posted on the selected date.
If you set up fees to auto-generate, fees generate on the selected date and you must manually post them. This allows you to review the pending amounts before they post to avoid mistakes.

Contracts Page

When you navigate to Management > Revenue Manager, and click Contacts, the Contracts page displays and includes the following sections:

Admin Fee Contracts
Management Fee Contracts

In both of the Admin Fee Contracts and Management Fee Contracts sections, you can select and filter information for your associations to view the data that is important to you, create new contracts, and export information into Excel spreadsheets:

To use the Contracts page:

New Fee Contract (1): Click to create a new Fee contract.
Include Expired (2): Select to include expired contracts in the list.
Export (3): Click to export the information from all associations with an active contract (not just the current page) into an Excel file. If you applied filters, only the displayed, filtered information exports.
Edit (4): Click to open an existing contract so you can make changes.

Admin Fee Contracts

An Admin Fee contract is a specialized agreement within Revenue Manager that allows your management company to systematically bill associations for variable administrative services. You can generate and post admin fees several times per month (if necessary). Pending amounts are calculated based on the last posted date.

By implementing Admin Fee contracts in Revenue Manager, your management company can transform previously time-consuming billing processes into streamlined, automated revenue streams. Conducting admin billing through Revenue Manager ensures that you capture all billable services according to your contract with each association. The flexible contract configuration options let you tailor billing processes to match your business needs, giving you visibility and control over your admin fee revenue generation.

Administration fees are outlined in the Admin Fee contract and include charges based on triggered fee categories for things such as late fees, violations fees, bank return fees, etc.

These contracts support multiple fee categories, including:

Ledger Activities: Fees triggered by financial transactions on the Homeowner ledger.
External Charges: Fees for services conducted outside of Vantaca and generated based on a spreadsheet import. If you import external charges and the system finds matching charges configured in the Admin Fee contract, a pending amount value displays (even if you have not generated any charges yet). For more information, see the External Charges section later in this article or the Admin Billing External Charge Import section in the "Revenue Manager: Billing" article.
Flat Fees: Consistent monthly charges that recur each billing cycle. Flat fees are only charged once per month even if they generate several times within the month. If the flat fees generate, post, and then generate again, they are included in the first invoice generated and not included again until the next billing month/year to avoid charging more than once per month.
Action Items: Fees generated when specific workflow steps are completed as part of an action item. For more information see the Action Items section later in the article.

Management Fee Contracts

Management Fee contracts are designed for consistent, predictable monthly revenue generation and can be fully automated through the billing cycle. The system allows you to configure contract terms, approval requirements, payment methods, and generation settings to match your business practices. By implementing Management Fee contracts in Revenue Manager, you ensure accurate and timely billing for your core services and create a stable revenue foundation while eliminating manual processing errors and reducing administrative overhead.

The Management Fee contract outlines the management fee (normally a monthly set fee) and other charges such as: copies, letters mailed, ACH payments collected, ownership transfers, website hosting, etc. These types of charges are set up as assessments and must be paid by the association.

Each association includes a single active Management Fee contract.

Important: You can only generate and post management fees once per month.

Monthly billing charges are created based on the fee structure in the contract, which typically uses one of the following three configurations:

Fixed Amount Only: A consistent monthly charge regardless of community size.
Per Door Rates Only: Fees calculated based on the number of units in the association. Minimum and maximum apply only to per door rates.
Fixed and Per Door Rates Combined: A base fee plus a variable component tied to community size.

Create a New Fee Contract

To create a new fee contract:

