Once an Association is set up in our system and we have received all of the necessary Association Set Up documents, all that we need to set up a case is the following two items:

Provide to us via Fax 408 225-8864 Or Email newcase@asapcollect.com:

Delinquent Owner Information Form (Every Case Submitted)
Each delinquent owner case submitted needs to have this form filled out. The information on the form provides us with the pertinent information including the date that the board has approved the lien or when the next board meeting will be to approve the lien, any primary or secondary addresses for the owner and the checklist of items that need to be done by bookkeeping and or the managing agent to facilitate the success of collecting the delinquency. [Click Here for a copy] 

Current Account History
In addition to the Delinquent Owner Information Form, we need a current account history reflecting the owner’s payment and charge history as far back to a zero balance as possible. This information is then entered and maintained in A.S.A.P.’s system and provided to the owner with every correspondence sent.

Bookkeeper / Managing Agent Checklist of items to be done on all accounts forwarded to A.S.A.P.:

  1. Place CASH / PAYMENT HOLD on Owner's Account so payments will be rejected by your accounting system or bookkeeper.
  2. Place LOCK BOX HOLD on the Owner's Account so that payments will be rejected by the Association's Bank
  3. FORWARD ALL PAYMENTS, received from the owner and or captured by the bank, to ASAP for processing
  4. STOP sending BILLING STATEMENTS to owners OR mail them directly to ASAP
  5. Provide a copy of RETURNED MAIL envelopes on any correspondence returned by the Post Office
  6. If the owner is DISPUTING any portion of their bill including fines, ASAP must be notified of the dispute
  7. Provide a copy of any DELINQUENCY NOTICES sent by management or bookkeeper prior to sending the account for collection
  8. If the owner is serving in the MILITARY, ASAP must be notified immediately.
  9. Any other RELEVANT INFORMATION pertaining to the account e.g. phone logs or notes prior to collection, bankruptcy notices or lender foreclosure notices, escrow demand requests, etc.