Vantaca Vendor: User Guide

Vantaca Vendor is a secure online portal that gives you complete visibility into your invoices and control over how you get paid, without needing to call a management company or association for updates.

When you receive a Welcome to Vantaca Vendor email, it means a management company you work with uses Vantaca to manage invoices and payments. The Vantaca Vendor portal gives you a direct window into that process so you always know where your invoices stand and when to expect payment.

Through the portal, you can:

• Track every invoice from submission to payment (Received → In Review → Approved → Paid).
• Choose your preferred payment method: virtual card, same-day ACH, standard ACH, or mailed check.
• Update your banking information securely.
• View full payment history.

Vantaca Vendor is built to protect your financial information and reduce fraud risk:

• Sensitive details are hidden by default.
• Banking changes require identity verification and include a mandatory security hold.
• You'll receive email confirmations for any important account changes.

This guide explains how to activate your account, manage your profile and payment preferences, and track your invoices.
 

Contents

• Activate Your Account
  • Complete the Activation Process
• Log In and Navigate the Dashboard
• Invoice Status
  • Invoice Details
• View Payment History
• Update Your Account Information
  • Update Company Information
• Payment Methods
  • Change Your Payment Method
• Banking Details
  • Change Your Banking Information
• Reset Your Password
• Get Help
  • Incomplete Banking Information
• Contact Support


 

Activate Your Account

After your management company adopts Vantaca Vendor, you will receive an onboarding email with a personalized activation link.

You may also see a QR code on a check. Scanning the QR code will bring you to activation.
 

Complete the Activation Process

To activate your account:

1. Click Complete Your Registration in your email or scan the QR code (if provided on a check). 
   
   
   
2. In the Verify Your Identity screen, click Send Verification Code.
3. Check your email, and then enter the one-time password (OTP) sent to your email.
   • The OTP is valid for 30 minutes
   • If you return later to complete setup, a new OTP will be sent
4. In the Create Your Account screen, create a secure password for your account, enter it in the Confirm password field, and then click Complete Account Setup. 
   Password Requirements are displayed on this screen for help when creating a password.
5. Add/edit your company information, and then click Continue to Banking Information: 
   Note: The business address will be used for mailing checks if needed. 
   
   
   
6. Select your preferred payment method (see the Payment Methods section later in this article for details about each option): 
   Note: Input fields display for routing/account number, virtual card email, and business/mailing address at the same time, but you only need to fill in details for the ones relevant to the selected payment method. 
   
   
   
   • If you selected a Bank Transfer (ACH) payment method, confirm/add your payment details: 
     Note: You can skip this step during activation and add banking details later, but payment processing will be delayed until banking information is provided:
     • Routing number
     • Account number
   • If you selected the Virtual Card payment method, enter an email for this card. When you get paid, the virtual card will be sent to this email address.
   • If you selected the Mailed Check payment method:
     • Confirm your check mailing address is the same as your business address 
       OR
     • Add a different check mailing address
7. Click Complete Onboarding.

After you complete these steps, you can log in to Vantaca Vendor at any time to track invoices, update your information, or change your payment preferences.

Important: If you exit the activation process after creating your password but before completing all steps, do not click the activation link in the welcome email when ready to resume. Go to https://vendor.vantaca.net/ and sign in using your email and password created earlier, which will take you back to the onboarding flow from where you left off.
 

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Log In and Navigate the Dashboard

After activation, you can log in to the portal at https://vendor.vantaca.net/ using the email and password created during activation.

After you log in, the dashboard displays a summary of your payment activity and invoice status.




 

The dashboard shows:

• Information/Alerts banner: Displays alerts and important account information, for example, if a payment method change is awaiting verification.. 
• Metrics Cards: Shows specific performance indicators and statistics: 
  Note: Metrics reflect activity only for management companies using Vantaca Vendor. Payments from management companies not using Vantaca Vendor for AP payments will not appear here.
  • Earnings This Month (Month): All payments received in the current month.
  • Total Paid (All Time): Number of invoice dollar amount paid in the current year.
  • Pending Total: Dollar amount of unpaid invoices.
  • Total Invoices: Total number of unpaid invoices.
  • Average Payment Duration: Invoice submission to payment time (average processing duration).
• Tabs: Each tab displays an amount indicator, click to show:
  • Pending Payments: Payments not yet paid out.
  • Payment History: Payments that have been paid out. Note that "Paid" means different things depending on the payment method:
    • Check: Paid when it's mailed.
    • ACH/Same-Day ACH: Paid when the credit settles with the vendor's bank.
    • Virtual Card: Paid when we email them the card.
  • All Invoices: A combination of pending and payment history.
• Filtering: Allows you to filter all data by:
  • Status: A specific invoice status or all statuses.
  • Management Company: A specific management company or all of your management companies.
• Invoice Table: For each tab, a table displays the related information.



Invoice Status

Invoices are organized by status to help you understand where each invoice is in the approval and payment process.

