Open a page for each trade
Landscaping, pool, staffing, porter, and Other. Other is everything the four do not cover, so a one-off contract has somewhere to live.
For communities
Every amenity and service record in one place.
A satellite map of your own common area with every visit recorded against it, and a list of what is waiting on you today, longest wait at the top. Board members and community managers open the same screen.
What needs a decision
Whoever has waited longest sits at the top
Nine certificates coming up for renewal do not outrank one invoice where somebody is owed money today.
VendoRFP · My CommunityExample data
Needs you today
7 itemsThe same list a board member and a community manager open.
Your community map
Drop a pin where you need it
Pick a service, tap the spot on your own map, send. The request carries the location, so nobody has to write a paragraph describing where the broken thing is.
Your communityOutside the communityPools, playgrounds, and amenities
© Mapbox © OpenStreetMap © MaxarRequest service
Drop a pin where you need it
2. Tell us what’s going on
Now tap the spot on the map
e.g.Example work report Recorded
CP
Clearwater Pool Care
Pool · weekly service · Tue, Mar 12
On site
9:04 AM – 10:18 AM
Time on site
1h 14m
Readings recorded
- Free chlorine
- 0.6 ppm
- pH
- 7.4
- Water temperature
- 81 °F
Free chlorine recorded at 0.6 ppm — outside the normal 1–4 ppm range. Recorded and flagged to the community.
- Service (paid to the company in full)
- $170.00
- Sales tax
- $10.20
Total
$180.20
Paid
Paid to the company
Recording a visit requires a photo of the finished work.
What you approve
A recorded visit, with its readings
Approving is what releases payment, so what you approve is the record itself.
- A photograph of the finished work
- At least one. The vendor’s app will not record a new visit without one, and any older visit missing one sits on that vendor’s list of proof it still owes you.
- The readings that trade requires
- Checked against the same rulebook the vendor’s own screen uses.
- Tax and processing on their own lines
- The price the vendor proposed is the price you pay it. Sales tax and payment processing sit on their own lines beside it.
Services and records
Every trade has its own page, and so does everything else
Each wing holds that trade’s schedule, its recorded visits, the photographs, and the history. The same work is also organized by place, so your pool has its own page.
Open any place on your map
Open a pool, a gate, or a mail kiosk and it has its own page. A zoomed satellite frame of that spot, the work performed there, what is scheduled next, which vendors stopped through and when, and the invoices that name work there.
Vote on a stack of proposals
Members vote on the proposals in front of them. The tally is the record, and the minutes come off the same page rather than out of somebody’s notes.
Read every invoice in one view
Every company invoices you in its own name, under its own number. All of them land in one place on VendoRFP, on the same terms, and you pay each one to the company that sent it, on the payment details printed on the invoice. It shows as paid on VendoRFP once that company marks it.
See every credential and its expiration date
Insurance and trade credentials are verified up front and tracked from then on. An expiration closes that vendor’s proposals instead of quietly slipping past.
The boundary is drawn on the satellite map rather than typed in, and it is what the lawn line is priced against . A visit recorded without a location is simply absent from the map .
Against paper and email
What a board can find in one place
Every row is something your board can already do. What changes is whether the answer is somewhere the board can reach it.
| Common area drawn on a satellite map | On the dashboard. Email and a folder of PDFs carry no map at all. |
|---|---|
| The vendor’s own location on the visit | On the dashboard. |
| Photographs and readings on the record | On the dashboard. |
| Every invoice in one place | On the dashboard. |
| A vote whose tally is the record | On the dashboard. |
| The board picks the company | Both. That does not change, and it is not ours to change. |
Each vendor still sends its own invoice and is paid on it. What is standardized is the terms, not the number of invoices.