Pricing for communities

Your first community is free,
then $25 a month each.

That is the whole VendoRFP subscription. Each vendor you contract with invoices the work separately, under its own name.

Start for freeSee tools & pricing
A planted median between two carriageways at the entrance to a community, mown and edged
Your monthly subscription covers the paperwork for this shared ground — the requests, the proposals, the records. The work itself is invoiced by your vendors.

Line items

The tools, and what they cost.

Your first community

Free

Everything — credentialing, proposals, contracting, scheduling, invoicing, the map, the reminders and the exports.

Each community after it

$25

a month, per community — same terms for a management company account.

Pricingfor communities

Your first communityFree
Each community after it$25 a month
Management company accountSame terms — the first community free, then $25 a month each
What’s in the free planEverything — credentialing, proposals, contracting, scheduling, invoicing, the map, the reminders and the exports
Vendor invoicesYour vendor is paid the figure your board contracted, in full; tax and processing are their own lines
Manager and board seatsEvery community, including a manager seat and a board seat.
General liabilityWorkers’ compensationThe trade credential

The toolswhat you get

Your mapEvery amenity is named, with its service record 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

Every one of these has its own page

Your account

What three communities cost, month by month

This is the Membership screen inside VendoRFP, filled in for a board that holds three communities. The first one is included, the other two are charged for, and the rows add up to what the association pays for the month.

Two accounts

Your first community is free. A whole portfolio runs on an Enterprise account.

Both run the whole product, and Enterprise adds what a management company needs to hold thirty communities at once.

Free

You run a single community, whether you sit on its board or manage it.

Free

Your first community is free, and any community after it is $25/mo.

  • Every vendor verified before they can propose — the insurance certificate and the trade credential
  • Unlimited proposals, unlimited requests, unlimited records
  • The full map, the full history, and every report a vendor records
  • A manager seat and a board seat included, and support from a person
Start free

Enterprise

You hold a portfolio of communities on one company account.

3 included

Your first 3 communities are included with the company account. After that it is the same $25/mo each.

  • Provision seats in bulk
  • Restrict access to your own email domain
  • Decide what each seat can reach, portfolio-wide
  • Hold communities in more than one state
  • One compliance view across the whole portfolio
Register your companyHow a company account works

All 19 of these are in both accounts

Auto-mapped grounds and acreageVendor credentialingInvite your own vendorsRequest proposalsPut every proposal you received to a board voteSelect and contract on VendoRFPScheduling and dispatchService requests and messagesService recordsRate the company on the visitTime on siteInvoicingAutomatic invite remindersInsurance-expiration warningsDeadline reminders on a request for proposalsCSV exportsAccounting export and live syncAPI accessManager and board seats

You are billed for communities and seats. Verification, insurance, proposals, the board vote, the record and the exports are never metered.

Billed monthly per community. We set your plan up with you directly, you add and remove communities whenever you like, and nothing in the product is gated on it.

Who this page is for

The same bill for a board, a manager, or a management company

All three get the same bill. You pay for communities and seats, and nothing else.

One community

Run by its board, or by the manager it hires. One community free on this plan; an Enterprise account starts at three.

Start free

A community manager

One manager, several associations, and each one counts as its own community on the bill. The first is free; the rest are the same price each.

The manager dashboard

A management company

Running a management company? Your company account includes three communities; after that it's the same $25/mo each.

Register your company

What an invoice looks like

Sales tax and payment processing are their own lines.

Every company invoices you in its own name, under its own number. All of them land in one place on VendoRFP, on the same terms, and you pay each one to the company that sent it, on the payment details printed on the invoice. It shows as paid on VendoRFP once that company marks it. Your VendoRFP subscription is invoiced on its own, and it comes from us.

Willow Creek HOA · MarchExample

Each of your vendors sends its own invoice, and they all arrive here.

  • Tidewater Pool Care$1,020.00

    INV TP-3318Due Mar 22

    Opened below

  • Ridgeline Grounds Co.$1,840.00

    INV 2291Due Mar 31

  • Cedar Gate Maintenance$1,120.00

    INV CG-0417Due Apr 7

Each company keeps its own invoice, its own numbering and its own due date. You pay them one at a time, to the company that issued each one. What VendoRFP standardizes is the terms.