Click Admin Fee Contracts or Management Fee Contracts depending on the type of contract you want to create.
Click New Fee Contract. The Admin Fee Contract or Management Fee Contract screen displays with the General Information screen open.
In the General Information screen provide the following information:
- Association: Select the association for which you want to create the new fee contract.
- Account Number: Enter the account number.
  Note: The account number is typically used to map information to external accounting systems, so use a number that makes sense within your management company (it could be the association code).
- Provider: Select the provider (your management company) to which this contract is related.
- Start Date (optional): Enter or select the start date of the contract.
- End Date (optional): Enter or select the end date of the contract.
- Contract Description (optional): Enter a description of the contract.
Click Generation Settings in the side menu and provide the following information:
- Method: Select the method used for fees in this contract:
  - None: Select this option if you want to manually generate and post charges for
    this association. With this option, when you want to generate charges, you will
    need to select the association in the Billing grid and click Generate Charges to add
    the pending charges to the grids. For more information about generating charges,
    see the "Revenue Manager: Billing" article.
  - Auto-Post: The fees will automatically post on the Date (day of the month) you
    select. Make sure to select a date that occurs every month or, for dates such as
    the 29th, 30th, and 31st, select Last Day of the Month.
  - Auto-Generate: The fees will automatically generate on the Date (day of the month) you select.
- Register Description: Enter a description.
Click Approvals in the side menu and provide the following information:
- Auto Approve Method: Select the Auto Approve method that you want to use:
  - Do Not Auto Approve: Automatic approval will not take place. With this option, you must
    approve the charges through the Invoice Action Item workflow. For more information see
    the "Invoice - Action Item Workflow (Basic)" article.
  - Exact Amount: Enter the exact amount for which you want automatic approval to take place.
    All invoices that match this amount trigger auto approval.
  - Less Than Amount: Enter the maximum amount for which you want automatic approval to
    take place. If the total of all posted charges is less than this amount, it triggers auto approval.
  - Within Amount from the Last Invoice: Automatic approval takes place if the total of the
    posted charges is +/- the amount set in this field. For example, if you enter $10 and the last
    invoice was $50, anything between $40 and $60 is automatically approved.
- Board Approval: Select the Board Approval setting that you want to use if this is part of your
  invoice action item workflow:
  - Use Association Setting: Use the association setting that determines if board approval
    is required.
  - Require Board Approval: Board approval is required.
  - No Board Approval: Board approval is not required.
- Signature Approval: Select the Signature Approval setting you want to use if this is part of
  your invoice action item workflow:
  - Use Association Setting: Use the association setting that determines if signature approval
    is required.
  - Require Signature Approval: Signature approval is required.
  - No Signature Approval: Signature approval is not required.
(Admin Fees Only) Click Charges & Payments. See the following Charges and Payments section.
(Admin Fees Only) Click Action Items. See the Action Items section later in this article.
(Management Fees only) Click Payments. See the Payments section later in this article.
(Management Fees only) Click Management Fee. See the Management Fee section later in this article.
Click Save Changes.

Charges and Payments (Admin Fee Contracts Only)

The Charges and Payments section of the Admin Fee Contract screen includes the following sections:

Ledger Activity
External Charges
Flat Fees

Work through these sections to add the different types of items to your contract.

Ledger Activity

Ledger activities generate charges based on activity on the Homeowner ledger of the people that live within the association (not the management company Homeowner ledger). As these activities occur, the system generates charges based on the specific activity. Each ledger activity can be charged as a flat rate or as a percent.

Important: We recommend that you keep Association Billable Charges and Association Expense GLs consistent across associations. Although some items may be specific to an association, we encourage you to have consistent billable charges and Expense GLs for the same type of activity for each association.

Click Ledger Activity to view the following ledger activity information for the selected association:

Charge Type: Shows the specific kind of item that you (the management company) charge to the association. Charges are configured during set up and are linked to a Corporate GL. For more information about setting up charges, see the "Revenue Manager: Setup" article.
Association Billable Charge: The specific billable charge that will be applied to the Homeowner ledger that results in a charge or payment to the association according to the Ledger Transaction Type setting.
Association Expense GL: The association's Expense GL used to pay invoices.
Ledger Transaction Type: Shows the selection that determines when the association will be charged for the item that appears on the Homeowner ledger. For more information about charge adjustments and write-offs, see the "Homeowner Charge Adjustments - How to Waive a Charge" article. Options include:
- Charge: The association is charged any time this Association Billable Charge is added to a homeowner's ledger.
- Payments: The association is only charged when a payment of this Association Billable Charge is added to the homeowner's ledger.
- Charges and Adjustments: The association is charged when this Association Billable Charge is added to homeowner' ledger. If the item on the ledger is later partially or fully adjusted, the association's charge will also be adjusted.
- Charges and Write-offs: The association is charged when this Association Billable Charge is added to the homeowner's ledger. If the item is later partially or fully written-off, the association's charge is adjusted as well.
- Charges, Adjustments, and Write-offs: The association is charged when this Association Billable Charge is added to the homeowner's ledger. If the item on the ledger is later partially or fully adjusted, the association's charge is adjusted as well.
Rate: Shows the rate that the association is charged when ledger activity occurs on the Homeowner ledger.
Percent: Shows the percentage of this specific ledger entry that the association is charged when the ledger activity occurs on the Homeowner ledger.

