Vantaca Vendor Management Company Dashboard Guide – Vantaca Library

Audience: Management Companies

The Management Company (MC) Dashboard in Vantaca Vendor is where your company moves vendors onto Vantaca Vendor Pay, keeps vendor contact data clean, follows every payment from the moment Vantaca hands it off until the vendor has the money, and tracks how your payment mix is shifting from checks to electronic methods. This guide walks through each screen: what it shows, how each number is worked out, and what you can do there.

This article describes the screens. For how to handle vendor situations (why a vendor is missing, invitations, changing a vendor's email, who can edit which details), see "Managing Vendors: Enrollment, Invitations and Vendor Details". For what payment statuses and invoice notes mean, see "Understanding Payments: Statuses, Notes and Payment Methods". For cancelling, reissuing and returned payments, see "Stopping, Reissuing and Returned Payments".

In this article

Getting into the dashboard
The Dashboard home screen
Vendors page
Onboarding Tasks and the transition campaign
Transaction Monitor
Reports
Check Signatures page
- How does the Check Signatures page work?
Emails your company receives
- Which emails will my company receive?
Common tasks and troubleshooting
- How do I move vendors from check to ACH or virtual card?
- The dashboard isn't showing the data I expect
Frequently asked questions
- Tips for success
How do I contact support?

Getting into the dashboard

How do I get into the MC Dashboard?

There is no separate username or password for the MC Dashboard. You sign in through Vantaca (single sign-on); your Vantaca login is your identity, and the dashboard never asks for credentials of its own.

Log in to Vantaca as usual at https://vantaca.net/.
Click Management in the main navigation bar.
Select Vantaca Vendor.
Click through to open the MC Dashboard. You are signed in automatically.

The first time your company opens the dashboard, you land on Onboarding Tasks (see What is the Onboarding Tasks page?). After your transition notice has been sent, you land on the Dashboard home screen. Use the left sidebar to move between sections.

If the MC Dashboard isn't listed under Management, your Vantaca role doesn't have access yet. See Who can open the MC Dashboard?

Who can open the MC Dashboard?

Not every Vantaca user can open the MC Dashboard automatically. Access is granted by role in Vantaca, and only a Vantaca System Administrator at your company can turn it on:

Go to Settings > Roles in Vantaca.
Find the role that needs access, click the caret to open it, and make sure the Security tab is selected.
Scroll to the Integrations section and find the VendorHub row.
Click Edit next to VendorHub. Two checkboxes appear:
- Access lets users in this role into the MC Dashboard.
- Superuser grants permissions within the dashboard.
Check both boxes, then click Save Changes.
Users in that role will now see the MC Dashboard under the Management drop-down.

There's no separate user list inside the MC Dashboard. To give someone access, give their Vantaca role VendorHub access as above, or move them to a role that already has it. To remove someone's access, take it off their role (or move them to a role without it).

Two separate things have to be in place for a person to use the dashboard: your company must be enabled for the MC Dashboard (see the next question), and their role must have VendorHub access.

Why do I see a "coming soon" page?

The MC Dashboard is switched on per management company. If your company hasn't been enabled yet, the link opens a "coming soon" page instead of the dashboard. Enabling it is done by Vantaca, not from a setting you can change. Contact Vantaca Vendor support at support.vendor@vantaca.com if you believe your company should have access.

How do I add or remove people?

Through Vantaca roles, not inside the dashboard. A Vantaca System Administrator gives a role VendorHub Access and Superuser permissions (see Who can open the MC Dashboard?), and everyone in that role can then open the dashboard. There's no user-management screen in the MC Dashboard itself. Everyone with access sees data for your whole company.

Management Portal
├─ Onboarding Tasks      ← until your transition notice is sent
├─ Dashboard
├─ Vendors (25+)         ← badge = unresolved Data Quality issues
├─ Transaction Monitor
├─ Reports
└─ Check Signatures      ← only if enabled for your company

Onboarding Tasks - one-time setup: send your transition notice to vendors. It disappears once sent.
Dashboard - overview cards: alerts, payment mix, onboarding funnel, payment conversion, recent payments, revenue share.
Vendors - the vendor list and Data Quality issues. The badge shows the number of open Data Quality issues.
Transaction Monitor - follow every payment through its lifecycle.
Reports - Monthly Earnings, Stale Payments, Stale Virtual Card Payments.
Check Signatures - only shown if Vantaca has enabled it for your company.

