Welcome Vendors!

The contract is signed, you have performed the service, and it is time to ask for payment. Here is how:

First, we need The Right Information; then the Invoice Is Processed and the check is sent to you.

Timeline: Most associations sign checks once per month, so be sure we have the right information to eliminate any delay of payment.

The Right Information

Before invoices may be processed TBMT requires the following:

• Vendor Information: (Company contact information)
• Account manager contact information
• Accounting contact information if different
• Payment remittance address

• W-9: A completed IRS Form W-9 to be on file for each vendor; you may download it here and email, fax, or mail it to the manager like an invoice. Click to Download

• Certificate of Insurance: A current Certificate of Insurance showing the association as an Additional Insured on file for each association a vendor serves

• Account Name: The account name is the Association’s Legal Name

• Billing Address:
• Colorado Springs:
  Association’s Legal Name
  c/o The Best Management Team
  6385 Corporate Drive, Suite 203
  Colorado Springs, CO 80919
• Parker:
  Association’s Legal Name
  c/o The Best Management Team
  19751 E Mainstreet, Suite 390
  Parker, CO 80138

• Invoice Information:
• Association Legal Name
• Invoice Number
• Invoice Date
• Service date and description
• Breakdown of charges if applicable
• Total Amount Invoiced
• Contact information

• Submission of Invoice: Please submit the invoice to the Association Manager in one of three ways:
• Email invoice to the Manager with one invoice per attachment file
• Terry Jarrett
• Bob Hite
• Jami Sison
• Jason McIntyre
• Beth Lavato
• Fax invoice to the Manager
• Colorado Springs: 719-344-2332
• Parker: 303-731-3958
• US Mail or otherwise deliver invoice to the Manager

Invoice is Processed:

Once The Right Information is on file and on the invoice and the manager receives the invoice, here are the next steps:

• The Manager evaluates and approves the invoice
• Accounting cuts the check
• The Board reviews the invoice and if all is well signs the check
• The Manager mails the check to the vendor remittance address

Potential Delays:

• No Vendor Information on file
• No W-9 on file
• No current Certificate of Insurance with Association as Additional Insured on file
• Not enough information on the invoice – Managers and Boards like to know what they are paying for