Latest updates appear at the top of tables• Updated throughout the month
Contents:
New Features This Month
Vantaca Pay: Pay Now Recurring Payment Enrollment
Homeowners can now enroll in recurring payments immediately after completing a one-time payment via a Pay Now link. With the payment confirmation, eligible homeowners will see an enrollment prompt with prepopulated payment details including the payment method just used, full balance payment amount, monthly frequency on scheduled due date, and processing fee information. Homeowners can edit the payment amount to set a maximum limit, change the payment method, or dismiss to enroll later. Pay Now links automatically invalidate after recurring payment enrollment.
This enhancement streamlines recurring payment adoption by enabling one-click enrollment after one-time payments, preventing confusion from expired Pay Now links after enrollment.
For more information, see the following articles:
Vantaca Pay: Simplified Recurring Payment Setup
Vantaca Pay now provides a streamlined screen for setting up recurring payments directly after log in. Homeowners can save payment methods, schedule automatic payments, and enroll in Express Pay text reminders within a single workflow. The system includes a Set Up Later (snooze) option to postpone recurring payment setup reminders.
For more information, see the following articles:
Revenue Manger: Credits
Revenue Manager now includes comprehensive credit management capabilities for admin billing, allowing you to track, apply, and manage credits that offset association charges.
Important: This feature will be rolled out incrementally to management companies.
Management companies can create and track credits for associations, with automatic application to pending charges during invoice generation. New features include:
- Credits display in a dedicated tab with sortable, filterable columns
- Automatic credit application to matching charge types when generating invoices
- Void functionality for partially used credits
- Complete credit details on invoice PDFs showing applied amounts
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Warning screen for users without active Revenue Manager associations
For more information, see the "Revenue Manager: Credits and Refunds" article.
CMP: 1098 Mortgage Interest
Vantaca now supports Form 1098 Mortgage Interest Reporting for co-op communities and traditional HOA communities, enabling management companies to efficiently generate and manage IRS Form 1098 statements that report mortgage interest, real estate taxes, and mortgage insurance premiums paid by homeowners during the tax year.
Important: The 1098 feature must be enabled by Vantaca. Reach out to your CSM for access.
In co-op properties, where each unit represents shares in a corporation that holds a shared mortgage for the entire building, the 1098 feature calculates each homeowner's proportional share of the building's mortgage interest based on their share allocation, ensuring accurate tax reporting and compliance with the January 31st IRS deadline.
Key capabilities include:
- Import share calculations from your CPA and manage mortgage records with automatic per-homeowner calculations.
- Generate Nelco-compatible export files and submit electronically through integrated action items.
- Automatic proration of mortgage interest when ownership transfers occur during the tax year.
- Built-in validation that prevents form generation when required information is missing or homeowner shares don't match association totals.
Management companies benefit from simplified compliance with automated calculations and bulk import capabilities, while homeowners receive timely, accurate Form 1098 statements by the January 31st deadline for their federal tax returns.
For more information, see the following articles:
- 1098 Mortgage Interest Reporting
- Set Up Action Items for 1098 Mortgage Interest
- Electronic Reporting through Nelco (1098 & 1099)
Improvements ⬆️
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Release Date |
Details |
Customer Impact |
Roles Affected |
Related Articles |
12/23/25 Home & Pay |
Pay Now Recurring Payment Enrollment See previous New Features section. |
Streamlines recurring payment adoption by enabling one-click enrollment after one-time payments, preventing confusion from expired Pay Now links after enrollment. | Homeowners | |
12/23/25 Home & Pay |
Custom Electronic Disclosure Content for Profile Updates Re-enabled custom electronic disclosure content configuration in Settings > Portal Pages > Owner Contact Info. Management companies can add custom messaging that displays when homeowners update their profile contact information and communication preferences. When no custom content is configured, the system displays default electronic communication agreement language. |
System administrators can customize the electronic disclosure message homeowners see when updating contact information. | System Admins | |
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12/19/25 CMP |
Follow Up Date Auto-Populates in Vantaca Manage The Vantaca Manage mobile app now prepopulates Follow Up Date fields on violations, work orders, and ARC requests based on the Duration configuration (# of Days to Remain at this step) set in action step rules. |
Property managers save time creating action items as Follow Up Dates automatically calculate based on configured durations rather than requiring manual date entry for each step. | Property Managers Community Managers |
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12/16/25 CMP |
Global New Action Item Button Added a New Action Item button in the application header (beside the Company ID) that allows users to create action items from any screen without navigating to specific modules. The button displays action types where the user's role matches the Default Follower value. |