Tidewater Pool Care · INV TP-3318

What the community is charged

An example invoice for one service in one month. Pool care, March is one service line of $1,020.00, the price this company set and the amount it is paid. Sales tax is charged on the service as its own line. Payment processing is its own line again and adds nothing: this invoice is paid to the company that issued it, on the payment details printed on it. Your VendoRFP subscription is $25 a month per community. It is billed separately and is not on this invoice.
Pool care, MarchThe company's own line items for the work, at its own prices, summed.$1,020.00
Sales tax (FL 6%)Rate verified from an example association tax profile.$61.20
Amount due, before you choose how to pay$1,081.20

Payment processing, its own line

No processing fee on this invoice: you pay the company that issued it directly, on the payment details printed on it, so nothing passes through us to charge for.

Not on that invoiceYour VendoRFP subscription · $25/mo per communityYour subscription is billed separately, and your first community is free.

An example month. Prices shown are examples.

Getting proposals

Vendors send in proposals. Whoever holds your account picks one, whether that is your board or a manager working for it.

Every proposal arrives in full, side by side. The community signs one, and the contract is between that community and that vendor — signed by a board member or by the community manager.

Example · one RFP, four answers

One scope for twice-weekly pool care at a 214-home community drew four proposals from insurance-current vendors, ranging from $980 to $1150 a month. The community selected Tidewater Pool Care at $1020 a month, for twice-weekly service with quarterly filter service included. That was not the lowest price, and the community contracted with them directly. Sales tax and payment processing are their own lines on the invoice.

You publish the RFP

Pool care: twice weekly, May to September

Willow Creek HOA · 214 homes · posted Mar 3

Insured vendors send proposalsin arrival order

  • Blue Harbor Pool Service

    Twice weekly, chemistry recorded each visit

    Insurance current

    $980.00

    per month

  • Marlin Aquatics Group

    Twice weekly plus a Saturday check in season

    Insurance current

    $1,150.00

    per month

  • Tidewater Pool Care

    Twice weekly, quarterly filter service included

    Insurance current

    $1,020.00

    per month

    You picked this one

  • Sandpiper Aquatic Services

    Twice weekly, weekend cover in July and August

    Insurance current

    $1,085.00

    per month

You compare them side by side, pick one, and sign with that vendor.

Prices shown are each vendor’s own price for the service. Sales tax and payment processing are their own lines on the invoice.

Before you commit

You can start without a card and stay month to month for as long as you like.

Opening an account takes an email address, and the subscription is billed monthly after that. A vendor’s invoice is due 30 days from its date. Export your record whenever you want it.

There is no minimum term and no annual commitment, so a community you add in March can be gone in April. Setup, onboarding and support cost nothing on any plan, the free one included. Where a company’s own invoice states its own terms, that is the date to pay by, and everything else is Net 30.

Pricing questions

Answered in a line each.

Is the free plan cut down?

No. Every feature is in it. A paid plan buys more communities, never more capability.

How do the rest of my board get in?

Whoever holds the community’s account issues them a seat from Board Seats in the dashboard: their email, a tick against what they may see, and a link they sign in with. They reach the work orders, the schedule, the proposals and the votes, while the invoices and the settings stay with you. Extra seats are free, however many you issue.

How is the first community free?

Because charging starts at your second community. The ones after it are what pay for the platform, so the first can run the whole product and cost you nothing.

What sets the service price?

The proposal your community accepted. The vendor sets that figure, or VendoRFP estimates it from your mapped scope before the proposals arrive. Either way it is what the vendor doing the work invoices and is paid, in full.

What counts as one community?

One association, whatever it holds. Two pools, three entrances, and a clubhouse are still one community. A second association on the same account is the second one.

Do I have to sign up to see a number?

No. The calculator gives an estimate range for your address, and you need an account only to publish your RFP to verified vendors.

Open the calculator

Compare all threeCompared with hiring each vendor yourselfWeighed against a property management company

Next

See your community’s own number.

Enter the address and get an estimate range in a couple of minutes. No signup.

Get your estimateHow the estimate is sized

Run a service company? Join VendoRFP for free.