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When Are Repair Bills Processed and Paid?

Repair bills don’t get paid the moment work is completed and that’s intentional.

Audience: property owners who want to understand when vendor repair bills are paid, how timing works, and why invoices don’t always post immediately.

Vendor payments follow a structured workflow designed to ensure accuracy, compliance, and proper use of trust funds.

Here's how the process works.

Frequently Asked Questions

Are vendors paid the same day work is completed? Usually no. Invoices must be received, reviewed, and approved first.

Does payment timing affect my tenant or repair completion? No. Repairs are completed before payment is issued.

Can a bill be paid if there aren't enough funds? No. Trust accounting rules prohibit deficit spending.

Will I see the bill before it's paid? You'll see it on your Owner Statement once it's posted.

The Repair Billing Workflow

Repair bills generally follow this sequence:

1. Work Is Completed

The vendor completes the authorized repair or maintenance.

 

2. Invoice Is Submitted

The vendor submits an invoice that includes:

  • Work performed
  • Labor and materials
  • Date of service
  • Property reference

3. Invoice Review & Verification

MoveZen reviews the invoice to confirm:

  • Authorization
  • Accuracy
  • Pricing consistency
  • Compliance with scope

This prevents errors and duplicate charges.

4. Funds Are Verified

Before payment:

  • The property's trust balance is checked
  • Funds must be available and cleared

If funds aren't available, an owner contribution may be required.

Related article: https://know.movezen360.com/owner-contribution-requests

5. Vendor Payment Is Issued

Once verified:

  • The invoice is scheduled for payment
  • Payment is issued according to vendor terms

Typical Timing Expectations

From completion to payment:

  • Processing typically takes several business days
  • Timing depends on invoice submission and approval
  • Large or complex repairs may take slightly longer

This is normal and expected.

 

Why This Process Protects Property Owners

This structure:

  • Prevents overpayment
  • Prevents unauthorized work
  • Keeps trust accounts compliant
  • Maintains clean records

It also ensures vendors are paid accurately.

How This Appears on Your Owner Statement

Your MoveZen Owner Statement will show:

  • Repair expense line item
  • Vendor name
  • Date posted

This provides full transparency.

Related article: https://know.movezen360.com/how-to-read-owner-statement

Common Owner Questions

"Why don't I see the bill yet?" Because the invoice hasn't been received or finalized.

"Why was my payment smaller this month?" Because repair costs were deducted before disbursement.

Understanding Repair Payment Timing

Repair payment timing prioritizes accuracy over speed. This approach prevents much bigger problems later, including overpayments, unauthorized charges, and trust accounting violations. While it may take several business days from invoice receipt to payment, this careful verification process protects both property owners and ensures compliance with trust accounting regulations.

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