Vendors & Contractors

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Invoices by USPS*

    [Community Name]
    c/o InfoHOA
    P.O. Box 1119
    Havre de Grace, MD 21078


     *Invoices must name the community as your customer.

   OR

  Invoices by Email*
  
    Billing@InfoHOA.com**

     *Invoices must name the community as your customer.
     **Please place the community name in the subject line
     **Only PDF or Word Documents are accepted by the software
     **If you submit invoices via Quickbooks, please ensure the invoice               is a PDF

Helpful Resources:

To Submit Invoices:

The community association or management company you are working with has partnered with CINC InfoHOA accounting to streamline financial practices. The following guidance is intended to streamline the accounts payable process (AP) and to pay you faster and protect the community association. Following the below steps and guidance will assure that you are paid timely and create future opportunities to grow your business with the management company. We greatly appreciate all that you do and look forward to working together!  

How the accounts payable process works:

What must be on the invoice:

 Documents we must have on file prior to the start of work and before any payment is made:

  
  • The invoice is submitted to CINC InfoHOA for an initial review of compliance with Section IV below. Having all your documents submitted in advance will help you get paid faster.
  • The invoice is then reviewed by the community association liaison (manager) who may complete a physical verification of work completed.
  • The volunteer Board of Directors may then review the invoice and work completed in some communities (this can cause a few days delay).
  • The invoice is then forwarded to our Accounts Payable Team who will complete a final review and submit payment. Please ensure you have all documents on file and follow these instructions to avoid any delays.
  

  • Who - The full legal name of your company (must match documents in Section IV below).
    The full name of the association. Invoices naming the management company or InfoHOA as the customer or responsible party will not be processed. Please see Section V. Important Ground Rules under #4.
  • What - A clear detailed description of the work completed and, if applicable, materials used.
  • When - The date or dates the work was completed.
  • Where - The name of the community association and a description of where within the community association work was completed.
  • Why - A description of any other work that may need to be completed or additional work that was completed.
  • Important:
    • A remittance address.
    • Contact person or department and their phone number or email.
    • The invoice should be clearly labeled as an Invoice or Statement.
  ​​
  
  • W-9 - A signed IRS W-9 with a valid SSN/EIN and current address.
  • General Liability Insurance Acord (Certificate of Insurance) with [Insert Management Company Name], c/o InfoHOA, P.O. Box 1056, Havre de Grace, MD 21078 named as an additional insured with coverages of one million per occurrence and two million in General Aggregate. 
  • Workers Compensation Insurance Acord (Certificate of Insurance), if physically performing work on-site with, [Insert Management Company Name], c/o InfoHOA, P.O. Box 1056, Havre de Grace, MD 21078 named as an additional insured. Or, if allowed by state law, a signed letter explaining your exemption to workers' compensation laws.
  • License - A true copy of your license, if required by state or local law. If you are not required to have a license a letter may be required stating, you are not required by the local jurisdiction and state to have a license.
  • Permit - If work being completed requires the filing of a permit, a true copy of the final approval from the inspecting government agency will be required.
    *In some cases, bonds or additional insurance coverages may be required. Certain projects will require the community association to be named as an additional insured.

Important Ground Rules

  
  • Please do not work around the liaison (manager) and go directly to the Board of Directors or homeowners. The liaison’s purpose is to oversee the work you complete and be the conduit between you, the community, and the Board of Directors.
  • Effective communication is essential to be successful. Because most liaisons manage multiple communities and all liaisons discuss the vendors who work best, working well with your liaison will assure future opportunities.
  • Our staff will always treat you and your staff with respect. We ask you to do the same with our staff and the community residents. If you have a concern, you may address it with the supervisor of the liaison at any time by emailing Admin@InfoHOA.com and requesting a call from the liaison’s supervisor. You may also call our central office at 878-225-1500.
  • All agreements with vendors or contractors are signed by a member of the community association’s Board of Directors or an authorized member/officer from the association. Our Liaisons and team members are not permitted to sign agreements for services.​​

Vendors and Contractors List

​We maintain a list of vendors and contractors that have proved themselves to be cost efficient, professional, and reliable when weighed with the service or work being performed. Likewise, we manage a list of vendors and contractors who have demonstrated a lack of these characteristics. Both lists are not publicly disseminated but exist as a resource for our team tasked with obtaining quotes and retaining services from reputable vendors and contractors. Working well with your liaison will assure future opportunities.

Getting Listed on the Vendors and Contractors List

If you are not working with a liaison (manager) please complete the application with the documents listed above here. If you are currently working with a liaison, please provide the documents listed in Section IV to the liaison you are working with.