Satellite view of one residential community: rows of townhomes and houses on curving streets, with a pool and clubhouse at the center and a pond at one edge.

HOAcrew™ by VendoRFP

Run your community from one map.

On HOAcrew, a VendoRFP platform, vendors answer with priced proposals. Your board reads them side by side and votes from their phones.
Start your applicationHow it works
  • Common greenLandscaping
  • PlaygroundPorter
  • Dog parkPorter
  • Pool and deckPool

Your map

Map out your community and pin where your amenities are.

Map your community first — every amenity and feature on the property. That becomes the basis for every proposal and service request after.

The map separates your common ground from the homes.

The map splits into ground, homes, and common green, so the ground your community keeps is visible at a glance, and every pin carries its own record.

  • Acres inside the mapped boundary69 ac
  • Left once private home lots, streets and ponds & parking come out43.5 ac

upper limit · streets out

This is your dashboard, on day one.

Your dashboard opens on this map once your boundary is on file, with a pin on every amenity you place.

  • Common greenLandscaping
  • PlaygroundPorter
  • Dog parkPorter
  • Pool and deckPool

How it works

Vendors send proposals. You pick one.

Your community chooses the vendor and contracts with it directly. HOAcrew holds the RFP, the proposals, and the record of the work in one place.

  • Post the work

    You describe your site and the services you want covered, and send out an RFP. Or you bring on the vendor you already use.

  • Proposals arrive from verified vendors

    General liability, workers’ comp, and the credential its own trade requires are verified before a vendor’s proposal reaches you, and tracked from then on. The trades that drive on site add auto liability. Their business license is verified too, and kept on file with the rest.

  • Compare them side by side

    Every proposal sits in the same rows, so a low price cannot hide missing work. Your board reads them together and votes from their phones.

  • Sign one, with the vendor

    You pick the proposal and sign the contract with that vendor directly. The vendor sends its own invoices, and every visit comes back to your dashboard with check-in photos. Arrival and departure are stamped by the server.

The four trades

Four trades, from RFP to signed contract.

Every vendor who answers already carries the insurance and the trade credential the work needs.

All other servicesService areas

Awarded FridayEtowah LandscapeLandscapingAuto liability ✓General liability ✓Workers’ compensation ✓Blue Line PoolPoolGeneral liability ✓CPO certification ✓Workers’ compensation ✓Southside Porter Co.PorterBackground check ✓General liability ✓Workers’ compensation ✓Riverstone AttendantsStaffingBackground check ✓General liability ✓Workers’ compensation ✓

After the award

Your vendors, in one place.

Every visit files itself under its pin.

The photos, the times, and what was done all land there, at every amenity on your list.

Invoices arrive already matched to the contract.

Each one sits against the figure your board contracted, so approving it takes a tap.

You hear about a certificate before it lapses.

Every certificate has an expiration date on it, and we watch all of them.

Month six

The record fills itself in.

Every visit, every reading, every photograph and every vote lands under the community it belongs to. Your vendors file it as they work, so nobody on your board is retyping a week.

Every vendor you hired, on one calendar.

What is on the record and what is due, in the same grid. The month below is South On Main’s, as an example.

Service calendar

March 2026

Sun
Mon
Tue
Wed
Thu
Fri
Sat
  • landscaping 1 day a week is set, and it is placed on this calendar. The agreement promises 1 visit a week.
  • pool 1 day a week is set, and it is placed on this calendar. The agreement promises 1 visit a week.
  • porter 2 days a week are set, and they are placed on this calendar. The agreement promises 4 visits a week.
  • Two counts, and adding them together would be wrong. The days on this calendar are the ones a vendor can be held to on a date. The contracted frequency is what the agreement promises over a week, whether or not every one of those visits has been placed on a day yet.
ProposedScheduledCompletedMissedProjectedWhat these mean
Proposed
A vendor or a manager put this forward and nobody has agreed to it yet. Nothing is committed and no one is due.
Scheduled
An agreed plan is in force and it puts the work on this date. Nothing has been recorded yet.
Completed
A vendor recorded a visit on this day and sent in whatever they had on site.
Missed
Nobody was booked for this shift, and nobody covered it.
On the record
Somebody was booked for this shift, or a vendor filed this visit. Either way it is written down against this date.
Expected, from the agreed weekly schedule
The weekly plan says work is due on this date. Nobody has booked or recorded it yet.

