Interested in Doing Business with Roberts Communities?
Welcome! Our priority is to ensure that our residents, communities, and vendors have the best possible experience overall by maximizing service excellence and minimizing unwanted risk. Our commitment is to ensure that each of our team vendors abide by our reputable business practices and high ethical standards.
How to Become an Approved Vendor, Subcontractor, Supplier
Roberts Communities requires that all vendors, subcontractors and suppliers enroll with our corporate office prior to doing business at any of our properties. Please review the checklist below and be prepared with the needed information to become a Roberts Communities approved vendor team member.
Be Prepared to Provide the Following:
- Completed and signed W-9 tax form.
- Completed and signed Contractor Certification form.
- Completed Vendor Contact Information sheet.
- Acord 25 (Certificate of Liability Insurance).
Send Completed Vendor Packet to: email@example.com
How to Get Paid
The systematic process of electronic invoicing (which includes submission of core business documents) has proven to be the most efficient way of conducting business with our vendor team. As soon as you establish a business relationship with us you will be expected to begin performing electronic transactions.
How to Submit and Invoice
Option 1 (preferred):
- Email invoice to firstname.lastname@example.org
- Include PDF attachment under 5MB
- One invoice per PDF (emails can include multiple attachments)
- Include any back-up documentation within the invoice’s PDF (invoice must be page 1)
Option 2 (If electronic is not possible):
- Submit via US Mail to:Roberts Communities
8350 E Raintree Suite 220
Scottsdale, Arizona 85260
Terms & Payment Conditions
Roberts Communities has established a standard vendor payment term to maintain a balance between cash inflows and outflows that reflect our current operating environment. The upfront establishment of clear payment practices helps ensure positive vendor team member relations, allowing for efficient and cost-effective processing.
The standard payment terms are 30 days for all vendors. “Payment Term” is the number of days from “invoice date” to “payment date.”
All invoice dates must be made after goods have been received and/or services have been provided. Pre-dated invoices will be rejected, or terms will be extended to conform to our standard.
The standard terms are not negotiable and will be used for all payments, regardless of vendor requests or terms per invoice. If unusual circumstances warrant an exception to the standard term (for example, the vendor is offering a substantial early payment discount), forward the request to the Accounts Payable Department via email at email@example.com. Please include a detailed explanation for the exception request.
Summary of Our Process to Get You Paid
*AvidPay Electronic Payment Solution is our preferred and expected method of payment. All data relevant to ePayments submitted for processing will be electronically transmitted to the vendor’s bank within 2-4 business days from the day ePayment is initiated. Vendor will receive an e-mail notification at the time of payment which contains the invoice number and amount paid from each property (if more than one property involved).
Please Note: All invoices must have the vendor name, vendor remit address, description of service/product, invoice number, invoice date, invoice amount, park’s name, address, unit number (if applicable), and PO Number. As mentioned, standard payment terms to vendors are net 30. “Payment Term” is the number of days from “invoice date” to “payment date.” All inquiries regarding the status of payment should be directed to firstname.lastname@example.org.
How to Be Part of AvidPay Electronic Payment Solution
Effective immediately, please provide us your payment remittance information. It is important to update your information in order to ensure prompt payment receipt and prevent future payment information requests.