Tracking Your Payments: Invoice Statuses, Checks and Missing Payments

You can track every invoice your management company pays through Vantaca Vendor, from the moment it's released for payment until the money reaches you. This article explains where to look, what each status means, how to match a deposit, and what to do if a payment or check goes missing.

In this article

• Where can I see my invoices and payments?
• When will my invoice show up?
• What does each invoice status mean?
• How do I see the details of one invoice?
• How do I track a check?
• How do I find an ACH deposit on my bank statement?
• How do I get proof of payment?
• I don't see my invoice at all
• My payment is taking longer than expected
• My payment shows as Failed
• My check was lost, stolen or sent to the wrong address
• FAQ
• Need more help?

Where can I see my invoices and payments?

Sign in at https://vendor.vantaca.net/vendor/login. Your dashboard shows:

• Pending Payments: invoices released for payment but not yet paid out
• Payment History: invoices that have already been paid
• All Invoices: everything combined
• Historical Payments: payments your management company made to you before it started using Vantaca Vendor, shown for reference

You can filter these views by Management Company. Summary cards at the top show Earnings This Month, Total Paid (All Time), Pending Total, Total Invoices and Average Payment Duration.

Each row in the invoice list shows the invoice number, description, management company, status, amount, invoice date and payment method.

When will my invoice show up?

You don't submit invoices through the portal; keep sending them to your management company as usual. An invoice appears in Vantaca Vendor only once your management company has approved it and released it for payment. While it's still being reviewed or awaiting board approval on their side, you won't see it yet.

What does each invoice status mean?

• Approved: your management company has released the invoice for payment and it's queued for processing.
• Processing: payment is in progress; the funds are being collected from the association and sent on to you.
• Paid: the payment has been issued. What that means depends on your payment method:
  • Check: the check has been approved and queued for printing. This is before it's mailed. See How do I track a check?
  • Standard ACH / Same-Day ACH: the funds have settled in your bank account.
  • Virtual Card: your card is ready to view (see Virtual Card Payments).
• Void: the payment was cancelled or reversed and will not be sent. If you were expecting it, your management company manages this — please reach out to them with the invoice number.
• Failed: the payment could not be completed, for example a bank transfer was returned. See My payment shows as Failed.

How do I see the details of one invoice?

Click into any invoice to open its Invoice Details page, which shows:

• Amount, status, invoice date and payment method
• The XN (the payment's reference number), management company and community
• A description of the invoice
• A Payment Progress tracker: Approved → Processing → Paid

This is the fastest way to answer "where's my payment?" yourself. If you contact support, include the invoice number or XN.

How do I track a check?

A check shows as Paid once it's approved and queued for printing, before it's mailed, so allow 7–10 business days for it to arrive.

Once it's on its way, the invoice in your portal shows the check's progress: mailed, in transit, delivered, deposited, or returned to sender. "Delivered" means the postal service scanned the check as delivered; it doesn't confirm who received it.

The check itself lists the account, invoice number and XN in the memo. Your management company can also see the check number and check images if you need them.

How do I find an ACH deposit on my bank statement?

Look for a deposit from the association's name (it may be shortened) described as "Vantaca Vendor Pay". The "Payment Deposited" email gives you the amount and trace number to match it (see How do I get proof of payment?).

For Same-Day ACH, the amount deposited is the payment minus the Same-Day ACH fee (1%, capped at $300). See Getting Paid: Payment Methods, Timing, Fees and Changing Your Payment Details.

How do I get proof of payment?

For bank transfers (ACH), you'll receive a "Payment Deposited - Invoice from " email when the funds settle. It lists the association, the invoice number, the amount deposited, any Same-Day ACH fee, the ACH trace number and the last four digits of the account it went to: everything you need to apply the payment in your books.

If you've turned off payment emails, or payment emails are going to an old address, check your notification settings (see Your Vantaca Vendor Account: Invites, Signing In, Emails and Your Email Address). The Invoice Details page in your portal also shows each payment's status and method.

I don't see my invoice at all

If an invoice you've sent isn't showing in your account, your management company hasn't released it for payment yet. That step happens on their side, not through Vantaca Vendor support. Your management company manages this — please reach out to their accounts payable team with the invoice number. The same goes for questions about an invoice amount, a disputed or duplicate invoice, or which association an invoice is for.

My payment is taking longer than expected

First check the expected timeline for your payment method: virtual card usually within hours, Same-Day ACH 1 business day, Standard ACH 3–5 business days, mailed check 7–10 business days (details in Getting Paid: Payment Methods, Timing, Fees and Changing Your Payment Details).

Also remember that if you recently changed your bank details, payments continue to your previously verified details until our team approves the change.

If your invoice is showing in the portal and payment is delayed beyond the expected timeline, contact support.vendor@vantaca.com with the invoice number and we'll take a look.

My payment shows as Failed

A failed or returned payment is not retried automatically. If the failure was caused by your banking details, update them in your profile first (the change is reviewed before it takes effect). Then let your management company know, with the invoice number (and the XN, if you have it); they manage the reissue and will arrange it once the cause is fixed. If the failure wasn't caused by your banking details, your management company manages this too — please reach out to them.

My check was lost, stolen or sent to the wrong address

Contact your management company. They manage stopping and replacing checks, and they'll ask our team to take care of it. Let them know:

• the invoice number or XN,
• the check number, if you know it, and
• what happened (lost, stolen, damaged, or sent to the wrong address).

What to know:

• A check can be stopped until it's deposited. Once a check has been deposited, it can't be stopped.
• Fix the address first. A replacement check is mailed to the address on file; support can't send it to a one-off address. If you've activated your account, update your check address in your profile (this change is reviewed before it takes effect). If you haven't activated yet, ask your management company to correct the address on your record.
• A replacement has a new check number under the same XN. Two check numbers doesn't mean two payments; only the newest check is valid.
• Don't deposit a stopped check. A stop doesn't intercept the envelope; the bank simply refuses the check when it's presented. If the original turns up after it's been stopped, don't deposit it: it will be refused and your bank may charge you a returned-item fee.
• Want a bank transfer instead? If you've activated your account and have approved banking details on file, you can ask your management company to request the replacement by ACH instead of a new check.

Your management company decides whether the check is replaced or the payment is cancelled and paid again later; either way, you only receive the payment once.

Tired of checks going missing? Switching to ACH removes mailing delays and lost checks. You can make the switch from your profile; see Getting Paid: Payment Methods, Timing, Fees and Changing Your Payment Details. The switch applies to future payments, not to a check that's already on its way.

FAQ

My check shows "Paid" but I haven't received it.
"Paid" means the check was queued for printing, before mailing. Allow 7–10 business days and follow its progress on the invoice. See How do I track a check?

The check says "Delivered" but I don't have it.
"Delivered" is the postal service's delivery scan; it doesn't confirm who received the check. Contact your management company as described in My check was lost, stolen or sent to the wrong address.

I see two check numbers for one invoice.
The original check was stopped and replaced. Only the newest check is valid; don't deposit the older one.

Can I submit my invoice through the portal?
No. Send invoices to your management company as usual. See When will my invoice show up?

Need more help?

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

For anything your management company manages — invoices that haven't appeared, invoice amounts, voided payments, and stopping, replacing or reissuing a payment — please reach out to your management company.