Training & FAQ | OpsTechnology Supplier Community

Suppliers new to OpsTechnology

What is OpsTechnology?

OpsTechnology is a purchasing / ordering / invoicing program used by property management companies. It enables suppliers to submit invoices electronically to properties; suppliers also have the option to receive invoices electronically as well. It’s the equivalent of Amazon.com for the property management industry. Switching to an electronic format saves all parties time and money, which makes for efficient operating. For more information on OpsTechnology, visit their website at www.opstechnology.com
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Will I be paid faster?

OpsTechnology allows for faster invoice processing. Once you submit an invoice through Ops, it goes directly to the property for approval. This way, you are guaranteed that the property has received your invoice. Vendors have experienced faster invoice processing and payment using Ops, especially when paired with our ACH payment service. Almost all of our vendors are paid in “Net 30” terms, and we pride ourselves on consistently paying our vendors on those terms. It allows our vendors to have predictable, consistent cash flows.
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What are the different supplier types?

There are two different supplier types you can be: “Invoice Only” or “Online Catalog”. Here’s a summary of the two supplier types:

Invoice Only Supplier

Will submit all invoices electronically Receive orders in the same manner (i.e. phone call) Fee structure on a “per invoice” basis

Catalog Supplier

Will submit invoices electronically Receive orders electronically via OpsMerchant account linked to email Maintain a catalog of services offered, viewable by properties Fee structure based upon percentage of invoice dollars, plus maintenance fee Works best for suppliers doing large volumes of services at fixed, contracted rates (i.e. turnover cleaners; maintenance supplies;) Note: Catalog vendors must be approved by our Procurement Department in Chicago. If you think your services should be available through an online catalog, email equityvendors@eqrworld.com to inquire. Read more about catalog vendors by clicking here .
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Are there fees for using OpsTechnology?

Yes. OpsTechnology charges fees for the services provided. Equity does not receive any portion of these fees – they are paid directly to OpsTechnology. You will receive specific information on the fees once you create your OpsMerchant account. Most vendors agree that the fees pay for themselves by making them more efficient, and saving the costs associated with processing paper invoices.
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Do I get paid electronically as well?

You can. You must first sign up for Equity’s ACH program by clicking here.
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Who do I call if I have technical issues registering or creating my OpsMerchant account?

Contact OpsTechnology directly. View our Contact Us page by clicking here .
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Suppliers with OpsMerchant Accounts

I already have an OpsMerchant account, but I can’t invoice Equity Residential properties – what should I do?

Email equityvendors@eqrworld.com with your OpsTechnology Online Vendor Profile name, and your mailing address. Once received, someone will contact you within 2 business days with further instructions.
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How do I add properties for invoicing through my OpsMerchant account?

Email either of our vendor teams at EquityVendors@eqrworld.com or PropertyAccounting@eqrworld.com with your vendor name, and the property(ies) you are looking to add. Most requests are addressed within 2 business days. You should receive an email from Equity and Ops alerting you that the enablement requests are waiting in your OpsMerchant account. You must then login to your OpsMerchant account to assign that property an account number. For help with enablement requests, please contact OpsSupport.
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I must provide an account number with each account request – what number should I use?

The account number you are required to enter when accepting account requests is for your own use; as such, it can be whatever you would like it to be, so long as it is unique for each account. Some suppliers have account numbers already in their accounting systems, and choose to use those numbers; others will use easily identifiable names such as the property name or abbreviation.
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Am I required to submit a WTN with my invoice?

A WTN is the essentially a PO number. We do not require you to submit a WTN with each invoice. However, if a property provides you with a WTN number, you should include it when submitting your invoice. We strongly encourage suppliers and properties to use WTNs when work is performed to better track orders and invoices.
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I need to void an invoice. How can I do that?

If the invoice amount is less than $2,500, you should submit a credit to offset the invoice. When a property receives a credit, they will approve both the invoice and the corresponding credit, thus canceling out the transaction.
The credit issued should correspond to the invoice in the following manner:
Invoice Number = 6241;
Credit Invoice Number = 6241CR

Use the same invoice date as the original invoice rather than the date you’re issuing the credit Be sure to record the credit in your accounting system, and not simply remove the transaction. This is because it’s possible that the invoice is paid on one check, and the credit is on a separate check; if you don’t record it as a credit, your checks will not reconcile. For invoices $2,500 or more, please email EquityPaymentInfo@eqrworld.com to have the invoice voided. We cannot void an invoice over the phone, so please submit an email so it ensures proper documentation.
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How can I find out the status of an invoice?

To check on the status of a submitted invoice, you should contact the property directly. They can provide real-time information as to the exact status of the invoice. If the property has given you check details, but you have not received your payment, please email the invoice and check details to EquityPaymentInfo@eqrworld.com for further assistance.
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My address or business information has changed – how do I notify you?

For address changes, you need to complete a change of address form (click here for the form) and a W9 form ( click here for a W9). You can either fax to the number on the form, or email it to PropertyAccounting@eqrworld.com. If any of the information on your W9 has changed (i.e. new business name, FEIN, etc.), you need to submit a new W9 and insurance certificate to PropertyAccounting@eqrworld.com.

(return to top) Is there a “Quick Reference Guide” of some type?

There is! Click here to retrieve our Quick Reference Guide, and use in conjunction with these FAQs.
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Can’t find what you need here? Check our Training Center or Contact Us.

Becoming A Catalog Vendor FAQs

How can I become a catalog vendor?

If you wish to become a catalog vendor, or a property is requesting that you do so, email equityvendors@eqrworld.com and someone will contact you with more information. To read more about catalog vendors, click here .

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How am I alerted that I have an order if I’m a catalog vendor?

You will receive your orders via email. When a property places an order, an email notification will be sent to you. The property will have requested a date for the service, and a WTN (PO#) is created for it. You then must login to your OpsMerchant account and confirm the order – most vendors do this once a day. Once you complete the service, you simply invoice the order through your OpsMerchant account.
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How do I create a catalog?

OpsTechnology will assist you in creating this. We have posted sample catalogs in the training center. They are simply Excel sheets that need to be populated. Once you have completed your catalog, you can email it to catalogs@opstechnology.com. It will then be submitted to Equity for approval, and loaded once approved.
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How are special orders handled?

We handle special orders on a case-by-case basis. If it’s something that will happen infrequently, a property can place an order via phone, and you can invoice them without the order. If something will happen more frequently, we can create catalog items indicative of the special circumstances. OpsTechnology works with all types of maintenance and repair suppliers, thus they usually have a solution already in place.
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Manuals/Guides

Informacion en Espanol

Vendors New to OpsMerchant

Vendors Already on OpsMerchant

Vendors Becoming Catalog Suppliers