Community (association) filters live on the individual dashboard cards. There is no global property or community switcher in the header.

The Dashboard home screen

What do the announcement banners mean?

Vantaca occasionally posts announcements at the top of the dashboard, for example planned maintenance or a new feature. Some banners can be dismissed with the close control; dismissing one hides it for your whole company. Banners with an expiry date disappear on their own.

What are the Action Required alerts?

This alert area flags vendor-record problems that block onboarding or risk misdirected checks:

Email issues - "X vendors missing or have invalid email"
- Impact: a vendor with no usable email can't be invited to Vantaca Vendor Pay.
- Action: click Fix now to open the Data Quality list filtered to email issues.
Address issues - "X vendors have address issues"
- Impact: a missing or malformed street line can delay or misdirect check payments.
- Action: click Fix to open the Data Quality list filtered to address issues.

Only vendors who have not yet onboarded appear here; once a vendor completes onboarding, they maintain their own contact details. See What does the Data Quality Issues tab check? for exactly what is checked.

Clear these alerts before you send your transition notice, and check them weekly afterwards. The longer they sit, the more they turn into "where's my payment" questions later.

How is the Transactions by Payment Method card calculated?

This card shows the payments Vantaca Vendor Pay has processed for your company, broken down by payment method.

View options:

Period: Daily, Weekly, Monthly, YTD, All time. Each period is "period to date": Daily = today; Weekly = the current week starting Monday; Monthly = the current calendar month from the 1st; YTD = since January 1.
Community filter: you can select more than one community (association) at a time.
Vendor search: type a vendor name to narrow the card to one vendor.

Metrics:

Total transactions - the number of payments in the period.
Total payment volume - the sum of those payments.
Breakdown by method (pie chart plus a row per method):
- Check - mailed paper checks.
- Standard ACH - bank transfer; the vendor typically has the funds 3–5 business days after Vantaca hands the payment off.
- Same-Day ACH - expedited bank transfer; a fee of 1%, capped at $300, is deducted from the vendor's payout.
- Virtual Card - a single-use card emailed to the vendor; no Vantaca fee (the vendor's usual card-processing fee applies).

Each row shows the transaction count, dollar volume and percentage. Percentages are by number of payments, not by dollars. A 60% check share means 60% of your payments went out as checks, even if they were small ones.

Check banner: when a large share of payments is still going out by check, the card shows a callout such as "60.8% of monthly payments are still on check". It is a nudge to keep converting vendors: checks are the slowest method, the most likely to be lost, and the source of most vendor payment questions.

What does the Onboarding Funnel show?

It shows how your vendors are progressing, in four stages:

Invite Sent - vendors who have received a Vantaca Vendor invitation (or a "payment received, claim your profile" email).
Onboarded - vendors who completed onboarding and chose how they want to be paid.
Electronic Payment - onboarded vendors on Standard ACH, Same-Day ACH or Virtual Card.
Fast Pay - the subset of those on Same-Day ACH or Virtual Card.

Each stage is a subset of the one before it. The card also shows a six-month trend of the four counts. Click View All Vendors to open the vendor list.

There is no bulk "resend invites" action. A wide gap between Invite Sent and Onboarded is your cue to follow up: invitations are re-sent per vendor from the vendor list, and Vantaca sends automatic reminders on its own. See "Managing Vendors: Enrollment, Invitations and Vendor Details" for how invitations, reminders and resends work.

What does the Payment Conversion card show?

It shows the payment method mix of your onboarded vendors: "Of X onboarded vendors".

Electronic Pay - vendors on Standard ACH, Same-Day ACH or Virtual Card.
Fast Pay - vendors on Same-Day ACH or Virtual Card (already counted inside Electronic Pay).
Check - onboarded vendors who chose to keep receiving checks.
- Callout: "X still on check — invite them to upgrade", with a View link to the vendor list filtered to check vendors. Use this list to prioritize your ACH conversation instead of guessing.

Vendors who have not onboarded at all are not in this card; they appear in the Onboarding Funnel.

What is the Recent Payments card?

A snapshot of the latest payments (vendor, amount, current status, date) with a View All link to the full Transaction Monitor. It is handy for a quick answer when a vendor asks "where's my payment?" without leaving the home screen. For searching, filtering, the per-payment timeline and, where enabled, cancelling a payment, use the Transaction Monitor.

Revenue share is earned on Virtual Card and Same-Day ACH payments only. Standard ACH and check do not earn revenue share.

