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Put in your own numbers and these tools do the math.

These figures come from two landscaping proposals for the same 214 homes. One is $2,340 a month and the other is priced by the year.

The monthly proposal works out at $10.93 a home a month, which is $131.21 a home across the year. Against the example community’s own $185 dues that is an increase of 5.9%, and the other proposal sits $1.22 a home a month away from it.

Example · an invented community. Every figure above is returned by the same function the calculator calls.

Three tools

What each one does.

Open one and use it. The math runs in your browser, so nothing you type is sent anywhere. Your worksheet is saved on this device so you can come back to it.

Cost-per-home calculator

Turn a service cost into what it means per home, per month, and per year. Put up to three proposals on the same footing, even when one is priced monthly and another yearly.

Open the tool

Pool & amenity staffing calculator

Enter your open hours, the positions to cover, and your own ratio. Out come weekly hours, seasonal hours, shifts, and the headcount that fills them. Setup and close-down count as the paid time they are.

Open the tool

Board proposal vote templates

Four printable forms for a vote between competing proposals: a comparison sheet, a motion and roll-call record, a conflict-of-interest disclosure, and a written-consent form. All filled in from your own project.

Open the tool

The math

Eight numbers give you a whole season of staffing

You type the numbers about your own pool. The calculator does the rest.

Example · what you type

  • 10open hours a day
  • 30 minsetup + close-down
  • 7operating days
  • 18weeks in season
  • 2zones to cover
  • 1staff per zone
  • 10%break relief
  • 40hours cap each

What the math does

  1. Covered hours a day10 open + 30 min setup and close-down10.5hrs
  2. Positions on duty2 zones × 1 each, rounded up to whole people2
  3. On duty, a daycovered hours × positions21hrs
  4. Staffed, a day+ 10% break relief23.1hrs
  5. Staffed, a week× 7 operating days161.7hrs
  6. Staffed, the season× 18 weeks2,910.6hrs
People the schedule needs5at ~32.3 hrs each

Never fewer than the 2 who have to be on duty at the same moment. A weekly hours cap limits how many hours a person works. It cannot reduce how many people a post needs.

The inputs are a made-up pool.

A worked example of the amenity staffing calculator. The visitor types eight numbers: 10 open hours a day, 30 minutes of setup and close-down, 7 operating days a week, a 18-week season, 2 zones at 1 staff each, 10 per cent break relief, and a 40-hour weekly cap per person. Covered hours a day: 10.5 hrs (10 open + 30 min setup and close-down). Positions on duty: 2 (2 zones × 1 each, rounded up to whole people). On duty, a day: 21 hrs (covered hours × positions). Staffed, a day: 23.1 hrs (+ 10% break relief). Staffed, a week: 161.7 hrs (× 7 operating days). Staffed, the season: 2,910.6 hrs (× 18 weeks). The schedule needs 5 people at about 32.3 hours each a week, never fewer than the 2 who have to be on duty at the same time, because a weekly hours cap limits how many hours a person works and cannot reduce how many people a post needs. Every input is the visitor's own, and the pool in this example is made up.

The printout

A sheet your secretary can paste into the minutes

Example comparison sheet · plain text33 lines · 152 columns at its widest
PROPOSAL COMPARISON SHEET
=========================

Association: Willow Creek HOA
Project: Common-area landscaping, 2027 season
Service: Landscaping
Decision taken: Regular board meeting
Date: September 15, 2026
Prepared by: M. Alvarez, Secretary

| # | Vendor                     | What is proposed                      | Price as proposed | Term      | Can start     | Notes                       |
|---|----------------------------|---------------------------------------|-------------------|-----------|---------------|-----------------------------|
| 1 | Ridgeline Grounds Co.      | Weekly mow, edge, blow. Beds monthly  | $2,340/month      | 12 months | March 1, 2027 | Insurance current           |
| 2 | Bluestem Property Services | Weekly mow, edge, blow. Beds biweekly | $2,600/month      | 24 months | March 1, 2027 | Same technicians each visit |

BEFORE THE VOTE
---------------
Anything a director cannot verify from the proposal itself belongs in the
notes column, not in the price column. Four questions worth settling out
loud before anyone makes a motion:

  1. Is every proposal pricing the same scope?        ____________
  2. What is excluded from each price?                ____________
  3. Which start date works for us?          ____________
  4. Who checked insurance and licensing, and when?   ____________

WHERE THE RULES COME FROM
-------------------------
What your board has to do before it contracts (notice, competitive proposals,
spending limits, owner approval) is set by your association's governing
documents and by the law of your state — those two are the authority here.
This pack merges what you typed into a blank template, so read it against your
documents before you rely on it, or ask your attorney.
This is the document the copy button hands you, built from an example project. 2 proposals in, one sheet out.

Your community

Turn one priced proposal into a figure per home

Every figure on this page divides something a board is responsible for.

A lakefront community at golden hour: a long row of separate roofs above a mown common verge running the shoreline
The homes are the denominator. The mown common ground is what the proposal is priced against.
Open the cost-per-home calculator

Your community

A calculator answers one question once

VendoRFP is where you post the work, take proposals, select one, and sign. After that the schedule, the invoices, and the service requests run with the vendors you picked. VendoRFP charges $25/mo for each community beyond the first.

Start free with one community, or severalWhat it costs

Running a service company? Join free and see HOA work as it’s posted.