MoveZen Vendor Handbook

Welcome! This guide is designed to make your work with us organized, efficient, and as smooth as possible. We know your time and skills are valuable, and our processes are built to support a great partnership that benefits everyone involved.

Everything here applies to both new and existing vendors. If you ever feel something could be clearer or more helpful, we’re always open to feedback!

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Getting Started as a MoveZen Vendor

Once added to our Vendor List, you’ll receive an invitation to set up your Vendor Portal account through AppFolio. This portal will quickly become your favorite spot: it keeps every work order, message, photo, estimate, invoice, and update in one place.

To activate your vendor account, we’ll need:

• A valid Certificate of Insurance

• A current W-9

• Your mailing and tax information

• Any required licenses depending on work performed

Once your onboarding is complete, you’re eligible to receive work orders. If onboarding remains incomplete for 30 days, vendor eligibility may be paused until documentation is finalized.

 

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Vendor Portal Tools & Benefits

You will receive a notification anytime we request a new estimate or assign a work order to you. Each work order will include all the details you need to get started, such as service information, access notes, tenant contact information (if needed), and any approval requirements.

The portal is our shared workspace for estimates, invoices, photos, and work order updates. You can do all of the following directly through your Vendor Portal:

• Upload estimates

• Accept or decline work orders

• Schedule directly with the tenant

• Upload photos, notes, or other documentation related to the work

• Update the work order status to Work Done once the job is completed

• Upload your invoice for fast processing and payment

Using the portal keeps everything organized in one place, eliminates back-and-forth communication, and helps ensure you are paid quickly and accurately.

Learn more about the portal here: Vendor Portal Overview

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Estimates & Approvals

Estimates are required when requested or noted, and most of our work does need approval. MoveZen must obtain approval from the property owner before work begins, but we work hard to make this process quick and efficient. Owners can view and approve the estimates you submit directly through your portal, which helps streamline communication and speeds up the approval process.

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How to Submit Invoices:

Preferred and Best Method: Vendor Portal
Invoices should be uploaded directly in the portal. This allows our accounting team to approve and schedule payment quickly and accurately.

Backup Method (Only if the Portal Is Unavailable)
If you’re unable to access the portal, use the regional invoice email below. Please do not email invoices directly to staff or to multiple email addresses, as this causes delays.

Invoice Requirements

Every invoice must include:

• Vendor name

• Property address

• Service description and service date

• Invoice number

• Total amount due

• AppFolio work order number (preferred)

It is crucial that invoices are submitted quickly after the work is completed. Early submission confirms the completion of the work and guarantees your payment is processed quickly. Please ensure to upload your invoices at least within 30 days following the completion of the work.

Late submissions, beyond the 30-day window, might lead to payment delays and complications. Since MoveZen Property Management acts on behalf of property owners, delayed invoices can significantly hinder payment processes. This could be due to potential changes in property ownership or accessibility to the owner's funds.

While we pledge to make every effort to ensure you receive payment, we cannot guarantee payment in every scenario. Late payments are subject to the property owner's discretion and availability of funds. Such situations are uncommon, yet it's important to be aware of them.

To avoid payment delays or complications we strongly advise submitting your invoices through your portal as soon as work is completed.

 

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Payment Methods & Preferences

MoveZen pays vendors electronically via E-Check (preferred) or paper check when no ACH information is available. Vendors can update banking information within the portal. Changes may cause payment delays during verification.

We are unable to manually collect banking information outside the secure vendor portal.

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Payment Schedule

We issue vendor payments twice per month:

• On the 15th

• On the last business day of the month

If the 15th falls on a weekend or holiday, payments will be issued on the next business day.

To be included in that cycle, invoices must be submitted on time so our team can review and schedule them for payment. Late or incomplete invoices will automatically roll to the next payment cycle.

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Payment Processing Times

• E-Check delivery typically occurs within 1–3 business days

• Mailed checks can take 5–10 business days

• New vendors or recent banking updates may experience additional verification time

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Insurance & Compliance Requirements

To remain eligible for work orders and payments, vendors must maintain active documentation. Your Certificate of Insurance (COI) must include general liability coverage and list MoveZen Property Management as an additional insured. The required liability coverage amount is $1 million.

If documentation expires, work order assignment will pause until updated information is received. Updated COIs and W-9s can be uploaded directly through your vendor portal.

Additional Insured Information
MoveZen Property Management
4002 1/2 Oleander Dr. Suite 1A
Wilmington, NC 28403

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MoveZen Vendor FAQ

Q: We require a down payment/required deposit before beginning the work at a property. Can MoveZen accommodate this?

Yes. We are able to pay a down payment/required deposit for jobs over $1,000 when requested by a vendor. A formal estimate is required and must contain the required deposit amount and an estimated completion date for the full project. A detailed, itemized list of all work must also be present. Once we receive a formal approval from the property owner, we will initiate the deposit payment. E-Check is the best for deposit payments because you will receive a notification that payment was initiated, and the funds should appear the next business day for established vendors.

Q: What is the process for updating my contact or banking information?

To update your contact or banking details, please log in to your vendor portal. You can edit your banking information directly there. If you need to make changes in your contact information, simply email us at MZaccounts@movezen360.com and we can make the required changes.

Q: How quickly can I expect to start getting work after onboarding?

Once onboarding is complete, our Account Managers can begin requesting estimated and assigning you work. They are notified when new vendors are added, and we frequently test new vendors to grow our list of top vendors. We manage around 800 properties across NC and SC and are continuing to grow, so we’re always looking for great businesses to join us.

If you want to receive more work over time, using the Vendor Portal will make a big difference. Scheduling with tenants quickly, updating work order status, and communicating clearly through the portal helps our team move jobs forward and sets you apart from other vendors in your service area.

Q: Should I upload photos with my work orders?

Photos are always encouraged and greatly appreciated. They help with documentation and compliance on both sides. Clear photos before and after the work can make approvals smoother, prevent questions later, and protect you if something changes on-site. Uploading photos directly to your vendor portal is the best way to keep everything organized in one place.