Specialty and one-off work
Keep the paperwork for the work that happens once.
A wall gets rebuilt. A retention pond gets dredged. A gate motor dies in February. These are one-off contracts rather than standing services. They are also the ones a community later cannot find the paperwork for.
What a one-off contract usually is
Six trades a community signs one contract with.
You bring the vendor. Each one still leaves a record.
Masonry & hardscape
Walls, columns, entrance features, paver repair.
Ponds & water features
Retention pond banks, fountains, aeration, algae.
Fencing & gates
Perimeter fence runs, gate hardware, access panels.
Pressure washing
Sidewalks, entry monuments, clubhouse elevations.
Locksmith & access
Amenity door hardware, rekeys, fob systems.
Anything else one-off
A contract that happens once and still needs a record.
How it works
Bring the vendor you already use.
Your management team picks the vendor, the same way it does for anything else. What changes is where the paperwork goes afterwards.
They get a personal enrollment link
The mason your community has used for nine years gets their own link, and goes through the same verification as every other vendor here.
Their certificate is held to the same window
Every certificate on file carries its expiration date, and VendoRFP checks those dates twice — when a vendor proposes on your work, and again when you send that company out to the community. Chasing a COI stops being your board’s job.
The work gets its own page
Your dashboard has a page for each standing service and one more for everything else. A one-off contract goes there with its visits, its photographs, and its dates, instead of into an inbox.
Their invoice lands where the rest do
They issue their own invoice under their own brand and numbering. It lands beside your standing vendors, in one place, on the same terms. You pay the vendor that issued it, using the payment details printed on the invoice. Recording the payment settles it here.
The fifth page
Whatever the four do not claim lands on one more page.
A trade nobody anticipated still has somewhere to go.
Standing services
Standing services get proposals. One-offs get a record.
Pool cleaning, landscaping, porter work, and amenity staffing are the four VendoRFP builds an RFP for. You say what the work is and how often you want it, and verified vendors send priced proposals. Specialty work runs the other way around. You choose the vendor first, and the platform holds the contract, the credentials, the visits, and the invoice.
A one-off contract keeps its visits, its photographs and its dates on the same page as everything else the community pays for.