Your Vantaca Vendor Account: Invites, Signing In, Emails and Your Email Address

This article covers your Vantaca Vendor account itself: how you get invited and activate it, how signing in works, every email we send you (and how to tell it's really from us), and how to change the email address on your account.

In this article

• How do I get invited to Vantaca Vendor?
• How do I activate my account from the invitation?
• I never got an invitation
• How do I sign in?
• Sign-in problems and how to fix them
• How can I tell an email is really from Vantaca Vendor?
• Every email we send, and what it means
  • Before your account is set up
  • Signing in
  • Payments
  • Security
• The three email addresses on your account
• How do I change the email address on my account?
• Can more than one person use our account?
• Why can't I edit my company name, Tax ID or business address?
• FAQ
• Need more help?

How do I get invited to Vantaca Vendor?

Vantaca Vendor is the system your management company uses to pay your invoices. You're invited when your management company sets you up to be paid through Vantaca Vendor, when a payment is sent to you through Vantaca Vendor, or when your management company invites you directly.

When a management company first moves its payments to Vantaca Vendor, you may get a heads-up notice sent in its name before your invitation arrives (see Every email we send, and what it means).

Your invitation email is titled " has invited you to join Vantaca Vendor" and contains a personalized activation link.

QR code on a check: you may see a QR code printed on a check payment. Scanning it doesn't create a new account; it simply sends a fresh invitation to the email address your management company already has on file for you.

You don't have to activate to be paid. If you never open the invitation, you'll still be paid: by check, or by bank transfer if your management company already has your bank details on file. Activating lets you track invoices and payments and choose faster payment options.

How do I activate my account from the invitation?

1. Open the invitation email and click the link.
2. Confirm your company details.
3. Choose how you'd like to be paid: Virtual Card, Same-Day ACH, Standard ACH or Mailed Check. (For timing and fees, see Getting Paid: Payment Methods, Timing, Fees and Changing Your Payment Details.)

Registration takes about two minutes. When it's done, you'll get a "Welcome to Vantaca Vendor — you're ready to get paid" email.

About invitation links:

• Each link works for 24 hours and can only be used once. If yours has expired, open it anyway and you'll be offered a fresh one; no need to ask anyone.
• The link is tied to the email address it was sent to, so forwarding it to a colleague won't work. If the invitation went to the wrong person or a shared inbox, see How do I change the email address on my account?

Reminders: if you haven't finished setting up, we send reminders 3, 6, 9 and 12 days after your first invitation (or after a "Payment Received" email). There are only four, and they stop automatically as soon as your account is set up. The quickest way to stop them is to finish registering.

I never got an invitation

Most often this means one of two things:

• Your management company hasn't yet set you up to be paid through Vantaca Vendor, or
• The email address they have on file for you is missing or incorrect (for example a typo, or a different contact person's address).

Also check your spam or junk folder for mail from onboarding@vendor.vantaca.net.

Your management company manages this — please reach out to their accounts payable team. They can confirm you're set up to be paid through Vantaca Vendor, check that your email is on file correctly, and re-send your invitation a limited number of times.

How do I sign in?

Vantaca Vendor uses a secure, passwordless login. There's no password to remember, and no company ID or account number to enter.

1. Go to https://vendor.vantaca.net/vendor/login.
2. Enter the email address you onboarded with.
3. Click to send yourself a login email.
4. Open the email titled "Sign in to Vantaca Vendor" and click Approve this login.

Tips:

• Approve the login on the device you're signing in from. The link signs you in on the device where you open it. If you request a login on your computer and open the email on your phone, you may need to finish signing in on your phone instead.
• Each login link is good for 30 minutes and works once. Every request sends a brand-new link, so an old email sitting in your inbox or spam folder is never a problem.
• If your account was set up with a passkey, you can use that instead of the emailed link.
• "Forgot password" only applies to the small number of accounts that were set up with a password. If your account doesn't have a password, use the emailed link.

Sign-in problems and how to fix them

"My login link expired" or "I clicked an old email and it didn't work"
This is expected: links are single-use and expire after 30 minutes. Go back to the login page and request a new one.

