For community managers

Set your vendor standard once. Hold every community you manage to it.

One standard for verification, for the RFP, and for the record under every community in the portfolio. When the board president emails at 8pm asking who was there Tuesday, the answer is already recorded under the address.

Start free with one community, or several How it works

Three documents before a proposal
RFP scope drawn on the map
Board votes, run from your dashboard

Already have an account? Sign in to your dashboard

Straight with you

Verification, the RFPs, the visits, and the invoices all run from this dashboard, on every community on your list. Your management company has its own door.

For management companies

Willow Bend
214 units
PoolLandscapingPorter
4 vendors current · certificates on file to expiration
Pool visit logged Tue 7:12 AM · 6 photos on the record
Clear
Harborstone
96 units
PoolStaffing
Porter RFP · 3 proposals in · closes Friday
Posted Thu 9:04 AM · closes Fri 5:00 PM
Review proposals
Cypress Landing
388 units
PoolLandscapingPorterStaffing
Invoice INV-0142 · 6 visits, all photo-logged
Submitted Mon 4:18 PM · 3 days in your queue
Approve
Marlow Park
132 units
Landscaping
Landscaping vendor · GL certificate expired today
Renewal window open · 30 days before proposals close
Chase cert
Stonegate
271 units
PoolPorter
2 vendors current · 12 visits logged this month
Last visit Wed 6:41 AM · photos on the record
Clear

Portfolio, month to date

1,101 units

Visits logged: 47
Invoices approved: 9 of 11
Vendor RFPs open: 2
Vendor spend: $18,420

Each visit above carries a photo of the finished work, and each check-in a photo taken at it. Insurance is verified before a vendor can propose, and tracked throughout.

Vendor operations

One standard for every community you manage.

Your communities get the same verification, the same RFP format, and the same record.

You set the insurance and background requirements: We hold every vendor to them before its first proposal. Three documents get verified and then tracked to expiration: the license, the insurance, and the credential the trade requires.
Draw the RFP scope on the community map: Adjust the boundary and pin the service locations. The RFP carries the ground you drew, so every vendor prices the same community.
Take the stack to the board and record the vote: Open a ballot straight off the proposal stack. The board members get their own links, and the tally is on the record.
Order service by dropping a pin: Pick the service, tap the spot on the community map, send it. Verified vendors propose against that pin, and you choose one.
Approve every vendor’s own invoice in one view: Vendors keep issuing their own, on standard terms. You approve, track, and pay them all in one place.
Keep a record under every community: Visit photos and work history sit under the community they belong to. Export any period for accounting.

Your dashboard

One screen for everything open on a community.

You see the open work orders, the community map, the invoices, and the seats.

VendoRFP · My Community

Example data

Willow Creek HOA

1284 Willow Creek Dr

Everything, one screen

Visits completed

Open requests

Only on the community-manager dashboard

Managing this community

Everything above this line is on both dashboards, exactly as drawn. A board member sees all of it; a community manager sees all of it plus the operating instruments below, which are added underneath the shared dashboard rather than in place of it.

Active Work Orders

Monthly Spend

$18,940

Work-order completion

92%

Open RFPs

Create RFPView BillingView Work Orders

Monthly Summary

Mar 2026

$18,940.00

Feb 2026

$16,220.00

Jan 2026

$15,480.00

Every invoice appears on the manager’s Billing page in a grid of months and totals, grouped by the month it was issued.

A community manager can hold a seat their management company configures. Where that company switches off “See billing and spend” or “See RFPs”, this strip shows a lock and names the switch.

Satellite view of an Oregon community: detached houses on curving streets under heavy tree cover, with a school running track in one corner of the frame and rows of apartment blocks along the lower edge.

Willow Creek HOATap the spot where you need service

Your communityOutside the communityPools, playgrounds, and amenities

Request service

Drop a pin where you need it

Adds straight to the board below.