Users can now create action items from anywhere in the application, improving workflow efficiency by reducing navigation steps while maintaining role-based security. | All users with Action Item Create permissions | |
12/16/25 CMP |
Call Center Action Item Creation Permissions Added a Call Center security group in Role Securities with Add/Update permission to control action item creation from the Call Center. Users with this permission can create action items from the Call Center; without it, they can search XN numbers and homeowners but cannot use the Update button. |
System admins can now control which users can create action items from the Call Center, with permission defaulting to enabled for roles that have existing Action Item Add/Update permissions. | System Admins Call Center Users |
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12/16/25 CMP |
Post Deposit GL Account Selection Improved the Post Deposit GL account selection to accept typed GL account numbers that match existing used GL accounts for the association without requiring hard selection from the dropdown. The system now validates and auto-populates matching GL numbers when users type and press Tab or Enter. |
Reduces data entry errors when posting deposits by accepting valid typed GL account numbers, eliminating the need to navigate through dropdown selections while still validating that the GL exists for the association. | Accounting Staff | Post Deposit |
2/12/25 Home & Pay |
Vantaca Pay Simplified Recurring Payment Setup See previous New Features section. |
Homeowners can more easily enroll in recurring payments without navigating through multiple screens, reducing setup friction and increasing adoption of recurring payment options. | Homeowners | |
2/12/25 Home & Pay |
Home Mobile Profile Settings Screen The Vantaca Home mobile app now includes a dedicated Profile Settings screen accessible from the navigation menu. This screen consolidates account management features including profile information display, notification preferences, and app settings in one centralized location for mobile users. |
Homeowners using the Vantaca Home mobile app can now easily access and manage their account settings, view profile information, and configure notification preferences directly from their mobile device without navigating through multiple screens. | Homeowners (Home Mobile App Users) | |
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12/05/25 Revenue Manager |
Revenue Manager Credits See previous New Features section. |
Users gain immediate visibility into credit availability and application throughout the billing workflow, can add external charges directly without file imports, can void partial credit balances without contacting support, and receive complete credit documentation on invoice PDFs for improved financial transparency with associations. | Property Managers Accounting Staff |
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12/04/25 CMP |
1098 Mortgage Interest See the previous New Features section. |
Management Companies: Automated 1098 compliance with share-based calculations, bulk imports, integrated Nelco filing, and built-in validation to prevent errors. Homeowners: Accurate Form 1098 statements delivered by the January 31st deadline for timely tax filing. |
System Admins Accounting Finance Staff |
1098 Mortgage Interest Reporting Set Up Action Items for 1098 Mortgage Interest Electronic Reporting through Nelco (1098 & 1099) |
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12/04/25 CMP
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1099 Export Reflects 2025 IRS Requirements The 1099 export file and Nelco submissions no longer include the Golden Parachute Payments column, aligning with 2025 IRS tax year requirements. |
1099 processing automatically complies with updated IRS filing requirements without manual adjustments. |
Accounting Staff 1099 Processors |
1099 FAQ Electronic Reporting through Nelco (1098 & 1099) |
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12/04/25 CMP |
Violations Report With Photos Created a Violations Report with Photos that includes violation photos directly within the report. Reformatted both the standard Violations Report and new Violations Report with Photos to use a columnar layout with XN, Account, Owner Name, Address, Hearing Date, and Details columns. Added the Show Hearing Date checkbox (default on) and corrected summary spacing issues. |
Board members can now visually verify violations without clicking into individual violation records, and users can more efficiently review and export violation data with the new columnar format optimized for Excel filtering. |
Property Managers Compliance Staff Board Members |
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12/04/25 CMP
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Assessment Acceleration Preview Enhanced the assessment acceleration interface with detailed preview functionality. The Accelerate Balance column has been renamed to Fiscal Year Accelerate Balance for clarity. The Post Acceleration screen now displays the specific end date, total amount, posting date, and a detailed transaction breakdown showing which periods will be included before posting charges. Users can only accelerate one charge at a time, with warnings displayed if multiple charges are selected. |
AR specialists can preview exact acceleration amounts and date ranges before posting, eliminating surprises and reducing posting errors. The enhanced preview shows which monthly charges will be included, the posting date, and informational text about how acceleration affects the ledger and AR balance. |
AR Specialists Accounting Staff Collections Managers |
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12/04/25 CMP
