Bill Pay
Vendor Portal
The Vendor Portal gives your vendors a dedicated self-service interface to submit invoices, view their bill and payment statuses, and update their ACH banking information — all without requiring you to manually relay that information back and forth. Once a vendor accepts their invitation, they are linked directly to your Topkey account and can interact with their own data in real time.
Inviting a Vendor to the Portal
Before a vendor can access the portal, they need a contact record on their vendor profile that includes an email address. You then send an invitation from that contact.
- Navigate to Bill Pay → Vendors and open the vendor you want to invite.
- Select the Contacts tab on the vendor's profile page.
- If the vendor does not yet have a contact, click Add Contact and fill in the contact's first name, last name, and email address. Click Save to create the contact.
- Once the contact appears in the list, click Invite next to their name.
- Topkey sends an invitation email to the contact's address. The vendor follows the link in that email to create a Topkey account, which is automatically linked to your organization.
The Invite button only appears on contacts that have not yet been connected to a Topkey user account. Once a vendor accepts their invitation, the button is replaced with an Edit option.
You can have multiple contacts on a single vendor record. Each contact with an email address can be invited independently, giving more than one person at the vendor access to the portal.
What Vendors Can Do in the Portal
Once a vendor logs in to the portal, they have access to tools scoped exclusively to your account's relationship with them. Vendors cannot see any other organization's data, other vendors' information, or any internal Topkey settings.
View Bills and Payment Status
Vendors can see all bills associated with their profile in your account, including the current status of each bill (for example, Draft, Pending, Paid). This gives them visibility into where a payment stands without needing to contact you directly.
Upload Invoices
Vendors can upload invoice files directly from the portal. When a vendor submits an invoice, Topkey processes it and automatically creates a new bill in your Draft tab in Bill Pay. You can then review, edit, and submit the bill for payment as you normally would.
Invoices uploaded through the vendor portal follow the same AI-assisted processing as invoices you upload yourself. The resulting bills appear in your Draft tab for your review before any payment is initiated.
Update ACH Banking Information
Vendors can update their own ACH banking details directly in the portal. This removes the need for you to manually enter or update routing and account numbers on their behalf.
You can also send a vendor a one-time secure ACH link from their contact record without giving them full portal access. Click Send Secure ACH Link next to the relevant contact and choose to deliver it via email or SMS. These links use unique tokens and expire after a set period for security.
Track Payment History
Vendors can review their payment history within the portal, giving them a clear record of what has been paid and when.
Managing Vendor Access
Viewing Vendor Users
You can see which vendors have active portal accounts by going to your account settings and reviewing the list of account users. Vendor users are listed there alongside your internal team members and are identifiable by their vendor association.
Revoking Access
If you need to remove a vendor's portal access, navigate to Account Settings → Members, locate the vendor user, and remove them. Once removed, the vendor can no longer log in or view any data associated with your account.
Revoking a vendor's portal access does not delete their contact record or any bills associated with their vendor profile. It only removes their ability to log in to the portal.
Security Considerations
The Vendor Portal is designed so that vendors only ever see data relevant to their own relationship with your account:
- Isolated data access: Vendors can only view their own bills and payment history. They cannot see other vendors, your internal account data, properties, owners, or any other information in your Topkey account.
- Secure ACH links: When you send a secure ACH link to a contact (or when a vendor updates their banking information through the portal), the link uses a unique token that expires after a set period, reducing the risk of unauthorized access.
- Activity logging: All vendor actions taken in the portal — such as uploading an invoice or updating banking information — are recorded in the activity trail, giving you a clear audit record.
Frequently Asked Questions
Can a vendor see bills from other property management companies that also use Topkey? No. Each vendor portal session is scoped entirely to your account. A vendor contact linked to your organization cannot see any data from another Topkey account, even if the same vendor works with multiple property managers on the platform.
What happens to a bill after a vendor uploads an invoice through the portal? The invoice is processed by Topkey's AI and a new bill is created in your Draft tab in Bill Pay. The bill is not submitted or paid automatically — you review and approve it before taking any payment action.
Do I need to re-invite a vendor if I update their contact information? No. Updating a contact's name or phone number does not affect their portal access. However, if you change the email address on a contact that is already linked to a Topkey user account, contact Contact Support for guidance, as the email address is tied to the vendor's login credentials.