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A resort-style community pool at sunrise with clear blue water, a curved travertine deck, a line of white loungers and a pavilion, with open sky across the top left and no people.

Know what is happening at your community.

See every visit, vote and invoice without asking anyone.

Create a free accountSee pricing
For one community
FreeYour first community costs nothing
RFPs to send
UnlimitedSending never costs credits
Insurance minimums set once
Your rulesOnly vendors that meet them can propose

A volunteer board with nothing to chase.

A self-run board opens one dashboard instead of a phone and an inbox. Each visit has a report with photos and a checklist. Each invoice shows the visits it bills. Each vendor already carries the insurance you set.

  • Visits, votes and invoices in one placeRead them any evening and ask no one.
  • Seats for the whole boardThe account creator sets what each seat can see.
Work and visits

Maple Court HOA

What happened this week

Visits this week6
All filed
Invoices to approve2
Visits attached
Open vote1
Closes Thursday
Vendor insuranceAll current
Checked today

This week

No one to ask
Pool serviceBlueWave Pool Care · ThursdayFiled
Mow and edge, common areasGreenline Grounds · FridayFiled
Invoice 1042Greenline Grounds · links to 4 visitsTo approve
Fall mulch proposalThree proposals · ballot sent to 5 membersVoting

Who sees what

Set by the account creator
PresidentRecords, invoices and votesActive
TreasurerMoney and invoicesActive
SecretaryRecords and votesActive

Maple Court HOA

What happened this week

This week

No one to ask
Pool serviceBlueWave Pool Care · ThursdayFiled
Mow and edge, common areasGreenline Grounds · FridayFiled
Invoice 1042Greenline Grounds · links to 4 visitsTo approve

Who sees what

Set by the account creator
PresidentRecords, invoices and votesActive
TreasurerMoney and invoicesActive

A building with contracts to hire.

A condominium association hires for the building: cleaning, the garage, the pool and the common systems. Each contract gets its own RFP, every vendor prices the same scope and the visit records stay with the building.

  • Proposals you can compareEvery vendor prices the same lines, so price and coverage sit in one table.
  • Insurance read against your figuresA shortfall is named in dollars before a vendor can propose.
RFPs and proposals

Garage and lobby cleaning

Harbor Pointe Condominiums · one scope for the building

Proposals in3
Due Friday
Qualified vendors3 of 3
Documents verified
Coverage lines8
You set the figures
DecisionOpen
Owners’ association

Proposals

Same scope
Brightside Porter Co.Five visits a week · lobby and garageShortlist
Northgate Building CareSix visits a week · lobby, garage and stairsRead
Clearview ServicesFive visits a week · lobby onlyNew

Insurance on file

Checked before they answered
General liabilityMeets your minimumMeets
Workers’ compensationPolicy on fileMeets
Umbrella and excessCarries less than your figureShort

Garage and lobby cleaning

Harbor Pointe Condominiums · one scope for the building

Proposals

Same scope
Brightside Porter Co.Five visits a week · lobby and garageShortlist
Northgate Building CareSix visits a week · lobby, garage and stairsRead
Clearview ServicesFive visits a week · lobby onlyNew

Insurance on file

Checked before they answered
General liabilityMeets your minimumMeets
Workers’ compensationPolicy on fileMeets

Hire the vendors for a community still being built.

Send one RFP for each common-area contract and read the proposals side by side. The vendors you already use can join for free and file their documents. Every visit and invoice stays on record.

  • Draw the common areas onceEvery vendor reads the same map. The acreage is approximate.
  • A record from the first visitIt stays on file when the community changes hands.
Vendor compliance

Common-area contracts

Willow Creek Phase 2 · one RFP for each contract

Contracts4
One RFP each
Proposals in9
Compared line by line
Awarded1
Contract kept
Vendor insuranceAll current
Checked today

Contracts

Common areas
LandscapingCommon areas drawn on the map · 3 proposalsCompare
Pool serviceClubhouse pool · 3 proposalsCompare
JanitorialClubhouse · 3 proposalsAwarded
Gates and accessEntrance gates · RFP draftedDraft

The vendor standard

Set once for the community
Insurance minimumsPrinted on every RFPSet
Vendors you already useJoined free and filed documentsInvited

Common-area contracts

Willow Creek Phase 2 · one RFP for each contract

Contracts

Common areas
LandscapingCommon areas drawn on the map · 3 proposalsCompare
Pool serviceClubhouse pool · 3 proposalsCompare
JanitorialClubhouse · 3 proposalsAwarded

The vendor standard

Set once for the community
Insurance minimumsPrinted on every RFPSet
Vendors you already useJoined free and filed documentsInvited

Votes on the record.

Each board member votes from their own account, at the meeting or from their phone. When the vote closes, the tally and quorum are kept with the proposals.

  • One vote per memberEach ballot counts once, in that member’s name.
  • Ready for your minutesThe result sits beside the proposals it decided.
Votes and decisions

Fall mulch proposal

Ballot open · closes Thursday at 7:00 PM

Ballots sent5
One link each
Voted4
By phone or at the meeting
QuorumMet
3 needed
LeadingGreenline
3 of 4

Tally

Updates as ballots arrive
Greenline Grounds3 votesLeading
Northgate Lawn Care1 vote
Redline Landscaping0 votes

The record

Kept with the proposals
Tally and quorumReady for your minutesFiled
The three proposalsKept beside the resultFiled

Fall mulch proposal

Ballot open · closes Thursday at 7:00 PM

Tally

Updates as ballots arrive
Greenline Grounds3 votesLeading
Northgate Lawn Care1 vote
Redline Landscaping0 votes

The record

Kept with the proposals
Tally and quorumReady for your minutesFiled
The three proposalsKept beside the resultFiled

What a board opens most.

Six tools cover the day-to-day of a community.

  • Service reports

    Every visit has photos, a checklist and any follow-up.

  • Invoices

    Approve each vendor’s invoice and see what is paid.

  • Vendor requirements

    Set your insurance minimums once. Only vendors that meet them can propose.

  • RFP Studio

    Build an RFP from your map and your files and send it to qualified vendors.

  • One schedule

    Every vendor’s visits on one calendar.

  • Board votes

    Every board member votes from their own account, on any device.

How a board starts.

Five steps take you from an empty account to a recorded vote.

  1. Create the account

    Free for one community.

  2. Draw your common areas

    Trace them on a satellite map. The figure is approximate.

  3. Set your requirements

    Choose the insurance and background minimums.

  4. Send an RFP

    Qualified vendors answer the same scope.

  5. Vote

    Invite your board, send each member their ballot, and keep the result.

Questions boards ask first

What does it cost a board?

An account is free and covers one community. Your own RFP is free to send. Only an AI first draft uses credits.

Do we need a management company?

No. A self-run board can use every tool. A manager can also join with a seat of their own.

Can the vendors we already use join?

Yes. They join for free and file their documents once.

Who sees what?

The account creator sets what each seat can see.

A low aerial view down a wide street lined with homes and palms in a southwest Florida neighbourhood under a vivid orange sunset sky.

Bring your community onto VendoRFP.

Map your community, invite your vendors and read your first report the day a vendor checks in.

Create a free accountSee pricing