Displayed:

For Virtual Card and for Same-Day ACH separately: transaction count, volume and revenue share for the selected period.
Period selector (Daily / Weekly / Monthly / YTD / All time) and a single-community filter.
A six-month trend chart of Virtual Card vs Same-Day ACH revenue, so you can see whether adoption of faster methods is growing.

For your official monthly revenue share, including fees and your net amount, see the Monthly Earnings Report on the Reports page.

Vendors page

What is on the Vendors page?

Click Vendors to see every vendor Vantaca Vendor knows for your company and to resolve data problems. It has two tabs:

Vendor List - all vendors, searchable and filterable, with onboarding and payment-method details.
Data Quality Issues - vendors with an email or address problem, plus a Bounced Emails list and a Dismissed list.

Only vendors that have been enrolled in Vantaca Vendor appear. A vendor is enrolled when its Vantaca pay type is Vendor Pay, when a payment for it comes through Vantaca Vendor, or when it is invited manually. If a vendor is missing, see "Managing Vendors: Enrollment, Invitations and Vendor Details" for what to check.

How do the Vendor List filters work, and what does "Aging" mean?

Search by vendor name - type any part of the legal name or DBA.

Filters:

Payment Method - All, ACH, Check, Virtual Card, Same-Day ACH.
Onboarding status - filter by whether the vendor has been invited, has claimed their account, or has completed onboarding. The option labels may appear as Onboarded / Pending / Not Started.
- Claimed means the vendor has signed in at least once.
- Onboarded (shown as Active in the list) means they finished setup and chose a payment method.
Aging Vendors - vendors who have not yet onboarded and were invited at least 3 weeks, 1 month or 3 months ago. The options are cumulative: "3 months" is a subset of "3 weeks". Aging is not about how long a vendor has been onboarded; it finds the invited vendors who still haven't finished, which are the ones worth a phone call.

What is in the vendor list table?

Columns:

Vendor name and DBA.
Email, phone and business address; for check vendors, the check mailing address (their check address if one is set, otherwise the business address).
Status - Active once onboarding is complete, otherwise Inactive.
Payment method - how the vendor is currently set to be paid.
Invite sent - the date of the first invitation or "claim your profile" email. A blank date means no invitation has gone out yet.
Claimed and Onboarded dates.
Resend - the manual-resend counter ("X of 3 sent") and button state.

What can I do from a vendor's Details panel?

Click a vendor to open its Details panel. From here you can:

Edit the email address of a vendor who has not yet onboarded. Saving the new address immediately re-sends the invitation to it and updates the vendor's record in Vantaca. If your transition notice is still being rolled out, the vendor gets your notice now and Vantaca's invitation on the normal schedule. You can't change the email of an onboarded vendor here; see "Managing Vendors: Enrollment, Invitations and Vendor Details" for how that change is requested.
Resend the invitation (see below).
View as Vendor - a summary of what the vendor sees in their own portal: total earned, this month, pending amounts, invoice counts, payment method, their transactions (Pending / Completed / All) and their historical payments from before Vantaca Vendor. Useful when a vendor calls with a question and you want to see, or walk them through, their view. This may also be available as a link on the vendor's row.

How does the Resend button work?

Resend sends the vendor's invitation again, one vendor at a time; there is no bulk resend. The row's counter shows how many of your 3 resends you have used, and resends must be at least 48 hours apart. The button is unavailable once the vendor has onboarded, and is refused while the vendor's email is on the Bounced Emails list (fix the email instead; that sends a fresh invitation and resets the counter). For when a resend is actually needed, see "Managing Vendors: Enrollment, Invitations and Vendor Details".

What does the Data Quality Issues tab check?

This tab lists vendors who have not yet onboarded and whose record fails one of two checks. It is a targeted check, not a full validation of the record.

Issue types:

Email issues - the email is missing, blank, or not in a valid email format.
Address issues - line 1 of the business address is missing, or contains characters that don't belong in a street address.

Nothing else is checked. City, state, ZIP, phone and payment details are not validated here.

Vendors with no email on file are still enrolled and appear on this tab, but no invitation can go out until an email is added.

How do I fix an email or address on the Data Quality tab?

Fixing an email:

Click Fix now on the Action Required alert, or go to Vendors > Data Quality Issues and filter to email issues.
Open the vendor's row and enter the corrected address.
Save. The vendor drops off the list immediately, the change is pushed to the vendor's record in Vantaca, and the invitation is sent to the new address right away (the manual-resend counter is reset). There is nothing further to do; you don't need to resend the invitation.
The new address is refused if it is identical to the current one, malformed, or is itself on the bounce list.

