Documents stored with the dates they run out
Contracts, certificates of insurance, W-9s, and service records sit in one folder per vendor. Your board opens it without asking anybody.
How it works
Everything in
One Place.
The certificates, schedules, visits, and invoices on one screen your board controls. Open a COI and read its expiration date. See who is coming Tuesday. Check what a vendor did before you pay for it.
Every COI with its expiration datePhotos on the visit recordEvery invoice in one placeEvery company on one calendar
Insurance · renewal window4 vendors, one view
Your board makes the call at every stage.
You post the scope and read the proposals that come back. Your board picks one and signs with that company. Then you pay each invoice.
01Post the scope, and read the proposals
You describe the community and the services you want covered. Verified, insured local vendors for pool, landscaping, porter, and amenity staffing send priced proposals against that scope, side by side. You pick one and sign with that vendor, or you bring on the vendor you already use.
Bring your own vendor02Their credentials are checked before they can propose
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. Your community sets the coverage limits it requires, often the number its own insurer or lender asks for. A vendor whose recorded coverage falls below one of them cannot propose on your work until it is raised. Open any of them from your dashboard, read the expiration date yourself, and see each vendor’s limits against the ones you set.
03The visit comes back with proof attached
The vendor you contracted works the schedule you agreed. Every visit lands in your dashboard with a photograph of the finished work and a plain-English summary. Arrival and departure are stamped by the server. A check-in photograph comes with it wherever the visit was clocked in on site.
04Everything lands in one place
One login for every service, every schedule, and every report. The vendors send their own invoices, they all arrive on the same screen, and the terms are the same on every one. When a board member asks what a vendor did in June, the answer is on the screen instead of in somebody’s inbox.
05A vendor falls short? Put the work back out
Give notice and post the work again, at no extra cost. You can contract with an insured, verified vendor in as little as 10 days following your RFP submission. You read the new proposals side by side and sign with the one you pick.
What the dashboard holds
The documents, calendars, visits, and exports land in one dashboard.
Your board opens each one instead of emailing somebody for it.
One calendar with every company on it
Landscaping, pool, and porter schedules side by side, so the board can see at a glance who is coming when.
A visit that comes back with photographs
Check-in photos, server-stamped arrival and departure, and a plain-English summary of what was done.
An accounting export for any period
Pull the vendor spend behind any date range straight out of the dashboard and hand it to whoever keeps the books.
Log in to your dashboardAgainst email and paper
You keep the same companies and see them on one screen.
Your board decides who works here. What changes is what it can see without a phone call.
| Email, paper, six vendors | On VendoRFP |
|---|---|
| Insurance renewals Chased, one vendor at a time | On file, with the expiration date |
| Who is coming Tuesday Six calendars, six people to ask | One calendar, every vendor on it |
| Proof the work happened A phone call, or nothing | Check-in photos and a summary |
| The invoices Six terms, six due dates | Each vendor’s own, one view |
| A vendor falls short Start the search again | Under contract in 10 days |
| Who picks the vendor Your board | Your board |
Insurance and trade credentials verified, expiration dates tracked, and a lapse pauses new proposals and new work. Your community sets the coverage limits it requires, often the number its own insurer or lender asks for. A vendor whose recorded coverage falls below one of them cannot propose on your work until it is raised.
Your community
One record holds every company that services your community.
Pool, lawn, porter, and staffing. The record shows what each one did and when.
Already have someone?
Happy with your pool guy? Keep them.
Invite the pool, lawn, or porter company you already use. They enroll, their insurance certificate is verified and dated on your record, and their own invoice arrives in the same place as every other vendor’s, on the same terms. The relationship stays yours. What you get is the paperwork behind it, on file and in front of you.
The last step of signing up is a table where you name the companies you already use. Each one gets its own invitation.
- Their insurance certificate on file, verified, with the date it runs out
- Their invoice, in the same place as the rest
- Every visit at your community on the record, with its photo
Run a service company? Join VendoRFP for free.