Days and times are the community's own (EDT).

What else the record holds.

Two landscapers spreading mulch into a street-median bed from a wheelbarrow, backs to camera, dump truck parked on the curb.
A landscaping crew mulching a street median — the kind of visit the calendar above records. Example photograph.

  • A visit, filed from the field

    The vendor’s crew checks in when they arrive. They check out when the job is done, and their readings and photographs land on the visit record.

    On site7:58 AM – 11:12 AM · 3h 14m

  • A board vote, counted

    Every member votes from their own link, wherever they are that week. The count closes at the deadline and the result stands.

    From another board5 of 5 members voted · 1 abstained, and 3 votes carried it

  • Invoices, matched to the contract

    Each vendor sends its own invoice, and they arrive in one view under the community that hired them. You can read what you are paying for before you pay it.

    On every invoiceSales tax on its own line; card processing only on a credit card payment

You can give a board member their own login and take it back whenever you like, and you can export any period for whoever does your books.

South On Main is an example community in Woodstock, Georgia, and the month and the visit are its own. The vote above is a different example — a pool award, put to another board.

Three readers

Whichever of these you are, start here.

For board members

Read proposals side by side, then take one to a board vote your neighbors can answer from a phone.

Read it

For community managers

Every community you run on one dashboard, with the visit record and the invoice under the community it belongs to.

Read it

For management companies

Every community you hold on one account, with seats for the managers who run them.

Read it

Vendors on HOAcrew

Serve communities that already know what they want.

Vendors answer a community’s RFP with a priced proposal. Sending a proposal is free, and the vendor plan is billed by VendoRFP.

For vendors

What vendors do on HOAcrew, trade by trade, and how to apply.

Read it

Vendor pricing

The vendor plan and the credit menu, on the one pricing page.

See pricing

Proposal Generator Early access

For vendors answering a community’s or a property’s request for proposals.

See Proposal Generator

Getting started

How you start.

You are not starting from nothing. Your ground, your documents and the vendors you already use all come with you.

  1. Start your application

    One person leaves an email, and the account that follows is the same whether you sit on the board of your own HOA or manage forty communities for a living.

  2. Add your community

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

  3. Map it, and set your standards

    Give it an address and the map draws your common ground from parcel data. Then set the minimums a vendor has to clear before it may answer you — insurance, years in business, the rating you will accept.

  4. Bring your vendors, then send an RFP

    Bring the vendors you already use with you. When you need someone new, send out an RFP — insured vendors carrying the trade credential answer it with a priced proposal, and you pick.

Free for every community

Bring your community onto HOAcrew.

VendoRFP is taking on its first customers, and our team reads every application.

Start your applicationPricing

Pricing

One pricing page for communities and vendors.

Every HOAcrew figure lives on VendoRFP’s pricing page, so there is one set of numbers to read.

See HOAcrew pricing

Before you bring it to the board

What boards ask us first.

What does HOAcrew replace?
The insurance-certificate folder, the email chain chasing proposals, the contract PDF nobody can find, the group text with the foreman, and the write-up someone assembles by hand before each board meeting. All five live on one platform.
Who holds the contract?
You do. You read the proposals side by side, pick one, and sign with that vendor yourself.
What happens when a company’s insurance lapses?
Your board gets an email fourteen days before the date, and again if it lapses. From the day it lapses, that vendor cannot submit proposals at your community until the document is current.
How does the board vote on a proposal?
From the dashboard. Put the proposals to a vote and every board member gets their own link. Nobody has to create an account. The tally and the record are there when it closes.
Do we have to switch vendors?
No. Invite the vendor you already use. They get an account, upload their COI, and their visits get documented like everyone else’s.
What does it cost the association?
Nothing to publish an RFP or collect proposals. VendoRFP charges nothing to ask for work, compare what comes back and award it, however many communities and however many people you put on the account. The price a vendor proposed is the price you pay that vendor. Sales tax is its own line, and paying by credit card adds a card-processing line.
Can the manager run it instead of the board?
Yes. Managers get their own role across every community they run, with per-community permissions for board members. Read-only is one of them.
What do the vendors get out of it?
One worklist, an employee app for check-ins and photo proof, and their own invoicing.

HOAcrew is VendoRFP’s platform for community associations. VendoRFP also serves these industries: Property management and Commercial real estate.

Start your applicationIndustries we serve