For which email to use and how to change the email of an onboarded vendor, see "Managing Vendors: Enrollment, Invitations and Vendor Details".

Fixing an address (vendors who have not yet onboarded):

Click Fix on the Action Required alert, or filter the tab to address issues.
Open the vendor's row and enter the full business address: line 1, optional line 2, city, state, ZIP.
Save. The vendor drops off the list and the address is pushed to the vendor's record in Vantaca.

Notes:

Keep line 1 to plain street-address characters; unusual symbols are what trigger the flag.
Keep line 1 to 35 characters or fewer; longer lines are rejected when the record syncs.
This updates the business address. If the vendor has a separate check mailing address on the Vantaca record, correct that in Vantaca.

Prioritize email issues (they block the invitation entirely), and clear address issues before the vendor's next check goes out.

What is the Bounced Emails list?

Vendors whose current email has hard-bounced or was reported as spam. Invitations and reminders are not sent to these addresses, and Resend is blocked, until the email is corrected. Fix the email from this list; the fix sends a fresh invitation. Review this list after your transition notice goes out.

How do Dismiss and Restore work?

If a row is not actionable (for example, a homeowner reimbursement record or a vendor you no longer use), choose Dismiss. Dismissed vendors leave the issue lists and counts and move to a Dismissed list that records who dismissed them and when. Choose Restore to bring one back at any time. Dismissing does not change the vendor's record or stop payments.

Onboarding Tasks and the transition campaign

What is the Onboarding Tasks page?

The first time your company opens the dashboard, you land on Onboarding Tasks. Its one job is to send your transition notice: a one-time email, in your company's name, telling your vendors that payments are moving to Vantaca Vendor. Once it is sent, the page is retired and you land on the Dashboard from then on.

Welcome screen: "Welcome to Vantaca Vendor Pay — Finish your onboarding setup — start by notifying your vendors of the transition."

Your vendors at a glance - a summary of the vendors who will be affected:

Total vendors - vendors that matched (recent invoices or recently added).
Already onboarded - already using Vantaca Vendor Pay; they don't get the notice but stay enrolled.
Will receive your notification today - vendors with a usable email, who get your transition notice.
No email on file - enrolled for Vantaca Vendor Pay, but they can't be invited until you add an email (see Data Quality).
On existing auto-draft - vendors on an auto-draft arrangement in Vantaca; they are left out of Vantaca Vendor Pay entirely.

What is Vantaca Vendor Pay? It processes your association payables end to end: it pulls the funds from the association's bank account, pays the vendor by Standard ACH, Same-Day ACH, Virtual Card or check, and records the outcome on the invoice in Vantaca. Vendors choose their own payment method and keep their own banking current; you print, mail, chase and replace fewer checks; every payment is tracked from handoff to delivery in one place; and your company earns revenue share on Virtual Card and Same-Day ACH payments.

What exactly do my vendors receive, and when?

1. Your transition notice

Sent when you click Send on the Onboarding Tasks page, in your company's name.
From address: an address on Vantaca Vendor's sending domain built from your company name, in the form your-company-name@vendor.vantaca.net. Replies go to your company's reply-to address.
Subject: defaults to "Your Company is moving payments to Vantaca Vendor: here's what to expect". You can edit the subject and the body before sending.
Can be sent once. Review the preview carefully; there is no second send.
Vendors whose email has previously bounced are skipped automatically.

2. Vantaca's onboarding invitation

Sent by Vantaca the next calendar day at 6:30 AM Pacific to every vendor with a usable email, from Vantaca's own address.
Contains the secure link the vendor uses to set up their profile and choose a payment method.
Vendors who have not finished get automatic reminders on days 3, 6, 9 and 12 after the invitation, and a "Payment Received — claim your profile" email each time a payment is approved for them. Reminders stop as soon as the vendor claims their account.

3. Payment notifications (ongoing)

Every time a payment goes out, the vendor is emailed (payment received, virtual card ready, payment deposited).
A vendor can complete onboarding at any time. Until they do, they are paid using your Vantaca vendor record; see "Managing Vendors: Enrollment, Invitations and Vendor Details" for exactly how.

Vendors added later: any vendor you add in Vantaca with the Vendor Pay pay type is invited automatically. No further action is needed from you.

How do I send the transition notice, step by step?

