ASHOKA LION
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Submitting Bills to Ashoka Lion Property Management

Ashoka Lion request that all vendors use our standard process to submit bills and invoices to our firm for worked that is performed at our investment property management client's homes to avoid issues with being paid in a timely manner:

A) SENDING VENDORS WORK ORDERS FOR OUR INVESTMENT PROPERTY MANAGEMENT CLIENTS HOMES:
  1. Vendors are usually sent work orders via emails or faxed for non-emergency repairs .
  2. We request that vendors to provide us a update when they have schedule the job, and they can make it on our online vendor portal. 
  3. If the job is an emergency, you will be contacted by phone and requested to schedule a job as soon as possible
B) SENDING OUR INVESTMENT PROPERTY MANAGEMENT TEAM INVOICES:
  1. If bills are mailed, please send bills to the mailing address and not to the office address.  The office address is 2885 Sanford Ave SW, #13866, Grandville, MI, 49418
  2. If our investment property management clients property's bills can be faxed, please send the invoices to 1-866-466-0319. Please insure that the bill and cover sheet reference the work order number or at the very least the property address for which service was requested. You can also attach bills to our work order/task by logging on to your vendor portal.
  3. If bills are emailed, then please email the investment property management clients home's bills to accountspayable@AshokaLion.com. Please insure that in the subject that you reference the work order and at the minimum the address for the property that service was provided.
  4. Signatures should be obtained on vendor work orders if at all possible to indicate the job was completed to satisfaction if there is work performed in a resident's unit,  and  this should be sent with invoice.
C) PAYMENT PROCEDURES:
  1. Payments take on average two to two and half weeks (14 to 17 days)
  2. Vendors who provide a voided check can have payments sent via ACH after the invoice is processed. After payment is sent via ACH, it takes three to five business days to clear. You will be sent email notification when the payment is sent.
  3. Vendor payments can also be made via check can take seven to ten business days after the payment is processed.
  4. If vendors do not provide us accurate references to our properties and work orders, then this will only delay processing of the payment by at least two weeks. This is because we have to be notified by our payable team, and we have to then schedule time to discuss with the vendors about the bill to either correct amounts invoices (especially if the differ from estimates) or if they do not have descriptions of the properties.

D) VENDOR COMPLIANCE REQUIREMENTS
  1. Vendors can log on through the vendor portal to review your vendor ledger to see if our accounts payable staff has received your invoices that have been sent to us, and you can also verify if the payment have been made.  This is our preferred method for vendors to keep up with their payments and bills. If there are issues with information on the ledger (missing invoices, payment not sent, etc), then you can contact us to let us know via email.
  2. Please review the ledger to insure invoices have been received and payments processed versus  directly contacting a property manager to get the update.
  3. Vendors who are requesting payment for the first time must submit their w-9, copies of insurance, and license to insure that the payment are not delayed due to vendor noncompliance. We cannot send out payments for vendors without all the compliance paperwork in place. 
  4. Vendors must keep their insurance certificates updated and name our property management firm a additional insured party. We are requesting vendors have at least $1,000,000 worth of general liability, but we will evaluate based on the nature of work if there can be exceptions made.  
FAX INVOICES BY PUSHING THIS BUTTON:


(866) 466-0319
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