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Email Reply Context The Reply and Reply All buttons in action item emails now automatically include the specific message being replied to in the email body, preserving original formatting with a clear visual divider. |
Users now have better conversation context when replying to emails, reducing miscommunication and ensuring recipients understand exactly what is being responded to. |
All users managing action item communications |
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12/04/25 CMP |
New Call Center Action Category Created a new Call Center action type category in action item configuration. This category functions identically to the Standard category and provides a dedicated space for organizing call center-specific action types. Management companies must migrate existing call center action types to this new category before January 23, 2025, when the Call Center interface will restrict creation to only Call Center category action types. To migrate, navigate to Settings > Action Types/Steps and click Edit next to the action type and change the category to Call Center. |
System admins can organize call center workflows under a dedicated category, improving reporting and preparing for upcoming call center functionality enhancements. Action types must be reconfigured to use the Call Center category to remain accessible from the Call Center interface after January 23, 2025. |
System Admins Workflow Managers Call Center Staff |
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12/04/25 CMP
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Key Info - Role Security Permissions Added the Key Info role security under Homeowner > Additional Info to control who can add and update Key Info on homeowner accounts. The existing Homeowner > Homeowner > View permission now determines visibility of Key Info in the homeowner header and Call Center tab. Users with the Homeowner > Additional Info > Add/Update permission enabled will have the new Key Info permission automatically enabled during migration. |
Admins can now control access to sensitive Key Info fields with granular permissions, ensuring only authorized staff can view or modify this data while maintaining existing view-only access for appropriate roles. |
System Admins |
Understanding Roles, Portfolios, & Responsibilities Homeowners > Additional Info Note: This feature will be released at on a future date. |
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12/04/25 CMP |
Invoice Data Entry Error Message Updated the error message on the Complete Data Entry screen if the sum of the positive GL Entries does not equal the invoice total. Also added a tooltip on the Inv Total field to guide users when using credit memos or negative GL items. |
Error messages now clearly explain validation requirements when using negative GL entries as discounts or credits. |
Accounting Staff AP Processors |
Invoice - Complete Data Entry Invoice Processing: Coding Invoices Negative GLs as Invoice Credits |
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12/04/25 CMP
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Vantaca Home Portal Visual Redesign Updated the Vantaca Home portal interface with a modernized design across homeowner-facing and board member pages. The refreshed design maintains all existing functionality while providing an improved visual experience with contemporary styling, enhanced layout consistency, and refined navigation elements. |
Homeowners and board members will experience a visually updated interface across all Vantaca Home portal pages, including requests, calendar views, directory, board actions, and account management sections. All features and workflows remain unchanged—only the visual presentation has been modernized. |
Homeowners Board Members |
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Corrections 🔧
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Release Date |
Details |
Customer Impact |
Roles Affected |
Related Articles |
12/19/25 CMP |
Violations Report Summary Filtering Corrected an issue so the Violations Report Summary section no longer displays all violation steps, but only the selected violation steps in the report parameters. |
Violations Report summaries now accurately reflect only the violation steps selected when generating the report, making it easier to review specific workflow stages. | Property Managers Violations Coordinators |
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12/19/25 CMP |
Updated Western Alliance Bank Display Name Updated the bank account display name from AAB (Alliance Association Bank) to Western Alliance Bank across all areas where bank names appear, including interfaces, bank account settings, service provider payment methods, and internal accounting processes. |
Bank account references now correctly display Western Alliance Bank throughout the system. | Accounting Staff Payment Processors System Admins |
N/A |
12/19/25 Manage Mobile |
Association Configuration Display in Vantaca Manage (Android) Fixed an issue where Android users received "Association Not Configured" alerts for associations using Model Association Settings. The system now correctly retrieves association settings from Model Associations when individual association settings are not present. |
Android users no longer encounter configuration errors when accessing associations that inherit settings from their Model Association, ensuring seamless app functionality. | Property Managers Community Managers (Android) |
N/A |
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12/19/25 Manage Mobile |
Service Provider Availability in Vantaca Manage Fixed an issue where some service providers were not appearing in the service provider dropdown when creating work orders in Vantaca Manage. Service providers with null values in the On Hold field now display correctly in search results. |