Add missing emails. Fix the No email on file vendors under Vendors > Data Quality Issues, then return to Onboarding Tasks. Vendors you fix after the send still receive the invitation.
Resolve address issues on the same tab.
Send the notice.
1. Review (and optionally edit) the subject and message.
2. Click Send notification to X vendors.
3. Confirm. The send is accepted immediately and the emails go out in the background.
Confirm. Shortly afterwards, your company's email address on file receives "Your vendors have been notified and your management company dashboard is live", with the Board Communication Guide attached for you to forward to your boards.
Monitor. Watch the Onboarding Funnel on the Dashboard and the Aging Vendors filter in the vendor list.

What is the vendor onboarding timeline?

Day 0: you send the transition notice; your confirmation email arrives.
Day 1 (6:30 AM Pacific): Vantaca sends the onboarding invitation.
Days 4, 7, 10 and 13: automatic reminders to vendors who haven't finished (3, 6, 9 and 12 days after the invitation).
Any time: a payment for a vendor who hasn't onboarded triggers a "claim your profile" email; the vendor is still paid using your Vantaca record.
3 weeks and later: the vendor appears under Aging Vendors. Call them, and use the per-vendor Resend if they say they never received the email.

Setting up takes a vendor a few minutes; how quickly each vendor does it varies, which is why the reminders and the Aging Vendors filter exist.

Transaction Monitor

Click Transaction Monitor to follow every payment Vantaca has handed to Vantaca Vendor Pay for your company. When a vendor asks about a payment, search here first; it often answers the question without contacting support.

How do I search and filter the Transaction Monitor?

Search: XN / invoice number, the vendor's own invoice number, vendor name or DBA, or association (HOA) name.

Filters:

Payment method - All, ACH, Check, Virtual Card, Same-Day ACH.
Status - see the status tabs below.
Date range - by the date the payment was received from Vantaca.
Amount - minimum and/or maximum amount.

What does each Transaction Monitor status mean?

for tab names; the statuses themselves are:

Status	Meaning
All	Every payment
Initiated	Received from Vantaca; the withdrawal from the association hasn't started yet
In Process	Money is moving: the association is being debited, the funds are in the required holding period, or the payout is on its way. A check stays In Process from printing until the vendor deposits it
Completed	The ACH or virtual-card payout has settled with the vendor. Checks never show Completed
Deposited	Check only: the vendor has deposited the check
Returned	The funds were returned to the association after an ACH return, a stopped check or a cancellation
Failed	The payment could not be completed. This includes a failed withdrawal from the association's account (for example insufficient funds or a debit block), not only vendor-bank problems
Cancelled	Cancelled before any money moved
Cancellation In Process	Cancelled; the funds are on their way back to the association

Timing: Standard ACH and check payments include a holding period after the association debit settles, so a Standard ACH vendor typically has the funds 3–5 business days after the Received date. Same-Day ACH released after 2:45 PM Eastern pays out the next banking day.

For how these statuses line up with the notes Vantaca posts on the invoice, see "Understanding Payments: Statuses, Notes and Payment Methods".

How does the Checks view work?

The Checks view shows only check payments, in four bands. All bands other than Deposited are measured from the earliest USPS "delivered" scan:

Deposited - the vendor has deposited the check.
Not Deposited - delivered 15+ days ago and not deposited (Aging and Stale combined).
Aging - delivered 15–30 days ago, not deposited.
Stale - delivered 30+ days ago, not deposited.

Checks that haven't been delivered yet, or were delivered less than 15 days ago, don't appear in any band. The same data is exportable from the Stale Payments report (note that the report labels its filters differently; see What is in the Stale Payments Report?).

What columns are in the Transaction Monitor?

Columns:

XN number - the Vantaca reference. Use it in every support request.
Vendor / DBA
HOA - the association being charged.
Amount
Status - as in the table above.
Payment method - the method this payment is going out by. It is locked when Vantaca Vendor Pay picks the payment up; a later change by the vendor applies to future payments.
Received - when Vantaca handed the payment off to Vantaca Vendor Pay.

How do I read a payment's timeline?

Click a row to open the payment panel with a step-by-step timeline:

ACH, Same-Day ACH and Virtual Card: Payment Initiated → In Process → Payment Delivered.
Check: Payment Initiated ("Check generated and queued for mailing") → Check Mailed → Check Delivered (with the mailing address used) → Check Deposited.
A payment that ends badly shows the steps that actually happened, followed by Returned, Failed or Cancelled.

