Every vendor invoice in one place.
Each line can link to the visit it bills. See what is due, approve it and see what is paid.
Invoices
Example Community HOA · October
Invoices
Every vendorINV-1042
Behind each lineInvoices
Example Community HOA · October
Invoices
Every vendorINV-1042
Behind each lineApprove invoices with the visits in front of you.
Every company invoices you in its own name, under its own number. All of them land in one place on VendoRFP, and you pay each one to the company that sent it, on the payment details printed on the invoice. It shows as paid on VendoRFP once that company marks it.
From received to paid.
A vendor sends an invoice and it lands on your invoices screen with its own number and due date. You or your manager approve it after reading the visits it bills.
- ReceivedIt appears in one list beside every other vendor’s invoices.
- ApprovedOpen the report behind any line to see its photos and checklist first.
- PaidThe invoice closes and the visit reports stay beside it.
You pay the vendor’s price.
VendoRFP adds nothing to a vendor’s price. Sales tax is its own line.
- As many invoices as the work needsA pool company can bill its monthly service on one invoice and a pump repair on another. Each has its own number, due date and status.
- Invoices you can see comingSee which invoices are coming from the visits already scheduled.
| Status | What it means | What you do |
|---|---|---|
| Received | A vendor sent it. It has its own number and due date. | Read the visits it bills. |
| Approved | You or your manager checked the lines against the visits. | Pay the vendor its own invoice. |
| Paid | The invoice is closed, with the visit reports beside it. | Nothing. It is in your export. |
| Past due | The due date has passed and it is not closed. | Ask the vendor, or pay it. |
Hand your bookkeeper a file that balances.
Pick a period and a format, download the file and import it. You do not need an accounting-software account.
Five file formats
A plain CSV, a double-entry journal CSV, QuickBooks Online, QuickBooks Desktop and Xero.
Sales tax on its own line
Tax is its own row, against its own account, and is never folded into the service amount.
Periods cut in your time zone
A month ends at midnight in your community’s time zone.
A journal that adds up
The debit and credit columns total equal, and the file is checked against the ledger it came from.
Invoice in your own name and see when it is paid.
You send your own invoice, under your own name and number. The community reads it on one screen with every other invoice it gets, and pays you on the payment details printed on it. Record the payment on your invoices page and the invoice closes.
Invoice every community in your own name.
Send invoices to the community and see when they are approved and paid. Your own invoice numbers and your own brand. Each line can link to the visit it bills, and the community reads the report beside the invoice.
- One screen for your moneySee what is outstanding, overdue and paid across every community.
- Remind from the same screenAn overdue invoice has a reminder button beside it.
Invoices
BlueWave Pool Care · all communities
Invoices
Your numbersINV-1041
Past dueInvoices
BlueWave Pool Care · all communities
Invoices
Your numbersINV-1041
Past dueVendoRFP adds nothing to your price.
The invoice carries your own figures, and sales tax is its own line. Your office keeps its numbering, its payment terms and its look.
Where an invoice stands on both sides.
Every invoice moves through the same four statuses.
| Status | You see | The community sees |
|---|---|---|
| Draft | Only you can see it. Add the lines, then send it. | Nothing yet. |
| Sent | It goes out under your name and your number. | It appears in the community’s dashboard beside the visit it bills. |
| Overdue | Past its due date. Send a reminder from the same screen. | It shows as past due on their list. |
| Paid | Paid in full. | Marked paid, with the visit report beside it. |
Questions about invoices
Who pays the vendor?
Every company invoices you in its own name, under its own number. All of them land in one place on VendoRFP, and you pay each one to the company that sent it, on the payment details printed on the invoice. It shows as paid on VendoRFP once that company marks it.
Is sales tax separate?
Yes. Sales tax is its own line on every invoice, in the export too.
Can a vendor send more than one invoice?
Yes. A vendor may send several invoices against one agreement. Each has its own number, due date and status.
Does my bookkeeper need an account?
No. The export is a file. It opens in the package it names, with no connector to authorize and no subscription.
Stop chasing invoices in your inbox.
Bring your community on and see every vendor invoice in one list.