Click any status category to view detailed information for invoices in that stage:

• Approved: Invoice approved, ready for payment.
• Processing: Payment in progress. For check payments, you can track mail delivery directly in Vantaca Vendor.
• Paid: Payment complete. Note that "Paid" means different things depending on the payment method:
  • Check: Paid when it's mailed.
  • ACH/Same-Day ACH: Paid when the credit settles with the vendor's bank.
  • Virtual Card: Paid when we email them the card.



Invoice Details

For each invoice in any status, you can view the following information:

• Invoice number
• XN-number (Vantaca transaction reference)
• Invoice amount
• Management company name
• HOA name (if available)
• Received date
• Current status

By default, the Vantaca Vendor shows only unpaid invoices sorted by submission date (earliest to latest). If no invoices exist in a stage, "No pending payments" displays.



View Payment History

Payment history shows all invoices that have been paid, organized by payment method. Categories include:

• Paid: Shows the total dollar amount paid over the last 12 months. All paid invoices are listed with the most recent first. Vantaca Vendor also calculates and displays the average processing time across all your paid invoices. Each paid invoice displays:
  • Invoice number
  • XN-number
  • Invoice amount
  • Management company name
  • HOA name (if available)
  • Received date
  • Payment date
  • Processing time (from receipt to payment)
• Check Payments: Shows only invoices paid via check, with the same details as the Paid category.
• ACH Payments: Shows only invoices paid via ACH (both Standard and Same-Day), with the same details as the Paid category.
• VCC: Shows only invoices paid via virtual credit card, with the same details as the Paid category.



Update Your Account Information

You can update your company information, contacts, and payment preferences anytime through the Vantaca Vendor portal.

 

Update Company Information

To update basic company information:

1. Log in to Vantaca Vendor and click your Profile icon.
2. Select Account Settings or Profile.
3. Click Edit to receive a one-time password in your email to unlock the following fields for editing: 
   • Company name
   • DBA (Doing Business As)
   • Business address
   • Tax ID
   • 1099 information
   • Primary phone number
   • Primary email address
4. Click Save.

Changes to your profile are automatically reflected in the management company's Vantaca system.



Payment Methods

You can change your preferred payment method at any time. The new payment method will apply to all future payments. Options include:

Virtual Credit Card (VCC)

• Processing time: Instant
• How it works: You receive an email with card details
• Fee: Processing fee based on agreement with company (deducted at point of sale when you use the card)
• Card validity: 4 years, single use

Same-Day Bank Transfer (ACH)

• Processing time: 1 business day
• How it works: Funds are deposited directly to your bank account
• Fee: 1% of invoice amount, capped at $25

Standard Bank Transfer (ACH)

• Processing time: 3-5 business days
• How it works: Funds are deposited directly to your bank account
• Fee: No fee for this option

Mailed Check

• Processing time: 7-10 business days
• How it works: Check is mailed to your business or check mailing address
• Fee: None (processing fee is paid by management company/HOA)
• Validity: 180 days
   

Change Your Payment Method

To change your payment method:

Note: Any change to a payment method (selecting a different method, detail updates, etc.) will result in a 2-day delay.

1. Log in to Vantaca Vendor.
2. Navigate to Account Settings > Banking Information.
3. Select your new preferred Payment Method.
4. Click Save.

If you selected an ACH payment method and have not yet provided banking details, you will be prompted to add this information.



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Banking Details

Banking details are protected with strict security measures. Any changes to routing or account numbers require verification and include a mandatory security delay.

Security Features include:

• Banking details are hidden by default
• You must click View to reveal routing and account numbers
• Changes require one-time password (OTP) verification
• All changes include a 2-business-day security delay
• You receive email confirmation after any banking update



Change Your Banking Information

To change your banking details:

1. Log in to Vantaca Vendor.
2. Navigate to Account Settings > Banking Information.
3. Click View to reveal current banking details.
4. Click Edit.
5. Enter your new banking information:
   • Bank name
   • Routing number
   • Account number
6. Click Save.
7. Enter the one-time password (OTP) sent to your registered email address.
8. Confirm the change.

After you submit the change:

• You will receive an email confirming the update
• A 2-business-day security delay will be applied
• All pending payments will be held until the security window passes
• The Vantaca Vendor team may contact you to verify the change

Important: Changes take effect after the 2-business-day security window. The email notification includes support contact details if you did not authorize the change.



Reset Your Password

If you forget your password, you can reset it securely.

To reset your password:

1. Go to the Vantaca Vendor login page and click Forgot Password.
2. Enter your email address, and click Send Reset Link.
3. Check your email for the password reset link and click the link in the email.
4. Enter your new password.
5. Confirm by entering your new password again.
6. Click Reset Password.

After a successful reset, you will be automatically logged in to Vantaca Vendor.



Get Help

 

Incomplete Banking Information

If you did not complete your banking information during activation, you will see a notification on your dashboard prompting you to add this information. Until banking details are added, payments will be processed via check to your business address.

 

Contact Support

Contact Vantaca Vendor support at: support.vendor@vantaca.com for questions about:

• Your account or login
• Invoice status
• Payment processing
• Banking information updates


 

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