Each reached step carries a date and time. For checks, "Delivered" is a USPS scan of delivery to the address, not confirmation that the vendor has the check in hand; "Deposited" is the confirmation.

What does "paid online with a virtual card" mean?

When a vendor's invoice includes an online payment link (for example a QuickBooks "Pay invoice" link), Vantaca Vendor can pay that link with a single-use virtual card on the vendor's behalf. The invoice notes then say so, and if a check was pending for that payment it is cancelled and the funds are used for the card payment instead, with no refund to the association. This is a management-company feature only; please don't point vendors to it. For details, see "Understanding Payments: Statuses, Notes and Payment Methods".

Can I cancel a payment from the Transaction Monitor?

If Vantaca has enabled self-serve cancellation for your company, eligible Standard ACH (before the payout is released) and check (until deposited) payments show a Cancel Payment action in the payment panel; the funds go back to the association, usually the next business day. If you don't see the action, or the payment is a virtual card, Same-Day ACH or on hold, contact Vantaca Vendor support with the XN. Afterwards, do not void the invoice in Vantaca; follow the steps in "Stopping, Reissuing and Returned Payments", which covers what can be cancelled, the outcomes you'll see and the Vantaca steps in full.

How do I answer "where's my payment?" from the Transaction Monitor?

Search by vendor name or XN.
Open the payment and read the status and timeline.
For Standard ACH, allow 3–5 business days from the Received date before treating it as late.
Completed means the money has settled in the account the vendor has on file. If the vendor doesn't see it, have them check the account details in their Vantaca Vendor profile and look for a deposit from the association's name marked "Vantaca Vendor Pay".
For checks, "Delivered" is a postal scan. If the vendor doesn't have the check after a few days, see "Stopping, Reissuing and Returned Payments".

To find problem payments, use the Failed and Returned tabs and the Stale band of the Checks view. What to do about a failed, returned or undelivered payment is covered in "Stopping, Reissuing and Returned Payments".

Reports

Click Reports to open the three reports.

What is in the Monthly Earnings Report?

Type: a monthly, invoice-style statement of your revenue share and fees, generated by Vantaca after month end.

What it shows:

Total AP volume processed for the month and your applied tier.
Revenue share: Virtual Card and Same-Day ACH counts, volume, eligible volume, rate and amount.
Transaction fees for Standard ACH and check payments.
Return fees (ACH returns and check returns) and any adjustments.
Total revenue share, total fees, and net due.

Use it for: finance reporting, reconciliation, and your official monthly revenue-share figure.

How to access: pick a month from the dropdown; only months with a generated report are listed. Download it as an XLSX (Excel) file. A month with no activity has no report.

What is in the Stale Payments Report?

Type: check tracking (checks only).

What it shows: checks that USPS marked as delivered 15 or more days ago and that the vendor has not deposited, with:

XN / invoice number, vendor and DBA, association, amount.
Received date (in this report, the date USPS delivered the check) and days outstanding.
The mailing address the check went to.

Filters: All (15+ days), Not Deposited (15–30 days), Stale (30+ days). Export CSV downloads the full list. Note that "Not Deposited" here means 15–30 days, while in the Transaction Monitor's Checks view the 15–30 day band is called "Aging" and "Not Deposited" covers all 15+ days.

Use it for: calling vendors who haven't banked a check (they may simply be holding it), spotting misdirected checks, and deciding whether to ask support to stop and reissue the check (or cancel it, where enabled). If a vendor keeps having check problems, suggest they onboard and add their banking so they can move to ACH. Vendors don't see these bands; they are for you.

What is in the Stale Virtual Card Payments Report?

Type: virtual card tracking.

What it shows: virtual cards issued to vendors that have not been charged, with XN / invoice number, vendor, association, amount, the date the card was issued, days outstanding, and the email address the card was sent to.

Filters: All (7+ days), Aging (7–14 days), Stale (14+ days). Export CSV is available.

Use it for: nudging vendors to run the card. Common causes of an unused card: the card email went to the wrong person, or the vendor tried to charge an amount other than the exact invoice total (the card accepts one charge for the exact amount; surcharges are declined). An unused card can be converted to a check or ACH by support; a used card cannot.

How do Vendor Pay payments show on bank statements and in Vantaca?