"It says my link has already been used"
Some company email systems scan and pre-open links in incoming emails, which can use up a single-use link before you click it. Request a new link and click it promptly, or ask your IT team to allow emails from Vantaca Vendor.

"I'm not receiving the login email at all"

• Make sure the address you're entering matches exactly the one your management company has on file. For security, the login page won't tell you whether an address is recognized: if it isn't on file, no email is sent and no error is shown.
• Check your spam or junk folder for mail from updates@vendor.vantaca.net.

"I can't find my account"

• If you haven't set up your account yet (or aren't sure you're set up to be paid through Vantaca Vendor), your management company manages this — please reach out to their accounts payable team.
• If you've already set up your account and the email you're entering isn't working, email support.vendor@vantaca.com with your company name so we can look up the email on file.

"It says my account has been suspended"
If you see "The account you are attempting to access has been suspended," portal access for your account has been paused. Contact support.vendor@vantaca.com and we'll help.

How can I tell an email is really from Vantaca Vendor?

• Check the sender. Every email we send comes from an address ending in @vendor.vantaca.net, with the sender name Vantaca Vendor. Invitations and reminders come from onboarding@vendor.vantaca.net; sign-in links, payment notices and security alerts come from updates@vendor.vantaca.net.
• The one exception is the transition notice. When a management company first moves its payments to Vantaca Vendor, the notice is sent in the management company's name from an address like your-management-company@vendor.vantaca.net. It's still on our domain, and replies go to the management company (or to our support team if they haven't set up a reply address).
• We never ask for bank details by email. Bank account numbers, routing numbers and card details are entered only in the portal, after you sign in. If an email or a reply asks you to send that information, don't.
• Links point to vendor.vantaca.net. If you'd rather not click, go straight to https://vendor.vantaca.net/vendor/login and sign in there.
• Which client is it about? Every invitation, reminder and payment email names the management company in the subject line or the first sentence. Payment emails also show the association and invoice number.
• Still unsure? Forward the email to support.vendor@vantaca.com and we'll confirm.

Every email we send, and what it means

Before your account is set up

" is moving payments to Vantaca Vendor: here's what to expect" The transition notice, sent in your management company's name. It's a heads-up that an invitation is on the way and asks you to let them know if your accounting email has changed, so the invitation reaches the right person. Otherwise no action is needed. The management company can edit the wording, so yours may differ slightly.

" has invited you to join Vantaca Vendor" Your invitation, with a personalized single-use link that signs you in without a password. See How do I activate my account from the invitation?

Reminders (days 3, 6, 9 and 12, only until you're set up):

• "Reminder: register your Vantaca Vendor account"

• "Get paid fast from 

  and Vantaca Vendor"
• "Join your peers on Vantaca Vendor - Sign up today"
• "Reminder to join the Vantaca Vendor network"

"💰 Payment Received - Claim Your Profile for Faster Payments"
A management company has sent you a payment and you haven't set up your account yet. The email shows the association, invoice number, amount and how it's being paid. The button signs you in so you can choose a faster method for future payments.

"Your Verification Code - Vantaca Vendor"
A 6-digit code used when you claim your account (for example, after scanning the QR code on a check). It expires in 30 minutes. If you didn't request one, ignore it.

Signing in

"Sign in to Vantaca Vendor"
Your login email, with the Approve this login button (good for 30 minutes, works once). If you didn't request it, you can safely ignore it. No one is signed in unless the link is approved.

"Welcome to Vantaca Vendor — you're ready to get paid"
Confirms your account setup is complete.

Payments

"💰 Payment Received - Accelerate Future Payments"
A payment is on its way to you by check or Standard ACH. The email shows the association, invoice and amount, and offers you a faster method. You have 2 days from this email to change your payment preference before this payment goes out. See Getting Paid: Payment Methods, Timing, Fees and Changing Your Payment Details.

"Payment Deposited - Invoice from " Sent for bank transfers (ACH) once the money has settled in your account. It shows the association, invoice number, amount deposited, any Same-Day ACH fee, the ACH trace number and the last four digits of the account it went to. See Tracking Your Payments: Invoice Statuses, Checks and Missing Payments.