1. What do you need?

LandscapingPoolPorterStaffingOther

Now tap the spot on the map

2. Tell us what’s going on

Weekend lifeguard cover at the pool

Submit request

SubmittedVerified staffing vendors

Recorded and timestamped. Verified vendors propose on it, and you pick who does the work.

Your requests

Broken sprinkler head
With VendoRFP — not yet out to vendorsService request · Landscaping
Gate light out at clubhouse
Out to vendorsService request · Porter
Algae spot on north steps
DeclinedService request · Pool

All 3 shown

Work Orders

Pool care — weekly service
CompletedClearwater Pool Care · Mar 12
Landscaping — mow & edge
In progressGreen Valley Landscaping · Mar 11
Porter — clubhouse loop
ApprovedSparkle Porter Co. · Mar 11

Showing 3 of 5 — the rest are on the Work Orders page

Vendors & insurance

Green Valley Landscaping
Insured & verifiedLandscaping · GL COI · Workers’ comp
Clearwater Pool Care
COI under reviewPool care · GL COI submitted
Sparkle Porter Co.
No COI on recordPorter · Business license

Showing 3 of 4 — the rest are on the Vendors & insurance page

Board votes

Pool resurfacing — three proposals
OpenMajority of votes cast · 4 of 7 board members have voted
Landscaping renewal for 2027
DraftTwo-thirds supermajority · None of 5 board members has voted yet
Porter service expansion
ClosedMost votes wins · 6 of 6 board members have voted

All 3 shown

Proposals

Willow Creek HOA — landscaping
Awaiting the boardReceived Mar 2 · offer holds through Apr 1
Willow Creek HOA — pool care
SignedReceived Feb 18 · signed Feb 24 by A. Nguyen
Willow Creek HOA — porter loops
expiredReceived Feb 4

All 3 shown

August 2026

Visits, by day

SMTWTFS12345678910111213141516171819202122232425262728293031

Solid green is a visit that happened. Blue is the agreed plan, drawn forward from today. Dashed amber is a proposal a vendor has sent, which nobody has agreed to yet, so nobody is due.

Also on this dashboard

InvoicesMessages

Your services

LandscapingPoolStaffingPorterOther Services

Your communities

Willow Creek HOAStonebridge RanchLakeside Commons

You belong to 3 communities — pick one to continue. You can switch anytime from the top of the page.

How it works

You go from your first login to a running portfolio.

Create your account

Any manager can sign up directly. Your management company can also add the whole team at once. Either way, the seat comes with the community's subscription.

Add your communities

Communities get their own records. Documents, vendor certificates, work history, and every visit and invoice sit under the community.

Standardize your vendors

Bring the vendors you already use into one place. When you have a gap, vendors carrying insurance and their trade credential propose for it.

Run it from one place

Drop a pin to order service. Run the RFP and take the stack to a board vote. Sign the agreement yourself when the association asks you to. Approve each vendor's own invoice, then export the period.

Your portfolio

Every community you hold runs on the same standard.

Pool, lawn, porter, and staffing, all on one workflow. The board reads the record under each community instead of calling you.

Create your free account

Aerial of a coastal community of tile-roof homes: palms and flowering jacaranda, a community lap pool and cabana on a lawn, residents walking the paths, open ocean beyond.

Community-manager FAQ

Four questions managers ask before they sign up.

Your seat comes with the community subscription: $25/mo per community, and the first one is free. One manager seat and one board seat come with it, on the same record.
It sits alongside your accounting system: VendoRFP holds the RFPs, the invoices, and the proof of work. Your accounting or property-management system keeps doing its own job.
Sign up without waiting for your management company: Any manager can open an account today, and bring the vendors they already use.Create your account Bulk provisioning for a management company
What a board seat reaches, and what stays with the account holder: The account holder issues each seat. It opens the work orders, the schedule, the proposals with the votes on them, and a request queue that lands on whoever runs the community. Invoices, spend, the RFP board, the GIS tool, the API keys, and the community settings are not on a seat at all, and stay with the account holder.

Price a community