Add New Ledger Activity

To add new ledger activity:

Click New Ledger Activity.
The Add Ledger Activity screen opens.
Provide the following information:
Note: See the descriptions in the Ledger Activity section.
- Charge Type: Search for and select a charge type.
- Association Billable Charge: Search for and select an association billable charge.
- Association Expense GL: Search for and select an association expense GL.
- Ledger Transaction Type: Select the ledger transaction type you want to use:
- Is this Ledger Activity a flat rate or percentage?: Select Flat Rate or Percentage and enter the value in the corresponding field.
- Minimum Amount (optional): Enter the minimum amount that will be charged, regardless of the rate or percentage configured.
  Note: If you set up charges to use a flat rate, the process charges that flat rate by the number of charges found. For example, if the charge is $5 for each Dues Assessment and 10 Dues Assessments are found across association homeowners, the charge would be $50. But, if the minimum is set to $60, it would charge $60 instead. Or if the maximum was $40, it would only charge $40. The same applies to percentages, you can set minimum/maximum charge amounts on the percentage of the cost.
- Maximum Amount (optional): Enter the maximum amount that will be charged, regardless of the rate or percentage configured. See the previous note.
Click Add Ledger Activity.

External Charges

External admin billing charges may vary each month and are based on an external source. This lets you bill for things tracked outside of Vantaca, such as office copies, postage, maintenance billable hours, etc. To charge for these external items, you must run an import that tells the system the amount or quantity of the items to charge for. Imported charges appear as generated charges in the pending amount for the association.

You can import external charges by either:

Quantity: Vantaca generates the pending amount by multiplying the quantity by the rate.
Amount: Vantaca ignores the rate and applies the amount to the pending amount total.

External charges, unlike other charges, are generated upon import. Other charges must be generated either manually or automatically through the Admin Fees billing grid, the auto-generation setting, or the auto-post setting.

For more information, see the Admin Billing External Charge Import section in the "Revenue Manager: Billing" article.

Click External Charges to view the following external charge information for the selected association:

Charge Type: Shows the specific kind of item that you (the management company) charge to the association. Charges were configured during set up and are linked to a Corporate GL. For more information about setting up charges, see the "Revenue Manager: Setup" article.
Association Expense GL: The association's Expense GL used to pay invoices.
Rate: The flat rate that the association is charged when ledger activity occurs on the Homeowner ledger (you cannot use a percentage for external charges).
Description: The description tied to the external charge.

Add a New External Charge

To add a new external charge:

Click New External Charge.
The Add External Charge screen opens.
Provide the following information:
- Description (optional): Add a description of this external charge if you wish.
- Charge Type: Search for and select the charge type.
- Association Expense GL: Search for and select the association expense GL.
- Rate: Enter the rate for this external charge.
- Minimum Amount (optional): You can only use this option when importing by quantity.
  Enter the minimum amount that will be charged, regardless of the charge imported.
  Note: If you import external charges by quantity, the process charges the rate multiplied
  by the number of charges found. For example, if the charge is $5 for each Dues
  Assessment and 10 Dues Assessments are found across association homeowner,
  the charge would be $50. But, if the minimum is set to $60, it would charge $60
  instead. Or if the maximum was $40, it would only charge $40.
- Maximum Amount (optional): You can only use this option when importing by quantity.
  Enter the maximum amount that will be charged, regardless of the charge imported. See
  the previous Note.
Click Add External Charge.

Flat Fees

Click Flat Fees to view the following flat fee information for the selected association:

Charge Type: Shows the specific kind of item that you (the management company) charge to the association. Charges were configured during set up and are linked to a Corporate GL. For more information about setting up charges, see the "Revenue Manager: Setup" article.
Association Expense GL: The association's Expense GL used to pay invoices.
Rate: Shows the flat rate that the association is charged when this ledger activity occurs on the Homeowner ledger.

