Vendor Resources
Everything you need to work with Alpha Association Management — from initial setup to invoice submission.
Required Before Any Invoice Is Paid
All vendors must complete setup before invoices can be processed.
We cannot hold, queue, or process any invoice until your W-9/EIN, insurance documentation, and contact information are on file. Invoices received before setup is complete will be deleted from our system — not held pending your paperwork.
Once your setup is approved, you must resubmit any previously sent invoices. Submitting an invoice does not reserve your place in the payment queue.
First Time Working With Us
New Vendor Setup
- Complete the New Vendor Setup Form using the button below.
- Provide all required fields: W-9/EIN and insurance documentation.
- Submit and wait for confirmation — typically within 1–2 business days.
- Review the Invoice Submission Guidelines below.
- Once confirmed, send your invoice as a PDF to [email protected].
Already Registered With Us
Returning Vendor
- Confirm your insurance and contact information are current.
- Review the Invoice Submission Guidelines below.
- Email invoices as a PDF attachment to [email protected].
- Payment is issued within 30 days of a properly submitted invoice (Net 30).
Invoice Submission Guidelines
Follow these to avoid delays
Contact Information
Company name, mailing address, phone number, and email address must be on every invoice.
Invoice Number
Every invoice must have a unique invoice number. Do not reuse or duplicate invoice numbers.
PDF Format Only
Invoices must be submitted as PDF attachments. We cannot accept Word, Excel, or image files.
Need help creating a PDF invoice?
Property Information
Include the full community or association name and/or homeowner’s name on the invoice. Do not identify the property only by an intersection or cross streets — for example, use “Willowbrook HOA” not “Main St & Oak Ave.”
Where to Submit
Email all invoices and invoice-related questions to [email protected].
Proper Invoice Addressing Example
c/o Alpha Association Management
870 Corporate Drive, Suite 402
Lexington, KY 40503
Vendor Requirements
Insurance
General Liability: As required for your scope of services.
Workers’ Compensation: As required for your operations and staffing.
Payment Terms
Standard Terms: Net 30 days.
Payment is issued within 30 days of receiving a properly formatted invoice from a fully set-up vendor.
Need Help?
Our Accounts Payable team can assist with
setup, invoices, and payment questions.