Billing from Vendors

When you receive a bill from a vendor, and they say they performed the service or installed a product and the product or service was not performed; has anyone refused to sign of on the accounting invoice so the vendor does not get paid?

About a month or so ago, our pool vendor was supposed to install a dust cap that goes over a already existing ADA support that we do not use. The vendor billed us for the service but did not render it.

When the invoice came across for both the cleaning and this particular dust cap, I refused to authorize the invoice and notated the reason for the refusal.

Has anyone else encountered the same, and what was the result and outcome?

Also I am finding another item that this contractor did not perform, that was months ago. Our electric panel was vandalized and someone cut off the lock hasp to the electric panel . the vendor was supposed to install a new hasp, instead, they just stuck two drywall screws into position. Yes, I am flipping mad

I have a board member verify the work was performed prior to a check being cut. That goes with all associations I manage.

The question is, since you or the board are having issues with work being performed, what procedures has your association setup?

Let me add one thing further. My software allows the board to approve a invoice that has been scanned into the software and available through their individual web portal. The board decides beforehand how many directors are needed for approval to then cut checks.

All utilities and vendors with set monthly fees are paid online or through ACH. If a landscaper has a contract for services at $100.00 per month, that is paid automatically. Any additional work has to have approval. The board would then insure work has been performed before signing off.

Max brings up a good point - someone should have inspected the work to ensure it was done according to the invoice, either the property manager or a board member (perhaps both)? What was the board doing, especially when the electric panel got vandalized months ago - you're just NOW finding out nothing was done? Then again, this could have been a massive communication breakdown.

Go to the vendor and express your concerns, noting the board can't authorize payment unless these issues are addressed - and this time you want written and visual verification.