Every trade a community hires in one place.
Pick a trade to see what a community asks for and what a vendor needs to offer it. Each trade runs on the same RFP and the same visit record.
Trades without a page of their own
Five trades share this page. Each has a screen from the product, so you see what a visit record looks like.
Every unit and every visit in one list.
List the units once. Certified HVAC vendors price the same filter changes, tune-ups and repairs and you compare what comes back.
- A record for each unitThe last filter change, the last tune-up and what the technician found.
- A repair waits for youA compressor or a coil is priced before the work starts and sits in the list until you approve it.
- The paperwork stays currentEPA 608 and insurance sit at the top, so an expiring one is the first thing you see.
Clubhouse HVAC
Example Community HOA · 6 units
Visits and repairs
ClubhousePaperwork
Coastal Air ServiceClubhouse HVAC
Example Community HOA · 6 units
Visits and repairs
ClubhousePaperwork
Coastal Air ServiceEvery small repair becomes a work order with a photo.
Fences, lighting, signs and walkways. A resident reports it, a vendor fixes it and you approve it after reading what was done.
- Every job has a stageDispatched, on site and awaiting approval are separate, so you know which ones wait on you.
- The notes sit beside the photoYou read what was done before you press approve.
- Closed jobs stay on the recordA fence repair from March is still there in October with its invoice.
Work orders
Example Community HOA · October
Work orders
By stageWaiting on you
Read then approveWork orders
Example Community HOA · October
Work orders
By stageWaiting on you
Read then approveEvery service call in order.
Put the gate, the operator and the access hardware in one scope. Insured vendors price the service and every call leaves a report.
- A call history you can scrollThree keypad calls in two months is a pattern and the list shows it.
- What was replacedThe report names the part and carries a photo of the unit.
- Open calls wait for youA proposal for a new operator sits in the list until you approve it.
Gates and access
Example Community HOA · main entrance and pool gate
Service calls
Newest firstHardware on record
Entry Systems CoGates and access
Example Community HOA · main entrance and pool gate
Service calls
Newest firstHardware on record
Entry Systems CoA recurring problem stays visible.
List the buildings and areas once. Vendors with a structural pest license and current insurance price the same visits.
- Areas treated by visitThe list shows what was treated on each date, so a gap is obvious.
- A flagged issue stays openAnts at the pool restrooms stay on the screen until the vendor marks them resolved.
- The license is on the same pageWhen it is current you see it. When it lapses the vendor is held.
Pest control
Example Community HOA · monthly treatment
Treatments
Newest firstPaperwork
Gulf Pest ControlPest control
Example Community HOA · monthly treatment
Treatments
Newest firstPaperwork
Gulf Pest ControlA one-time job still leaves a full record.
Masonry, fencing, tree work and the vendor you already trust. VendoRFP keeps its insurance, its visit report and its invoice.
- A job has a start and an endIt opens when you accept the proposal and closes when you approve the report.
- The certificate that covered itThe vendor’s insurance on the date of the work is attached to the job.
- The invoice arrives beside itYou do not hunt through email to find what was billed for the wall.
One-time work
Example Community HOA · this year
Jobs
Newest firstEntrance wall repair
Stonework CoOne-time work
Example Community HOA · this year
Jobs
Newest firstEntrance wall repair
Stonework CoOne record for every trade.
Whatever you hire the visit lands in the same list, with the vendor’s insurance and invoice beside it.
- A report after every visitArrival time, work done and photos, filed by the vendor.
- Repairs wait for approvalA repair arrives as its own proposal and nothing starts before you approve it.
- Insurance checked before and afterA vendor without a current certificate cannot propose.
All vendors
Example Community HOA · this week
This week
Newest firstWaiting on you
Read then approveAll vendors
Example Community HOA · this week
This week
Newest firstWaiting on you
Read then approveEvery trade
Filter by the kind of work. Each card opens a page with what a community asks for and what a vendor needs to offer it.
11 of 11 trades shown
Pool cleaning
Weekly service with chlorine and pH logged every visit, plus equipment and repairs.
Pool monitoring
Monitors and attendants for the gate and the deck and the front desk.
Lifeguards
Certified lifeguards for every stand, with certifications on file.
Landscaping
Mowing and beds and seasonal color, with irrigation priced by zone.
Pressure washing
Walkways and pool decks and building faces, with a photo of each surface.
Porter services
Day porter and janitorial rounds, time-stamped and photographed.
HVAC
Every unit is a line. Filters and tune-ups on a calendar and repairs as proposals.
Maintenance and repairs
Fences and lighting and signs, each a work order with a photo.
Gates and access
Arms and operators and keypads, with every service call on the record.
Pest control
Licensed treatments with a report after every visit and a flag for a recurring problem.
One-time projects
Masonry and fencing and tree work, kept with the insurance and the invoice.
How any trade gets hired
Send one RFP
Name the work, the places and how often.
Read the proposals side by side
Every vendor priced the same lines.
Sign with the one you choose
You hold the contract and read every report after.
Offer your trade to communities.
Join free and answer RFPs from communities that name the work. Your insurance and your credentials sit on file, so a community sees them before it reads your price.
- Free to joinJoining and opening an RFP cost nothing and no proposal has to follow.
- One setup for every communityFile your documents once and they are shared with every community you serve.
What each trade files
General liability
Every trade files a current certificate, verified before it can propose and tracked by date.
The credential your trade issues
HVAC files an EPA 608 certification and pest control files a structural pest license. Pool companies file a CPO card.
Background checks for staffed posts
Porter and staffing companies and lifeguard companies file a background check. Lifeguards add a lifeguard certification.
Questions before you start
My trade is not listed. Can I still send an RFP?
Yes. Describe the work in your own words in the RFP and invite the vendor you already use. A one-time project is filed the same way as a standing contract.
What does an HVAC vendor file?
An EPA 608 refrigerant certification and a current general liability certificate, before it can propose.
What does a pest control vendor file?
A structural pest license and a current general liability certificate, before it can propose.
Who holds the contract?
You do. Whoever runs the property reads the proposals side by side, picks one and signs with that vendor.
What happens when a company’s insurance lapses?
You get an email fourteen days before it expires. From the next day that vendor cannot propose at your community until it renews.
Do we have to switch vendors?
No. Invite the vendor you already use. They join for free and file their insurance.
Send your first RFP.
Pick any trade. Insured vendors read the same scope and send back proposals.