Submitting AN INVOICE
The fastest and most preferred method of submitting an invoice is by email: wdminvoices@payableslockbox.com.
You will be contacted by our processor AvidXchange to set up a preferred payment method. Options include check, virtual credit card, or ACH draft. Estimates, quotes, proposals, contracts, sales/work order, etc. should all be sent to the community manager directly and not AvidXchange. Please only send each invoice once and by one method (email OR regular mail). Duplicate invoices in the system will cause delays.
Only send invoices to wdminvoices@payableslockbox.com.
If there are multiple pieces to an invoice and/or any supporting documentation, approvals, etc. those must be combined into one PDF prior to sending to wdminvoices@payableslockbox.com. Each invoice should be sent as a single PDF file.
All invoices must be in the association’s full name (no abbreviations) and have the WDM community number listed. For example, if you performed work at The Happy Glen Homeowners Association, then your invoice would read: Bill To: The Happy Glen HOA #123 (example only)
To check the status of your payment please use the AvidXchange website or contact the community manager for that HOA.
Some homeowner associations will charge a transfer fee to change membership from one homeowner to the new homeowner. Be sure to check with your HOA or your community manager to see if you may be subject to these fees, and how much you may be paying.
Mailing an Invoice:
All invoices must be in the association’s full name (no abbreviations) and have the WDM community number listed. Example:
The Happy Glen HOA #123 (example only)
PO Box 36573
Charlotte, NC 28236
W-9:
The vendor’s name or DBA on the invoice must match the W-9. If you are changing remit to address, you will need to complete a new W-9 and send to
Note: This is different email address than where the invoices are sent.
Payment METHODS
You can check the status of your invoice in AvidXchange or you may contact the community manager. You may be contacted by our processor AvidXchange to set up ACH or Virtual Card payment methods. This is directly with AvidXchange not WDM.
There are three different methods of receiving payment:
Paper Check.
As always, a vendor may receive a check in the mail as their preferred payment method. The vendor’s mailing address should be updated and confirmed with William Douglas Management.
AvidPayDirect
If you are familiar with the ACH (automated clearing house) process, then AvidPayDirect should be easy to use. This will automatically send payment to your account, for a fee. This is set up through Avid, and not William Douglas.
Virtual Credit Card.
This option may be new to some but can be quite convenient. As you can guess, this method will direct your payment to be sent in the form of virtual credit card information (mastercard, visa, etc.), and should be accepted just as you would a normal credit card. Like the previous option, this is set up through Avid and will draw a fee. However, the amount of this fee is determined by your bank’s merchant processing for normal card payments.