Add a New Flat Fee

To add a new flat fee:

Click New Flat Fee.
The Add Flat Fee screen opens.
Provide the following information:
- Charge Type: Search for and select the charge type.
- Association Expense GL: Search for and select the association expense GL.
- Rate: Enter the rate for this flat fee.
Click Add Flat Fee.

Action Items (Admin Fee Contracts Only)

Click Action Items in the side menu to view the following action item information for the selected association:

Charge Type: Shows the specific kind of item that you (the management company) charge to the association. Charges were configured during set up and are linked to a Corporate GL. For more information about setting up charges, see the "Revenue Manager: Setup" article.
Association Expense GL: The association's Expense GL used to pay invoices.
Count Type: The specific count type set for the action item that will be used to charge the association. This determines when the association will be billed for action item activity. See the following Count Type section for explanations of the various options.
Action Type and Action Step: Depending on the Count Type selected, you may also need to select an Action Type and Action Step. Some Count Types require a specific type and step so that Vantaca knows when to calculate the charge within the action item workflow. All other count type fees are automatically generated by Vantaca at the correct step in the workflow. The Count Types that require a type/step are as follows:
- Count
- Count 1099s
- Count Paper Notifications
- Count Email Notifications
Rate: Shows the flat rate that the association is charged when ledger activity occurs on the Homeowner ledger.

Count Type

Indicates the specific count type set for the action item used to charge associations and determines when the association will be billed for action item activity. Options include:

Count: The system will generate charges each time the action item is stepped to a step that generates charges, regardless of the method of contact or other parameters. If you select this option, you must select an action type and action step.
Count 1099s: Charges should generate each time a 1099 is created within the association. If you select this option, you must select an action type and action step.
Count Coupons: Charges should generate for each homeowner coupon book that is created and printed in-house or sent to a third-party.
Count Invoice Auto Drafts: Selecting this option designates that a charge should be generated each time an invoice pays through Auto Draft.
Count Invoice 3rd Party Payments: Selecting this option designates that a charge should be generated each time an invoice pays through a third party, specifically Avid, VIP, or Spectrum.
Count Invoice Check Payments: Selecting this option designates that a charge should be generated each time an invoice pays with a check.
Count Invoice ACH Payments: Selecting this option designates that a charge should be generated each time an invoice pays with ACH.
Count Paper Notifications: Selecting this option designates that a charge should be generated each time the action item sends a paper communication. Users will need to select an action type and step for this method in the modal after selecting this value.
Count Email Notifications: Selecting this option designates that a charge should be generated each time the action item sends an electronic communication. Users will need to select an action type and step for this method in the modal after selecting this value.
Additional options may also exist if you previously used Management Center and had some legacy action items selected. If you try to edit an Admin Fee contract with one of the following count type options, it does display in the dropdown, but you must select a non-legacy value before saving. New clients enrolled in Revenue Manager will not see legacy options. The legacy options are as follows:
- Count Paper/Checks (count paper, count check payments): Select the relevant value from the new options.
- Count Electronic/ACH (count email, count ACH): Select the relevant value from the new options.

Add a New Action Item

To add a new action item:

Click New Action Item.
The Add Action Item screen opens.
Note: Some action items do not require an Action Type and Action Step while others do, in which case the screen will differ.
Provide the following information depending on the fields in the screen:
- Charge Type: Search for and select a charge type.
- Count Type: Select one of the options. Depending on the selected option, the screen may
  include additional fields.
- Association Expense GL: Search for and select an association expense GL.
- Action Type: Select the appropriate action type.
- Action Step: Select the appropriate action step.
- Rate: Enter the rate for this action item.
- Minimum Amount (optional): Enter the minimum amount that will be charged, regardless of
  the rate configured.
  Note: The process charges the rate entered by the number of charges found. For example, if the
  charge is $5 for each Dues Assessment and 10 Dues Assessments are found across association
  homeowner, the charge would be $50. But, if the minimum is set to $60, it would charge $60
  instead. Or if the maximum was $40, it would only charge $40.
- Maximum Amount (optional): Enter the maximum amount that will be charged, regardless of
  the rate configured. See the previous Note.
Click Add Action Item.

