How to send invoices
Where to email invoices and what every invoice must have so you get paid on time.
Where to send them
Each association we manage has its own accounting email. Find it on myzealhoa.com: search the association, then open Vendors. Email each invoice once, only to that association's accounting email. Working with more than one association? Write to accounting@myzealhoa.com and we confirm the details for each.
What every invoice must have
- Emailed to us the same day it is issued.
- One specific invoice date. Not a date range and not a month.
- A unique invoice number, never reused.
- Billed to the association's name. Each association is billed separately.
- The property or service address.
- A detailed description of the work and the amount due.
- A due date that matches the payment terms you chose.
- The RFP or PO number, when there is one.
- Attached to the email as a file. No portal log-in to see it.
A sample invoice
Each number points at one of the things above.
Sample Plumbing LLC
123 Sample Street, Orlando, FL 32801
(407) 555-0142 · office@sampleplumbing.example
INVOICE
Bill to 3
Bridge Water at Lake Pickett Homeowners Association Inc.
c/o Zeal Community
2265 Lee Road, Suite 229
Winter Park, FL 32789
Service details 4
Clubhouse pool equipment room
100 Community Way, Orlando, FL 32828
Service date: 11/02/2026
| Description 5 | Qty | Rate | Amount |
|---|---|---|---|
| Labor: replaced the failed 1.5 HP pool pump. Removed the old pump, installed and primed the new one, tested flow and pressure. | 3 h | $95.00 | $285.00 |
| Materials: Pentair 1.5 HP pool pump (part 011018) | 1 | $742.00 | $742.00 |
Tap an item to see it on the invoice.
Payment terms
Terms are counted from the invoice date. If an invoice reaches us after the day it is issued, or never reaches us, the terms are not guaranteed: we need at least 15 days from receiving an invoice to verify and pay it.
Zoey
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