On the association's bank statement, each Vendor Pay withdrawal appears with the company name Vntca X<XN> and a description carrying the ledger reference, so you can tie every debit to an XN. A refund after a cancellation or return comes back as a separate credit.
Vendor Pay checks are not in the Vantaca check register. Track them in the Transaction Monitor's Checks view and the Stale Payments report.
Positive pay: Vendor Pay checks are drawn on Vantaca Vendor Pay's bank account, not the association's, so they don't need to be added to the association's positive-pay file.
Vantaca's payment record shows "Check" for every Vendor Pay payment, whatever the real method. Read the invoice notes or the Transaction Monitor for the method actually used; see "Understanding Payments: Statuses, Notes and Payment Methods".
Outstanding checks for associations you no longer manage still appear in your Stale Payments report until they are deposited or stopped; contact support to resolve them.

Check Signatures page

How does the Check Signatures page work?

If Vantaca has enabled it for your company, a Check Signatures page lets you put a signature on the checks Vantaca Vendor Pay prints for your associations. If the page isn't shown, checks print without a signature image; ask support if you'd like it enabled.

Company-level signature: upload a signature image and set one as your company default.
Per-association signatures: find an association and upload a signature specific to it, or choose one of two settings:
- No signature (the default) - no signature on that association's checks, even if a company default exists.
- Use management company setting - print the company default.
The configured associations list shows every association that will print a signature, and which one.
When a check is printed, the association's own signature is used if it has one; otherwise the company default, if the association is set to use it.

Emails your company receives

Which emails will my company receive?

"Your vendors have been notified and your management company dashboard is live" - sent once to your company's email address on file right after you send the transition notice, with the Board Communication Guide attached. Replies go to Vantaca Vendor support.
"Vantaca Vendor: Action Required - XN ACH Return Received"
- opt-in. When enabled for your company, you are emailed whenever a payment's ACH is returned, on either side: the withdrawal from the association's account (for example insufficient funds, or a debit block at the association's bank that needs the bank to authorize Vantaca Vendor Pay) or the payout to the vendor. The email names the vendor, the XN and the return code. It goes to your company's email address on file (several addresses can be listed). Ask Vantaca Vendor support to turn it on.
A note is also posted on the invoice in Vantaca for every ACH return, whether or not the email is enabled.

Returned or failed payments are not retried automatically; you fix the cause and ask support to reissue. See "Stopping, Reissuing and Returned Payments".

Common tasks and troubleshooting

How do I move vendors from check to ACH or virtual card?

On the Dashboard, open Payment Conversion and click View next to "still on check".
Prioritize by payment frequency, size and relationship.
Contact the vendor. Points to make:
- Faster: Standard ACH lands in 3–5 business days; Same-Day ACH and Virtual Card are faster still.
- No lost or delayed checks, and no trips to the bank.
- A payment email with the details of each deposit.
The vendor changes their method in their own Vantaca Vendor portal. The change is reviewed by the Vendor Pay team before it takes effect (see "Managing Vendors: Enrollment, Invitations and Vendor Details").
Track progress in Payment Conversion.

A vendor who hasn't onboarded yet has to onboard first to choose a method; see the invitation guidance in "Managing Vendors: Enrollment, Invitations and Vendor Details".

The dashboard isn't showing the data I expect

Refresh the page (Ctrl+R or Cmd+R).
Try another browser, or clear the browser cache.
Sign out of Vantaca and back in, then reopen the Vantaca Vendor link.
Check the period and community filters on the card you're looking at; filters are per card.
Remember that only vendors enrolled in Vantaca Vendor appear (normally, those on the Vendor Pay pay type).

If it persists, contact support with the time, what you were doing, your company name and a screenshot.

Vendors say they didn't get the invitation? Work through the checklist in "Managing Vendors: Enrollment, Invitations and Vendor Details". On this dashboard, the Invite sent column shows whether an invitation has gone out, and the Data Quality and Bounced Emails lists show vendors who can't be invited.

Frequently asked questions

Q: Does Vantaca Vendor require an integrated bank?
A: No. Vantaca Vendor works with any U.S. bank. Funds are pulled from each association's operating account at whatever bank it uses, and vendors are paid by ACH to any bank, or by check or virtual card. Vantaca's integrated banking partners are not required for Vantaca Vendor, on the association's side or the vendor's.

Q: How do I log in? I never received credentials.
A: There are none. Open the Vantaca Vendor link from inside Vantaca; your Vantaca sign-in is used. If you see a "coming soon" page, your company hasn't been enabled yet; contact support.

