Notifying Vendors Before Switching to Vantaca

When your organization goes live with Vantaca, vendors who submit invoices or receive payments are affected immediately. Invoices sent to your previous email address will not be received after go-live, and checks issued from Vantaca will have a different format and check numbering than what vendors have received before. 

Sending a vendor notification at least 30 days before go-live reduces misdirected invoices, payment delays, and inbound calls during your first week on the platform. This article explains what to confirm before you send, which vendors to notify, and what to include in your notification.
 

Contents

• Before You Begin
• Vendors to Notify
• What to Include in Your Vendor Notification

Before You Begin

Confirm the following with your Project Manager before drafting vendor communications:

• Your new invoice email address (provided by your Admin Solutions Consultant)
• Whether your mailing address is changing
• Whether your organization is using Vantaca Vendor Pay

Note: If your organization is using Vantaca Vendor Pay, your notification must include a section about the vendor portal. See the What to Include in Your Vendor Notification  section later in this article for details.
 

Vendors to Notify

Notify any vendor who has submitted an invoice or received a payment in the last six months. Prioritize recurring vendors over one-time vendors whose work is complete.

To identify vendors to notify, pull your AP aging report for the last six months. Examples of recurring vendors to prioritize include:

• Landscapers
• Pool maintenance providers
• Utilities
• Insurance carriers
• Attorneys
• Elevator companies
   

What to Include in Your Vendor Notification

Include the following information in your notification, as applicable:

• New invoice submission address: Where vendors must send invoices starting on go-live day. Include the new email address and, if applicable, an updated mailing address for paper invoices.
• Check format change: Checks issued from Vantaca will have a different format and check numbering. Bank account information remains the same unless your organization is also changing banks.
• Vantaca Vendor Pay (if applicable): Vendors will receive a portal invitation to manage payment preferences, submit W-9s, and enroll in ACH for faster payments. For details, see the "Vantaca Vendor: Pay Set Up" article.
• AP contact information: The name, email address, and phone number of your management company AP contact that vendors should reach out to for payment questions after go-live.

You can use the following template and modify it if necessary: Vendor Notification
 

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