Add Charge Request Processing

Overview

The Add Charge Request workflow The Add Charge Request workflow processes action items requesting charges to be posted to owner accounts. It ensures all required information is present, validates the request, posts the charge, and confirms completion. This HOAi workflow ensures proper information validation, enforces date restrictions, applies correct charge parameters, and posts validated charges to owner accounts—eliminating manual review time so your team can focus on exception handling rather than routine charge processing.

What This Workflow Does

Automated Request Validation

• Verifies all required information is present (Owner ID, amount, description, association, date)
• Automatically identifies incomplete requests and routes them for additional information
• Filters out non-charge requests (payment plans, credits, service requests) to appropriate departments

Temporal Constraint Enforcement

• Prevents backdating charges to previous months
• Enforces current month or future month posting requirements
• Automatically corrects invalid date requests to comply with policy

Intelligent Charge Creation

• Maps charge descriptions to correct assessment types using association rules
• Creates meaningful charge descriptions that provide context beyond charge names
• Uses proper GL account mapping and charge parameters for accurate posting

Quality Assurance Processing

• Validates charge amounts and formats before posting
• Confirms successful charge creation with detailed reference tracking
• Provides comprehensive audit trails for all processed charges

Workflow Process

Step 1: Initial Review

HOAi analyzes the incoming charge request and identifies all charges, extracting required fields like Owner ID, amounts, descriptions, and dates while determining if single or multiple charges are being requested.

Step 2: Information Validation

For each identified charge, HOAi validates that all mandatory information is present and accurate. Missing or invalid information results in routing to Manager Review with specific details about what's needed.

Step 3: Charge Creation

Valid charges are processed using correct parameters including proper date logic, meaningful descriptions, and accurate assessment type mapping based on association-specific rules.

Step 4: Action Item Closure

Successfully processed charges are confirmed with detailed notes including amounts, descriptions, owner accounts, and system-generated reference IDs.

Examples of HOAi Work

Successful Charge Processing

 

 

Key Benefits

For Your Management Team

• Eliminates time spent on routine charge validation
• Ensures consistent charge posting standards
• Reduces administrative workload and processing errors
• Provides clear escalation paths for incomplete requests

For Your Accounting Team

• Receives only validated, ready-to-post charges
• Accurate charge entries with proper GL account mapping
• Reduced time spent on charge-related discrepancies
• Clean, organized transaction records with proper dating

For Your AR Team

• Faster processing of legitimate charge requests
• Clear communication about request status and requirements
• Consistent application of charge posting policies
• Professional service experience with detailed confirmations

For Your Homeowners

• Faster processing of valid charge requests
• Clear feedback on any missing information
• Accurate charge posting with proper descriptions
• Consistent, reliable charge application timing

FAQs

Q: Can HOAi handle different charge types for different associations? A: Yes! HOAi references each association's specific charge type configurations in Vantaca and uses the correct assessment type mapping for each association's unique requirements.

Q: What if our charge types or policies change? A: Simply update your association configuration in Vantaca—HOAi automatically pulls the latest charge type and policy information. Note that configuration updates may take up to 24 hours to become available.

Q: How does HOAi prevent backdated charges? A: HOAi enforces temporal constraints that prevent charges from being posted to previous months. Any date requests falling in prior months are automatically corrected to the current system date.

Q: Can HOAi process multiple charges in one request? A: Yes! HOAi automatically identifies and processes multiple charges within a single request, validating each charge individually while maintaining efficient batch processing.

Q: What happens if charge information is incomplete? A: HOAi routes incomplete requests to the "Needs Information" step with specific details about what's missing, preventing invalid charges from being posted while providing clear guidance for completion.

Q: How does HOAi handle reservations and amenity charges? A: For reservation-related charges, HOAi uses the current date for charge posting rather than the reservation date, ensuring proper financial period allocation while maintaining accurate charge timing.

Implementation & Testing

Your forward deployed engineer will handle the technical setup and configuration. Make sure to tell them:

• What action item(s) your team uses for charge requests
• Your specific charge types and assessment configurations
• Date posting policies and any temporal restrictions
• Master/Sub association rules for charge processing
• Any special charge mapping or description requirements

Once activated, HOAi will begin reviewing your actual charge requests and proposing actions based on the workflow.

During the testing phase, you'll review HOAi's work on real requests:

• HOAi will analyze incoming charge requests and propose its validation and processing steps
• You can review each proposal and either approve HOAi's recommendation or modify/reject it
• This allows you to see how HOAi handles your specific types of charges and requirements
• You can identify any patterns where adjustments to the workflow logic might be needed

The workflow can be fine-tuned based on your approval/rejection patterns before you're comfortable letting HOAi handle these charge requests automatically.

This workflow streamlines your charge request process by ensuring only valid, complete charges are posted while maintaining accurate audit trails and homeowner satisfaction.