EC
East Coast Escape Poconos · Vendor Portal
Vendor Payment Runbook

Getting set up, and getting paid

Four stops from registration to your first payment. Everything happens right on this page — no separate forms to hunt down.

Start the journey
The route

From registration to first payment

Stop one

Register your business

Fill this in once and you are set up for good. It takes about five minutes — have your W-9 and certificate of insurance handy.

Your business Step 1 of 5

These go straight to our accounting team so they can set you up on Bill.com. This page is served over a secure connection and the details are never emailed.

Payment terms

Payment is issued within 30 days (Net 30) of a properly submitted invoice, provided services have been rendered satisfactorily and no disputes are outstanding.

Invoice submission

Invoices must include your name, invoice date, a clear description of services, the property serviced where applicable, and the agreed rate. Every invoice needs a unique invoice number.

W-9 requirement

A valid IRS Form W-9 must be on file before any payment is issued. You are responsible for keeping it accurate and current.

Independent contractor status

You are an independent contractor, not an employee, agent, or partner of East Coast Escape, and are solely responsible for your taxes, insurance, and licenses.

Insurance and liability

Where services involve property access or physical work, you must carry valid liability insurance and provide a certificate on request. You assume full responsibility for any damage caused during service delivery.

Confidentiality

You agree to keep all guest and property information confidential and not to disclose it to third parties without written permission.

Communication

You agree to give timely notice of schedule changes, delays, or issues affecting service delivery.

Termination

Either party may terminate with written notice. Outstanding invoices for completed work are paid on the terms above.

By signing you confirm you have read and agree to the terms above.
Stop two

Watch for your Bill.com invite

Our accounting team sets you up as a vendor on Bill.com, the platform we pay through. You will get an invite from Bill.com to confirm your payment details in its secure portal.

No invite after 3 business days? Email Debbie at accounting@eastcoastescape.com and she will resend it.
Stop three

Send every invoice as a PDF

Email your invoices as PDF attachments to the address below — that inbox and nowhere else. Invoices are paid after the work is done unless agreed otherwise.

Send toeastcoastescape@bill.com
FormatPDF attachment
If you write your own invoice, it must show
  • The property address the work was done at
  • The date of service — the day the work happened, not the day you invoice
  • A unique invoice number, different on every invoice you send us

Anything missing these gets sent back, which costs you a payment cycle.

Questions about an invoice go to accounting@eastcoastescape.com — but the invoice itself must go to the Bill.com address, or it will not enter the payment run.
Or submit online
Cleaners
Photo proof is what gets you paid in full

If you clean for us, your invoice is only half of it. We pay against the record in Hospitable, so before you invoice:

  1. Complete every checklist item in Hospitable. Not on paper, not by text — in the app, for each clean.
  2. Take the photos as you go. Photos are how we verify the work was done, and they attach to that clean.
  3. Then invoice once a week covering that week's cleans, by the Sunday cut-off.

Tasks must be completed correctly and logged in Hospitable with photo proof to receive full payout. Cleans missing checklist items or photos may be paid short or held until they are resolved.

Destination

Get paid on the weekly cycle

We process invoices for payment every Tuesday. Where your invoice lands against that batch decides when the money reaches you — work it out below.

Payment schedule

When will I get paid?

Cut-off— Invoice must be in our inbox by end of day Sunday.
Processed— We run that week's payment batch.

Pick a date to see your payment day. Anything that misses the Sunday cut-off simply rolls into the following week's Tuesday batch.

On rush requests

We handle a large volume of invoices, so we cannot expedite an invoice outside the weekly batch. The only exception is an expedite approved by our CEO, Christine.

FAQs

Who to contact

No Bill.com invite
After 3 business days, email Debbie at the accounting inbox.
Invoice questions
Send any questions to Debbie at accounting@eastcoastescape.com.
Details changed
Email accounting with the update — don't send a second registration.
Genuine emergency
Expedites need CEO approval. Email accounting and explain the situation.