Vendor Invoice and Payment Processing Instructions
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Introduction
Southern Property Management is the property management company that manages the administrative and financial operations of the community association that contracted your services and is responsible for processing all invoices and payments for the community association. Southern Property Management is committed to promptly paying you for your services provided to the community association - and in order to do so - we have provided the following invoice and payment processing instructions. We look forward to building a positive working relationship with your company for the benefit of the community.

Required Documents
IRS Form W-9
Southern Property Management requires a completed IRS Form W-9 to be on file for all vendors. Please submit a completed W-9 if this is the first time you are providing services to a Southern Property Management association. Click here to download a W-9. Upon completion of the W-9, please scan and email the attachment to spm@southernpropertymgt.com, attention Accounts Payable.

Certificate of Insurance Southern Property Management requires an up to date Certificate of Insurance to be on file for all vendors providing on-site services to the association (e.g. landscaping, repair and maintenance, pool services, etc…). Please ensure that you have submitted an up to date Certificate of Insurance for each Association that you service. Please refer any questions regarding insurance requirements to the Community Association Manager that procured your services.

Account Name and Billing Address
The account name and billing address should be styled as follows:
Association Legal Name
C/o Southern Property Management
4211 Mundy Mill Place, Suite C
Oakwood, GA 30566

Invoice Information Requirements
Please include the following information on your invoice:

  • Association Legal Name
  • Invoice Number
  • Invoice Date
  • Remittance Address
  • Southern Property Management Work Order Number (if applicable)
  • Service date(s)
  • Description of Service(s) Provided
  • Contact information (address, phone number, and e-mail address)

Invoice Submission Procedures
Invoices must be submitted by first class mail to Southern Property Management at 4211 Mundy Mill Place, Suite C, Oakwood, GA 30566.

    Submission guidelines:
    • Please submit each invoice in a separate document
    • Please submit one invoice per association

Invoice and Payment Processing Procedures
Southern Property Management processes invoices and payments every business day in an effort to process payments as quickly as possible. Southern Property Management utilizes a proprietary automated work flow system to process invoices for payment and has processes and controls in place to safeguard the association's assets and maintain an appropriate audit trail. These processes entail each and every vendor invoice going through multiple steps and approvals prior to disbursement. This length of the process can vary for each invoice depending upon numerous factors including ensuring that the vendor provided all necessary and correct information and their product / service was satisfactory. It will generally take up to 15 days for a vendor to receive payment after receipt of an invoice, including mail time, unless there are issues with the product, service, vendor, or cash position of the association. Please note that in most cases invoices received by the close of business on Monday will be processed on Friday of the same week. All payments will be mailed to the vendor address we currently have on file. If we receive communication from the vendor requesting to pick up payment in person, we will do our best to accommodate this request. However, payments will not be available for in-person pick up any earlier than Friday afternoon at 3 p.m. and the applicable invoice must have been received on the preceding Monday. Please note there are NO EXCEPTIONS to this policy.

Southern Property Management recommends that our association clients not contract services from Vendors who impose unreasonable or restrictive payment terms. Requiring payment in fewer than 30 days is not standard in any industry and is considered unreasonable.

"Unreasonable Fees" are fees or charges assessed by Vendors because such vendor required payment under more restrictive terms than outlined here (e.g. a late fee charged because the vendor required payment in 20 days). In an effort to protect the interests of our clients, it is standard operating procedure for the Southern Property Management AP department to initially refuse payment of any amounts they deem to be Unreasonable Fees.

Contact Information
If you have any questions, comments, or concerns related to our invoice and payment processing procedures, please contact Southern Property Management’s Accounts Payable Department at:

 

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Vendors

Southern Property Management
4211 Mundy Mill Place, Suite C, Oakwood, 30566
Telephone: (770) 535-1020
Fax: (770) 535-8929
Website: http://www.southernpropertymgt.com/


Additional Links

 
 

Southern Property Management of North Georgia
4211 Mundy Mill Place, Suite C, Oakwood, 30566
Telephone: (770) 535-1020
Fax: (770) 535-8929

This site is provided by Southern Property Management