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Revenue Manager: Import or Migrate Management Contracts

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Shelley Labrecque
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Revenue Manager offers two ways to bring your management fee contracts into Vantaca without building each one by hand: importing a blank template if you don't have existing service contracts, or migrating your existing service contracts from Associations > Services if you do. In both cases, Vantaca's implementation, support, and Revenue Manager teams complete the actual import or migration for you. It isn't a self-service process in the client-facing app.

What you can do ahead of time is get your account ready. Set up your user roles and permissions, corporate GL codes, bank account, and vendor information, then fill in the details Vantaca needs (your import template or your reviewed service contract export). This article walks through both paths, the setup you're responsible for, and what to expect at each step once you hand things off to Vantaca.

Contents

 

Before You Start

  • Contact Vantaca: Contact your Revenue Manager implementation contact or Customer Success Manager (CSM) before starting either process.
  • Flat fee contracts only: Import and migration cover flat fee management contracts only. Per door rate contracts cannot be imported or migrated and must be configured manually using a management template and contract setup.

 

Import Using a Blank Template

Use this option if you don't have existing service contracts, or want to build your management fee contracts from scratch. The import itself is completed by Vantaca's implementation, support, and Revenue Manager teams, it isn't available directly in the client-facing app. Complete the setup and template in this section, then submit a support ticket so Vantaca can run the import for you.

CMP Platform Setup

Set User Roles and Permissions

  1. Navigate to Settings > Roles.
  2. Select the role that will use Revenue Manager.
  3. Go to the Management section.
  4. Click Edit next to Revenue Manager and select all role securities.
  5. Click Save changes.
  6. In the same location, go to the Import section and add the role securities for both:
    • Admin Billing Charges By Account
    • Admin Billing Charges by Qty

Add Corporate Income GL Codes

Add corporate income GL codes for the management fees and flat rate charges you plan to use, from the Association > GL Accounts tab on your Management Company Association. For the full steps, see the "Setup and Configuration" section of the "Revenue Manager: FAQs" article.

Add a Bank Account

  1. In your Management Company Association, go to Association > Bank Accounts.
  2. Click New Bank Account.
  3. Add the bank account where management fees will deposit.
  4. Click Update.

Verify Your Vendor Payment Method

  1. Navigate to Vendors > Payment Method.
  2. Click the highlighted vendor at the top of the screen to open the vendor list.
  3. Locate your management company vendor and click Select.
  4. Verify the Pay Type, Bank Account #, and ABA/Routing # (for ACH), and confirm your company's contact information.

 

Revenue Manager Configuration

  1. In Revenue Manager, click the Configuration tab.
  2. Click Add Vendor, select your company name, and click Save.
  3. (Optional) Add corporate funds if you use fund accounting for reporting.
  4. Create a charge for each item you charge associations for management fees, including:
    • Description: For example, "Management Fee Flat Rate."
    • Corporate Income GL Code: Select from the GL codes you added in CMP Platform Setup.
    • Corporate Fund: If applicable.

Notes:

  • If charges are already pre-populated from the Assessments page, you can delete any that you don't charge associations for.
  • If your GL codes don't populate in the dropdown, they aren't configured on your Management Company Association yet. See Add Corporate Income GL Codes above.

For the full Add Vendor, Funds, and Charges screens, see the "Revenue Manager: Setup" article.

 

Create Management Contracts Using the Import Template

Create a Management Template for Future Use

Even though Vantaca completes this wave of contracts for you, create a management template now so you can reuse it for future onboarding. For more information, see the "Revenue Manager: Contracts and Templates" article.

  1. Navigate to Management > Templates.
  2. Set up your template with a billing frequency, the charges that apply to all management contracts, and any other default settings.
  3. Click Save when your template is finalized.

Fill In and Submit the Import Template

Complete the Management Fee Contract Import Template with your contract details. See the "Import Template Fields" section for what each column requires.

Click to download: Management Fee Contract Import Template rev 09.21.2026

Tip: The template includes detailed instruction rows. Confirm all required fields are complete before you submit it.

  1. Review the completed template to confirm everything is correct, including the start date for Revenue Manager billing and any contract end dates.
  2. Submit a support ticket with the final, approved template and your confirmation to proceed.

 