Q: How do I give someone access to the MC Dashboard?
A: A Vantaca System Administrator opens Settings > Roles, opens the person's role, and on the Security tab edits the VendorHub row under Integrations, checking both Access and Superuser, then saves. The dashboard then appears under the Management drop-down for everyone in that role. See Who can open the MC Dashboard?

Q: What does the badge on Vendors mean?
A: The number of open Data Quality issues (email or address). It is not a count of every vendor who still has to onboard.

Q: Why can't I invite some vendors?
A: They have no usable email (Data Quality), their email bounced (Bounced Emails list), they've already onboarded, or they aren't enrolled in Vantaca Vendor (usually because they aren't on the Vendor Pay pay type in Vantaca).

Q: What's the difference between Invited, Claimed and Onboarded (Active)?
A: Invited: we've emailed them. Claimed: they've signed in at least once. Onboarded / Active: they finished setup and chose a payment method.

Q: Why is "Fast Pay" smaller than "Electronic Pay"?
A: Fast Pay (Same-Day ACH and Virtual Card) is a subset of Electronic Pay, which also includes Standard ACH.

Q: Where do I find my official revenue share?
A: In the Monthly Earnings Report on the Reports page. It's the figure to use for accounting and includes fees and your net amount.

Q: Can I earn revenue share on checks or Standard ACH?
A: No. Revenue share is earned on Virtual Card and Same-Day ACH only; Standard ACH and checks carry transaction fees that are netted against it.

Q: What's the difference between Standard ACH, Same-Day ACH and Virtual Card?
A: Standard ACH is a bank transfer that the vendor typically receives 3–5 business days after the Received date. Same-Day ACH is released the same banking day if it's ready before 2:45 PM Eastern (a 1% fee, capped at $300, is deducted from the vendor's payout). Virtual Card is a single-use card emailed to the vendor for the exact invoice amount; the vendor runs it through their card terminal like any customer card.

Q: Do vendors pay anything?
A: Standard ACH, check and virtual card carry no Vantaca fee to the vendor (their card processor's normal fee applies to virtual cards). Same-Day ACH costs the vendor 1% of the payment, capped at $300.

Q: Vantaca shows the payment as "Check" but the vendor is on ACH. Which is right?
A: The Transaction Monitor. Vantaca records every Vendor Pay payment with a pay type of "Check" regardless of the real method. See "Understanding Payments: Statuses, Notes and Payment Methods", which also covers why an ACH vendor is sometimes paid by check.

Q: Can I cancel a payment from the Transaction Monitor?
A: Yes, if self-serve cancellation is enabled for your company, for Standard ACH before the payout is released and for checks until deposited. Otherwise contact support with the XN. See "Stopping, Reissuing and Returned Payments"; never void the invoice in Vantaca.

Q: What does Dismiss do on the Data Quality tab?
A: It hides the row from the Data Quality lists and counts and records who dismissed it. Nothing on the vendor record changes, and you can Restore it later.

Q: Why does a vendor have an "address issue"?
A: Line 1 of the business address is missing or contains characters that don't belong in a street address. City, state and ZIP aren't part of the check.

Q: I fixed an email; do I also need to resend the invitation?
A: No. Saving the email sends the invitation to the new address immediately and updates Vantaca.

Q: A vendor exists twice, or wants to be removed from Vantaca Vendor.
A: Email support with the vendor names and the XN of a recent payment. Duplicates usually happen when the same vendor exists as two records in Vantaca or under two management companies; support will look into merging them.

Q: Can I see which vendors generate the most support work?
A: Not as a report. Use Data Quality, the Failed and Returned tabs, the Stale Payments report and the check-vendor list to build your own priority list.

Tips for success

Clear Data Quality before you send the notice - every fixed email is a vendor who actually gets invited.
Work the Aging Vendors filter weekly - a phone call converts more vendors than another email.
Watch the Checks view - stale checks are the payments most likely to turn into support tickets.
Use the XN in every conversation - with vendors, boards and support.
Never void a Vendor Pay invoice in Vantaca after a cancellation - see "Stopping, Reissuing and Returned Payments".

How do I contact support?

Email support.vendor@vantaca.com. Include the XN, the vendor name and what you need.

Related resources:

Vendor Pay Basics video course (five short videos; sign in with your Vantaca credentials)
Board Communication Guide (attached to your "dashboard is live" email)
"Managing Vendors: Enrollment, Invitations and Vendor Details"
"Understanding Payments: Statuses, Notes and Payment Methods"
"Stopping, Reissuing and Returned Payments"

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