Map out your community and pin where your amenities are.
When you create your account, you’ll first map out your community and all of the unique features and amenities that live on the property. This will be the basis for future proposals and service requests.
See and understand your community like never before.
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.
This is your dashboard, on day one.
What you just watched is the first screen you land on. Every amenity’s pin sits beside its live record: the vendor who works it, the visits filed this week. Hover over a row and its pin lights up on the map.
common groundprivate homes · South On Main is an example community; the figures on the map are its own. Satellite imagery © Mapbox © OpenStreetMap © Maxar · Parcel geometry © OpenStreetMap contributors, ODbL. Photographs show the work.
What we source
Four trades, from request to signed contract.
Each of these has vendors carrying the insurance and the trade credential the work needs, so a request for it comes back with priced proposals.
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, on call.
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.
A person reads every certificate and tracks it to the date it runs out.
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 company 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.
A visit, filed from the field
Your 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 company 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 and payment processing, each on its own line
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 neighbours can answer from a phone.
Read itFor community managers
Every community you run on one dashboard, with the visit record and the invoice under the community it belongs to.
Read itFor management companies
Every community you hold on one account, with seats for the managers who run them.
Read itGetting started
How you start.
You are not starting from nothing. Your ground, your documents and the vendors you already use all come with you.
Create your account
One person signs up. It is the same account whether you sit on the board of your own HOA or manage forty communities for a living.
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.
Map it, and set your standards
Give it an address and the map draws your common ground from parcel data. Then set the floors a vendor has to clear before it may answer you — insurance, years in business, the rating you will accept.
Bring your vendors, then publish
Bring the vendors you already use into one place. When you have a gap, vendors carrying insurance and their trade credential propose for it, and you pick.
Line items
The tools, and what they cost.
Your first community
FreeEverything — credentialing, proposals, contracting, scheduling, invoicing, the map, the reminders and the exports.
Each community after it
$25a month, per community — same terms for a management company account.
Pricingfor communities
| Your first community | Free |
|---|---|
| Each community after it | $25 a month |
| Management company account | Same terms — the first community free, then $25 a month each |
| What’s in the free plan | Everything — credentialing, proposals, contracting, scheduling, invoicing, the map, the reminders and the exports |
| Vendor invoices | Your vendor is paid the figure your board contracted, in full; sales tax and payment processing are their own lines |
General liabilityWorkers’ compTrade credential
The toolswhat you get
Your mapEvery amenity is named, and its service record sits underneath.drawn once from parcel data · every request starts from it
Requests & RFPsDrop a pin, attach your document, publish once.the acreage and site plan attach themselves off the map
Proposal compareEvery proposal in the same rows, side by side.identical rows · a low price cannot hide missing work
Board votingPer-member links; the count files itself at close.one link per member · no app, no password
SchedulingYour vendors’ weeks, visible on your map.every visit on a calendar the whole board can read
Service reportsTimes, readings and photos, filed from the field.arrival and departure stamped by the phone in the field
InvoicingMatched to the contract, paid in full.the figure matches the contract before it reaches you
COI trackingWarned before anything lapses.expiration dates read by a person · reminders sent ahead
Seeing them on one screen is the point of how it works, end to end.
Serviceswhat an RFP can be for
One-off and specialty work is recorded and paid for here too. You ask the vendor you already have rather than publishing a new request, so it never goes out as one of the four trades above.
Before you bring it to the board
What boards ask us first.
What does VendoRFP 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.
Five tools become oneWho 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. Once the renewal window closes, that vendor cannot submit proposals at your community until the document is current.
Insurance verified, and tracked throughoutHow 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 $25/mo for each community beyond the first. The price a vendor proposed is the price you pay that vendor. Sales tax and payment processing are their own lines.
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.
Community associations is the industry you can buy in today. Everything under it — the requests, the proposals, the insurance checks — is what every other industry gets when its turn comes.