"Your virtual card from is ready" Your virtual card payment is ready to charge. The View Card button opens a secure card view and does not require a login. See Virtual Card Payments.

If you'd rather not receive the "Payment Received" and "Payment Deposited" emails, you can turn them off in your portal notification settings once your account is set up.

Security

"Your Vantaca Vendor verification code"
Sent when you start editing your bank or payment details in the portal. The 6-digit code confirms it's really you and unlocks editing for 30 minutes. If you didn't request it, contact support.vendor@vantaca.com right away.

"Security Alert: Your Payment Information Was Updated"
Sent whenever your bank account, check address, card email or payment method is changed. If you made the change, no action is needed, but you may receive a verification call from us to confirm it. If you didn't make the change, contact support.vendor@vantaca.com immediately. See Getting Paid: Payment Methods, Timing, Fees and Changing Your Payment Details.

The three email addresses on your account

Your account has three different email addresses, each with its own job:

1. Login email: the address you type on the login page and where your sign-in links go. This is your identity in Vantaca Vendor, and only your management company can arrange to change it (see How do I change the email address on my account?).
2. Contact email and phone: your day-to-day contact details. Once you're onboarded, you update these yourself from your profile.
3. Remittance / notification email: where payment emails are sent. You set it yourself under Profile → Notifications. If it's set, payment emails go there; if it's blank, they go to your login email. The same screen lets you opt out of the "Payment Received" and "Payment Deposited" emails.

Tip: if your old address still gets payment notices, the remittance email was probably never updated. You can change it yourself at any time.

How do I change the email address on my account?

To change your login email, or to get an invitation sent to a different address, always ask your management company:

• If you haven't finished setting up your account, your management company can update your email on their side. Doing so automatically sends a new invitation to the new address.
• If your account is already set up, your management company sends the request to Vantaca Vendor support, and we make the change once they've approved it. After the change, the old address can no longer sign in and the new one can.

For your security, we don't change a login email on the vendor's request alone: whoever controls that address controls the account.

Your contact email and your remittance/notification email you can change yourself (see The three email addresses on your account).

Can more than one person use our account?

Each Vantaca Vendor account has one login email, and additional users can't be added. If a different person at your company needs to manage the account (for example, the person who set it up has left), ask your management company to request a change of login email, as described in How do I change the email address on my account? Please don't share sign-in links; each one only works for the email it was sent to.

Why can't I edit my company name, Tax ID or business address?

After you activate your account, your company name, DBA, Tax ID, business address and 1099 details are maintained by your management company in Vantaca, so they can't be edited in the portal. If any of these need to change, your management company manages them — please reach out to them.

You can update these yourself: contact name and phone, remittance/notification email, banking details, check address and payment method. Changes to payment details go through a short security review; see Getting Paid: Payment Methods, Timing, Fees and Changing Your Payment Details.

FAQ

Do I have to set up an account to get paid?
No. See How do I get invited to Vantaca Vendor? You'll still be paid by check, or by bank transfer if your management company has your bank details on file. Setting up your account lets you track payments and choose faster methods.

The invitation went to our old bookkeeper. Can they forward it?
No, the link only works for the address it was sent to. Ask your management company to update your email; see How do I change the email address on my account?

We onboarded with a personal email and want to switch to a company address.
Ask your management company to request the login email change. You can update your remittance email yourself under Profile → Notifications at any time.

Can I change my login email from the portal?
No. Ask your management company. This protects your account from someone trying to take it over by email.

I'm a homeowner or board member, not a vendor. Why am I getting these emails?
Homeowner reimbursements sometimes flow through the same system. Reply to the email and let us know, and we'll remove you from the invitations.

Will I get text messages?
No. Vantaca Vendor communicates by email only.

Need more help?

Contact Vantaca Vendor support at support.vendor@vantaca.com.

For anything your management company manages — whether you're set up to be paid through Vantaca Vendor, your invitation, changing your login email, or your company name, DBA, Tax ID, business address and 1099 details — please reach out to your management company.