Help & How-To | Rocky Point Beach Rentals Vendor Portal
Vendor Expense Portal

How to use the portal

Everything you need to send your invoices, receipts and photos — and get paid without chasing anyone.

1

Opening the portal

One link, any phone or computer. No app, no password.

  1. Open the link Rocky Point Beach Rentals sent you. It works in any browser — Safari, Chrome, or the browser inside WhatsApp.
  2. Choose your language on the first screen: Español or English. Pick whichever is easier for you.
  3. Start at the top with Resort and Property. The property list only opens after you choose a resort, so pick the resort first.
  4. Fill in the rest of the form, tick the box that says you confirm the amounts are correct, and press Submit Expense — Enviar gasto.
  5. You will receive a confirmation with your reference number. Keep it — it identifies your submission.
Always start from the original link. Each visit creates a fresh reference number. If you use an old saved page, close it and open the link again so your submission is recorded correctly.
2

Save it to your phone

Add the portal to your home screen so it opens like an app — one tap, no searching through messages.

iPhone (Safari)

  1. Open the link in Safari.
  2. Tap the Share button at the bottom (the square with an arrow pointing up).
  3. Scroll down and tap Add to Home Screen.
  4. Name it Expenses and tap Add.

Android (Chrome)

  1. Open the link in Chrome.
  2. Tap the three dots in the top right corner.
  3. Tap Add to Home screen.
  4. Name it Expenses and tap Add.
3

What goes in each field

Field by field, in the same order you see them on the form.

Section 1 — Select the Property

Resort Required
The resort, complex or area where the work was done. Choosing it fills in the property list below.
Property Required
The exact house or condo. If the expense covers more than one property, send one form per property so each one is charged correctly.
Pick the resort and property first, then fill in the rest. This is what tells the office which owner the expense belongs to.

Section 2 — Vendor info

First Name Required
Your name, the same one you use on your invoices, so payments match your records.
Last Name Required
Your last name, exactly as it appears on your invoices.
Company
Only if you work under a business name. Leave it blank if you work independently.
Email Required
Where your confirmation and reference number are sent. Write it carefully — a typo means you never get the confirmation.

Section 3 — Expense details

Type of expense Required
Pick the category that fits best — plumbing, pool, cleaning, materials, and so on. If nothing fits, choose the closest one and explain it in the next field.
What did you do or buy? Required
A short, plain description. "Replaced the pool pump motor and cleaned the filter" is perfect. Avoid one-word answers like "repair" — they slow down approval.

Section 4 — Amounts

Currency Required
USD or MXN — whichever currency the invoice or receipt is actually written in.
Amount Before Tax Required
The subtotal, before IVA is added.
Tax (IVA) Required
The IVA amount. If there is no tax on this expense, enter 0.
Total Required
The final amount — subtotal plus IVA. This must match the total printed on your document.
Enter numbers only, with no currency symbol: 1250.00, not $1,250.00 MXN. If the totals don't match your document, the submission goes back to you for correction and payment is delayed.

Section 5 — Documents

Invoice (Max 1) Required
Your invoice or quote for the work — one file. A clear photo is fine, as long as the total and the date are readable.
Tax Invoice with QR (Max 1)
The factura fiscal, if you have one. See section 4 below. One file only.
Store Receipts (Max 3)
Receipts for materials or supplies you bought for the job — hardware store, pool supply, paint.
Before & After Photos (Max 4)
Photos of the work completed. These protect you: they prove the job was done and stop questions later.
  • Take photos in good light, flat on a table, with the whole document inside the frame.
  • PDF or photo both work. One document per file.
  • Wait until each upload finishes before pressing Submit — on a slow connection this can take a few seconds.

Before you submit

  • Tick the box: I confirm the amounts and information above are correct. The form will not send without it.
  • Check that the Total matches your document and that the property is the right one.
  • Then press Submit Expense — Enviar gasto once, and wait for the confirmation screen.
4

What is a factura fiscal, and why it matters

The difference between a receipt and an official tax invoice.

  • A factura fiscal (CFDI) is the official tax invoice issued through the SAT system. It has a QR code, a long fiscal folio number, and the RFC of both parties.
  • A nota, ticket or handwritten receipt is not a factura fiscal. It is still useful — upload it under Invoice or Store Receipts — but it is not the same document.
  • Facturas let the property owners deduct the expense properly. That is why they are asked for, and why vendors who provide them are easier to work with long term.
Don't have a factura? Submit anyway. Upload your regular invoice or receipt and leave the QR field empty — your expense will still be processed. If you can issue one later, send a new submission with the factura attached and reference your original number.
5

If you make a mistake

Nothing is broken and nothing is lost. Here's how to fix it.

You already pressed Submit

  1. Open the original link again to start a fresh submission.
  2. Fill in the form with the correct information.
  3. In What did you do or buy?, start your description with: CORRECTION of reference [your previous number].
  4. Submit. The office will replace the earlier entry with this one.

Something else went wrong

  • The page froze or the upload failed: check your signal, open the link again, and resubmit. A duplicate is easier to fix than a missing expense.
  • The property list stays empty or greyed out: make sure you selected a Resort first. If the resort is right and the property still isn't listed, get in touch before submitting.
  • Your property isn't in the list: pick the closest one and write the correct property name at the start of the description field.
  • You never got a confirmation: check your spam folder first, then get in touch — your email may have been typed incorrectly.
Never send the same expense twice on purpose to "make sure it arrived" — duplicates slow down payment for everyone. When in doubt, ask first.

Ready to submit your expense?

Keep this guide open in another tab if you need it while you fill out the form.

Go to the expense form

Still stuck? Message us at +52 638 123 4567 or write to [email protected].