Vendor Resources for HOA Communities

Welcome to our Vendor Resources center, designed to support vendors who partner with Alpha Association Management and the HOA communities we serve across Lexington and Central Kentucky. Here you’ll find quick access to vendor sign-up forms, invoicing instructions, and answers to common questions about working with HOA communities.

Why Partner with Us?

  • We manage a wide range of communities in Lexington and the surrounding cities and counties, which means consistent work for dependable vendors.
  • By working with us, you gain visibility with boards and communities that often lead to referrals and repeat business.
  • We value professionalism, reliability, and quality—and we reward our partners with ongoing opportunities.

The Process

  1. Using the forms below submit your information.
  2. Our team will review the form and provided documents.
  3. Vendors are added to our network.
  4. As projects arise, we reach out for bids or direct work.

Requirements

  • Licensing as required
  • Liability insurance
  • W9
New Vendor Setup

Vendor Invoice Submission Tips

Use these guidelines to ensure your invoices are processed quickly and without delays.

Vendor Invoice Submission FAQs

Please submit invoices in PDF format only. This ensures your invoice can be reviewed and processed quickly. Other file types (such as Word or Excel) are not accepted and will delay processing

Please email all invoices to Invoices@AlphaHOA.com. This ensures they are received by our Accounts Payable team for timely review and processing. For related details, see Do I need an online account to submit invoices?.

Most invoicing software can generate invoices in PDF format. If you need help, check our video guides below or contact us for assistance.

How To with FreshBooks How To with Quickbooks

Every invoice must include the following information:

  1. Contact Information
    • Your company name
    • Phone number
    • Email address (preferred)
  2. Invoice Number
    • Each invoice must have a unique number (no duplicates).
    • If you are not using invoicing software, you may use the date.
    • If submitting more than one invoice on the same date, add a suffix (e.g., 1234-1, 1234-2) so each invoice number is unique.
  3. Property / Association Information
    • If the work is for the association, bill to the association using our office address.
    • If the work is on a homeowner’s property but billed to the association, the Bill To section must include both the homeowner’s information and the association name.
    • Do not use cross streets — always provide the full property address.

Examples:

Association Invoice
[Association Name] c/o Alpha Association Management
870 Corporate Drive, Suite 402
Lexington, KY 40503 		Homeowner Property – Billed to Association
John Smith
123 Maple Street
Lexington, KY 40503
XYZ Association
For related guidance, see 
What should I do if my invoice was rejected?.
If you have questions, contact our Accounts Payable team at 
859-214-0034
 or email us at 
Invoices@AlphaHOA.com.
 When emailing, please include your company name, invoice number, and any other details so we can assist you quickly.
To check invoice or payment status, please contact our Accounts Payable team at 
Invoices@AlphaHOA.com
 or call 
859-214-0034.
 Please have your invoice number and company name ready.

Payments are issued according to each association’s payment schedule. Our Accounts Payable team processes invoices promptly once all required information is received.

Rejections usually occur if key details are missing (such as the association name, homeowner address, or invoice number). Please update your invoice with the required information and resubmit it. For a full list of required items, see the FAQ: 
 
No. Invoices should be submitted by email to Invoices@AlphaHOA.com. Supporting documents should be attached in PDF format. For more details, see Where do I send my invoices?.
Prefer a printable version of these tips?
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Still have questions?

Submit Updated Documents

Need to update your information? Use the button below to submit updated documents such as W9s, certificates of insurance, or licenses. Keeping your records current helps us maintain compliance and ensures there are no delays in processing your invoices or payments.