All active service providers now appear when searching by name or keyword in Vantaca Manage work order creation, ensuring complete access to your vendor list. | Property Managers Community Managers |
N/A |
12/16/25 CMP |
Budget by Fund Report Calculation Corrected the Budget by Fund report calculation where expense lines were being added instead of subtracted when calculating the Operating Net Total. The report now properly subtracts expenses from revenue. |
Budget by Fund reports now display accurate Operating Net Total calculations using the correct formula: Revenue - Expenses. | Accounting Staff Board Members |
Types of Reports |
12/16/25 CMP |
Statement Action Item Description Field Behavior Corrected an issue where text entered in the action item Description field was incorrectly being added to the statement message in Generations workflows. The Description field no longer overrides or supplements the Statement Message field configured in Company Info or Action Type settings. To add a statement message for a specific XN, go to the Statement Message field in Parameters. |
Statement messages now display only the configured Statement Message content without unintended text from the Description field, maintaining proper statement communication hierarchy (Company Info < Action Type < Action Item Parameter < Statement Message). | Accounting Staff AR Team |
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12/16/25 CMP |
Statement (Charge Summary) Column Header Corrected the Statement (Charge Summary) report column header to accurately reflect the data displayed. The Current Charges column has been renamed to Upcoming Charges to correctly indicate that it displays next month's charges rather than current month charges |
Statement (Charge Summary) reports now have accurate column headers that match the data displayed, preventing confusion about which charges are current versus upcoming. | Accounting Staff AR Team Property Managers |
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12/16/25 CMP |
AVID Consolidated Checks Cash Disbursement Reporting Corrected Cash Disbursement reports to include AVID consolidated payment transactions. The reports now properly retrieve parent consolidated check records that don't have direct ActionItemID links by including child ActionItemID associations. |
Cash Disbursement reports now accurately include all AVID consolidated payment transactions, ensuring complete financial reporting for associations using AVID payment processing. | Accounting Staff | Types of Reports |
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12/04/25 CMP |
Portal Registration not including Portal Key (tag) intermittently Corrected portal key merge tag population in portal registration letters and emails. The system now consistently retrieves portal keys from the correct database table for all homeowners, including those created via import and those with multiple owners on a single property. |
Portal registration communications now reliably include portal keys for all homeowners, eliminating the need for manual corrections and ensuring homeowners receive accurate login credentials. |
Property Managers Homeowner Services Staff |
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12/04/25 CMP |
Portal Key Merge Tag Reliability Resolved intermittent issue where portal keys were missing from Portal Registration action item documents and emails. Portal keys now consistently appear in generated communications. |
Portal registration communications now reliably include portal keys, eliminating manual follow-up. |
Customer Support Property Managers |
Vantaca Home: Account Registration How do homeowners register for a portal account and management company actions? |
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12/04/25 CMP |
Service Provider Payment Method Default Corrected the service provider invoice payment type default. Invoices now correctly default to the payment type specified for this provider when the provider is selected before the association during data entry. |
Service provider invoices now properly use the payment method specified in service contracts, eliminating manual payment type corrections and ensuring ACH payments process as configured. |
Accounting Staff Accounts Payable Processors |
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12/04/25 CMP |
ActionItemNote Merge Tag incorrectly populating System Notes Corrected the ActionItemNote merge tag to display only manual user notes, excluding system-generated notes from letter templates. The merge tag now properly filters to prevent automated system messages from appearing in homeowner communications. |
Letter templates using the ActionItemNote merge tag now display only manual user-entered notes, preventing system-generated messages such as step changes, approvals, and status updates from appearing inappropriately in homeowner letters. |
Compliance Managers Workflow Managers |
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12/04/25 CMP |
Assessment bank account assignment update When updating assessment configurations, bank account selections now properly save to the database, preventing lockbox processing errors. |
Assessment bank account assignments now save correctly when updated, ensuring lockbox files process without errors and payments allocate to the proper bank accounts. |
Accounting Staff Lockbox Processors AR Specialists |
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12/04/25 CMP |
Approved Annual Budget Report GL Duplication Corrected duplicate GL values on the Approved Annual Budget report for associations with multiple funds. Budget amounts now display accurately instead of multiplying by the number of funds. |
Budget reports now show accurate values for associations using multiple funds. |
Accounting Staff Property Managers |
N/A |
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