Vendor FAQ

Can I start work before I'm approved?

No. Registering is not approval. Do not start any work until we email you that your business is an approved vendor. See How to register as a vendor.

How do I change my payment method or bank account?

Send an information update and choose Payment. A new bank account is verified the same way as in registration. Until the update is in place, we keep paying the way we have on file.

What must my invoice include?

One specific invoice date, a unique invoice number, the association's name, the property or service address, a detailed description of the work and the amount due, a due date that matches your payment terms, and the RFP or PO number when there is one. Attach it to the email as a file. You can bill it to the association's name, care of Zeal Community (for example: Sample Community Association, c/o Zeal Community). See How to send invoices.

Where do I send invoices?

To the accounting email of the association you are billing, once, the same day you issue the invoice. Each association has its own accounting email: search the association on myzealhoa.com, then open Vendors. Not sure? Write to accounting@myzealhoa.com.

How do I know which association to bill?

The association's name is on your work order or purchase order. Bill that association. If you're unsure, write to accounting@myzealhoa.com before you send the invoice.

Can I combine work for several associations on one invoice?

No. Each association is a separate legal entity and is billed separately. Treat each one as its own customer, with its own invoices. Corporate work and association work are never combined on one invoice either.

How long does it take to get paid?

Your invoice is checked and then approved by the community manager or the board. It is paid by the due date of your payment terms (Net 15, 30, 45 or 60, counted from the invoice date), as long as it reached us the day it was issued: we need at least 15 days from receiving an invoice to verify and pay it. Once payment is released, ACH deposits usually arrive in about 3 business days, card payments post almost immediately, and mailed checks arrive in about 7 business days.

Why was my invoice flagged as a duplicate?

The same invoice reached us more than once, for example to two mailboxes or as a resend. Email each invoice once, only to the association's accounting email.

What insurance do I need?

A certificate of insurance with general liability and any other coverage your work needs, showing:

• Additional insured: the association's legal name
• Certificate holder:
  [Association legal name]
  c/o Zeal Community
  2265 Lee Road, Suite 229
  Winter Park, FL 32789

Registering from the general page? See W-9 and certificate of insurance. Upload it when you register, and send renewals as an information update. See W-9 and certificate of insurance.

My insurance renewed. What do I do?

Send an information update and choose Insurance. Send it before the old certificate ends.

Can I be paid by credit card?

Yes, if your company adds no fee or percentage for card payments. Associations do not pay card fees. Tell us at least 30 days before that changes; card payments stop if fees are added.

Who do I contact?

Invoices and payments: accounting@myzealhoa.com. Anything else: support@myzealhoa.com or (407) 993-2330.