Import Template Fields

  • Assoc Code (required, must be unique): The association's code.
  • Account No (required): The account number for this management fee contract.
  • Vendor (required): The vendor that receives payment for this contract.
  • Start Date (required): The date Revenue Manager billing starts for this contract, e.g. 2026-01-01.
  • End Date (optional): The date the contract ends. Must be after the start date. Leave blank for an open-ended contract.
  • Description: A description of the charge, e.g. "Monthly Management Fee."
  • Generation Method (required): Manual, Auto-Generate, or Auto-Post.
  • Generation Day: The day of the month charges generate, 1 through 28 (usually 1, for the first of the month). Required when Generation Method is Auto-Generate or Auto-Post, and must be empty when Generation Method is Manual.
  • Register Description (optional): Free text up to 255 characters.
  • Auto-Approval Method (optional): Do Not Auto Approve, Exact Amount, Less Than Amount, or Within Amount from Last Invoice. Leave blank to default to Do Not Auto Approve.
  • Auto-Approve Amount: A decimal greater than 0. Required when Auto-Approval Method is not Do Not Auto Approve.
  • Payment Method: Default, Check, ACH, Auto Draft, In-Office Check, Misc. Check, Avid Pay, VIP, S-ACH, Nexus, or Vendor Pay. Required when auto-approval applies, otherwise defaults to Default.
  • Board Approval (optional): Use Association Setting, Require Board Approval, or No Board Approval (Y/N also accepted). Leave blank to use the association setting.
  • Signature Approval (optional): Use Association Setting, Require Signature Approval, or No Signature Approval (Y/N also accepted). Leave blank to use the association setting.
  • Auto-Pay: Y or N. Required when auto-approval applies, otherwise defaults to N.
  • Charge Type (required): A description of the charge.
  • Flat Fee Amount (required): A decimal of 0 or greater.
  • Flat Fee Description (optional): A text description for the flat fee.
  • GL Account Code: The management fee expense GL code.
  • Fund (optional): The fund the charges link to. Leave blank to default to Operating.

 

What Happens Next

After you submit your support ticket with the approved import template and complete the configuration steps, here's what to expect:

  • Vantaca imports your data: The Revenue Manager team processes your import template and loads the contracts into your account, the same business day or the next business day after your approval.
  • You verify your contracts: Navigate to Management > Contracts to confirm all of your contracts were imported. Go to Bulk Manage > Flat Fees to verify contract amounts look correct, and Bulk Manage > Contract Terms to verify contract settings look correct. Let your implementation contact know right away if anything looks off.
  • Billing starts automatically: Billing occurs automatically on the next billing cycle, based on each contract's generation and posting dates.

 

Migrate from Associations > Services

If you currently manage management billing through Associations > Services, Vantaca can move those service contracts into Revenue Manager for you. For background on how these contracts are structured today, see the "Association Service Contracts" article.

  1. Contact Support or your CSM for a detailed export of your current service contracts.
  2. Review the exported data for accuracy, including contract names, flat rates, generation settings, and approval settings. Set start dates to the date you want Revenue Manager billing to start, and confirm there's enough time between your Revenue Manager start date and your service contract end date to process the migration.
  3. Submit the reviewed and approved file back to Vantaca for import, along with your confirmation of the start date for Revenue Manager billing and the end date for your service contracts. Vantaca imports your data the same way described in the "What Happens Next" section.

Note: Once you confirm your migrated contracts are correct, the Vantaca support team ends your previous service contracts in bulk, and your new Revenue Manager contracts take over. The full migration typically takes 1 to 2 weeks from start to finish, depending on how quickly you review and approve each step.

Important: If you use ACH payments, verify that your vendor is set up correctly and that the bank account details (routing and account number) are current before you submit your export for review.

 

Set Up Admin Contracts (Optional)

Admin fee contracts cannot be imported or migrated. If you charge administrative fees, set them up using a template instead.

  1. Navigate to Admin > Templates and create a template with a billing frequency, the charges that apply to all admin contracts, and any other default settings. Click Save when finalized.
  2. Click Assign, select the associations you want to create admin contracts for, and click Confirm. Contracts generate automatically.
  3. Click Bulk Manage to edit contract details:
    • Use the Action Items, Ledger, External Charge, and Flat Fees sections to edit rates and percentages in bulk, or filter by charge type for in-line edits per contract.
    • Use Contract Terms to assign a start date for Revenue Manager billing (required) and add an account number for each contract (required). A suggested format is ADMIN-{code}.
    • For charges that differ by association, edit them per contract in this view.

For more information, see the "Revenue Manager: Bulk Manage" article.

 

FAQ

Q: Can I complete the import myself in the app?

A: No. The import tool is available to Vantaca's implementation, support, and Revenue Manager teams only. Complete your setup and template, submit a support ticket, and Vantaca completes the import for you.

 

Q: Can I import or migrate admin fee contracts?

A: No. Import and migration cover management fee contracts only. Set up admin fee contracts using a template instead, see the "Set Up Admin Contracts" section.

 

Q: Can I import or migrate per door rate contracts?

A: No. Import and migration cover flat fee contracts only. Per door rate contracts must be configured manually using a management template and contract setup.

 

Q: Do I still need to create a management template if I import or migrate my contracts?

A: Yes. Create a management template in Revenue Manager for future use, even if Vantaca imports or migrates your current contracts.

 

Q: How long does the import or migration process take?

A: Import runs the same business day or the next business day after you submit your approved template. Migration typically takes 1 to 2 weeks from start to finish, including the export, your review, configuration, and import.

 

Q: Who do I contact with questions during this process?

A: Reach out to your Revenue Manager implementation contact or CSM anytime.

 

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