Payments (Management Fee Contracts Only)

Click Payments on the side menu and provide the following information:

Use Default: Select to use the default payment method set up for the service provider (your management company).
Choose a different Payment Method: Select this option, and then select the preferred Payment Method from the field that displays.
Auto Pay: Enable this option to pay automatically. If you use this payment method, invoices are subject to the association's minimum balance.

Important: If the association does not have enough funds to pay the invoice there is no current insufficient funds error within Revenue Manager.

Management Fee (Management Fee Contracts Only)

Click Management Fee on the side menu and provide the following information:

Charge Type: Select the management fee charge type that you set up and is linked to a Corporate GL. For more information about setting up charges, see the "Revenue Manager: Setup" article.
Charge Structure: Select one of the following options:
- Fixed amount only: See the following Fixed Amount Only section.
- Per door rates only: See the Per Door Rates Only section.
- Fixed and per door rates: See the Fixed and Per Door Rates section.

GL Account: Select the association expense GL Account on which the management fee should record.
Fund (optional): Select the fund that the association uses to pay invoices (Operating is the default).

Fixed Amount Only

When you select this option the screen dynamically changes so you can enter the:

Fixed Amount: Enter the value for the fixed amount.
GL Account: Select the association expense GL Account on which the management fee should record.
Fund (optional): Select the fund that the association uses to pay invoices (Operating is the default).

Per Door Rates Only

When you select the Per door rates only option, the screen dynamically changes so you can provide the following information:

Minimum Amount (optional): Enter the minimum amount that will be charged, regardless of the rate and number of doors.
Note: The process charges the per door rate configured by the number of doors. For example, if the charge is $5 per door and 10 doors are in the association, the charge would be $50. But, if the minimum is set to $60, it would charge $60 no matter the number of doors. Or if the maximum was $40, it would only charge $40.
Maximum Amount (optional): Enter the maximum amount that will be charged, regardless of the rate and number of doors.

The screen also displays the rate table where you can see the following information:

From: Shows the minimum per door range. For example, if from 0 - 5 doors you want to charge $6, 0 displays here.
To: Shows the maximum per door range. For example, if from 0 - 5 doors you want to charge $6, 5 displays here.
GL Account: Shows the association expense GL Account on which the management fee records.
Fund (optional): Shows the fund that the association uses to pay invoices (Operating is the default).
Bank Account: Shows the association bank account.
Property Tag (optional): Shows the property tag (if applicable).
Within Vantaca you can set up tags for different property types and parameters (especially useful in multiuse situations). Vantaca can pull these tags to determine when to charge specific rates. For example, you can tag multifamily homes with a different rate than single family homes. For information about tags, see the Tags section of the Vantaca Library.
Rate: Shows the per door rate. For example, if from 0 -5 doors you want to charge $6, $6 displays here.

Add a New Rate

To add a new rate:

Click New Rate.
The Add Rate screen opens.
Provide the following information:
- From: Enter the minimum of the per door range.
- To: Enter the maximum of the per door range.
- GL Account: Search for and select the association expense GL account.
- Fund (optional): Select the fund that the association uses to pay invoices (Operating is the default).
- Bank Account: Search for and select the association bank account.
- Property Tag (optional): Select the appropriate property tag if desired.
- Rate: Enter the value of the rate.
Click Add Rate.

Fixed and Per Door Rates

When you select the Fixed and per door rates option, the screen dynamically changes so you can provide the following information:

Click Fixed Amount Settings, enter the value for the fixed amount, select the association expense GL account, and the fund that the association uses to pay invoices (Operating is the default).
Click Per Door Rate Settings and provide the information as described in the previous Per Door Rates only section.
Click Save Changes.

Note: If you select Fixed and per door rates, the minimum and maximum only applies to per door rates. For example, you might have a fixed rate and then calculate the minimum and maximum based on the per door rate. These minimum and maximum amounts apply to the additional dollar amount that you can charge on top of the fixed rate after your per door calculations. The minimum and maximum do not take the fixed rate into account when setting fixed and per door rates.

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