HOAcrew

All-In-One
Vendor Sourcing
& Management
for Residential
Communities

Your management team gains full transparency over every vendor, visit, and invoice.

Publish what your community needs with our RFP tool and receive proposals from qualified and insured vendors your board can vote on in as little as 24 hours. Every service visit, whether a weekly occurrence or a one-time job, is recorded and transmitted to your dashboard: who was onsite, when they started and finished, what they did, and photo proof.

Join for freeSee how it works
Your community map

Every amenity has its own service record.

Pool, playground, dog park, common green. Each one shows what was last done and what comes next. Any board member or manager can request service without leaving the map.

Satellite view of one residential community: rows of townhomes and houses on curving streets, with a pool and clubhouse at the center and a pond at one edge.Example community · real satellite imagery
HomesStreets & drivesPondsCommon area
One platform

Six chores that live in six different places.

Vetting, proposals, contracts, work-order threads, reports, and what your board can see all live on the community's own map.

Vendor vettingBeforeChasing COIs by email. Hoping the license is current.On HOAcrewThree documents before a company can propose — general liability, workers’ compensation, and the credential its own trade requires. A person checks each one and records the date it runs out. Once a renewal window closes, that vendor cannot submit a proposal until the document is current.See how a vendor is vetted
RFPs and proposalsBeforeThree phone calls, two no-shows, one proposal you can’t compare.On HOAcrewPublish the RFP once. Insured vendors in range get it with the pin attached. Proposals land side by side, same columns, same units.See how proposals work
ContractingBeforeA PDF in someone’s inbox, signed at a meeting, saved nowhere.On HOAcrewYou sign with the vendor you picked. The contract runs between the two of you, and the signed agreement is recorded against the community.See how boards contract
Service communicationsBeforeTexts to a foreman, emails to the manager, nothing written down.On HOAcrewOne thread per work order. The vendor, the manager, and the board are all on it, and it stays attached to the work order.See the platform
Proof and reportingBeforeAsking for photos. Getting three, two weeks later.On HOAcrewThe vendor checks in on the pin. Their photos and their start and stop times land on the work order. The record is there before anyone asks for it.See proof & records
Board visibilityBeforeThe board finds out at the monthly meeting.On HOAcrewThe whole board sees the same map, the same log, and the same invoices. Read-only is one of the settings.See the board view
BoardsSee everything without chasing anyone. Approve, vote, and move on.Community managersRun every community you manage from one dashboard.VendorsGet more leads, send proposals, and invoice from your own account.
Compare, then contract

Insured vendors send in their proposals.

The proposals all price the same work you published.

Example proposals · each vendor sets its own price
  1. Publish the RFP
  2. Insured vendors propose
  3. Compare side by side
  4. You pick and sign
Compare side by sideYour pick: Blue Heron Pool Co.
VendorMonthlyTermResponseChem logCOI
Blue Heron Pool Co.$1,48036 mo< 4 hrsWeeklyCurrent
Sunstate Aquatics$1,26512 mo< 24 hrsMonthlyExpires 09/02
Gulf Coast Pools$1,69024 mo< 2 hrsPer visitCurrent

Proposals are due Friday at 5pm. You sign with the vendor you pick.

Services

The work your community contracts out.

Pool, landscaping, porter, and amenity staffing are the four you publish RFPs for. When your community needs a wall repointed or a pond dredged instead, that one-time job gets the same record.

Pool cleaning

Cleaning, chemistry, and equipment checks, with a photo recorded on every visit.

See pool cleaning

Landscaping

Mowing, edging, and seasonal cleanup across your common areas.

See landscaping

Porter & cleaning

Clubhouse, common areas, and trash on a set schedule.

See porter & cleaning

Amenity staffing

Lifeguards and pool attendants for your pools and amenities.

See amenity staffing

All other services

Masonry, fencing, pressure washing, and ponds as one-time jobs.

See all other services

What common area means

Your common areas are what a proposal is priced on.

Everything past the lot lines. The entrance, the medians, the pond and its bank, the trails, the playground, the strip outside your fence. None of it belongs to one household, and all of it is the community’s to keep up.

Map your community
  • Looking up an avenue of live oaks arching over a residential street

    Streets and canopy

    Mowing runs under the trees and the leaf drop gets cleared.

  • A live-oak boulevard into a community with a clipped hedge and flower median down the center

    Entrances and medians

    The island beds get mulched and the turf gets edged.

  • A community retention pond with an aerating fountain, stone edging and planted beds

    Ponds and banks

    The bank gets mowed and string-trimmed on every visit.

  • A shaded community playground — a climbing structure and swings on poured surfacing

    Play areas

    A porter cleans the surfacing and the fence line.

  • A paved community trail curving past a split-rail fence to a timber footbridge

    Trails and walks

    Walks get blown clear and the trail edges get cut.

  • A canopy of mature oaks over a community street and its mown curb strip, backlit by low sun

    Perimeters and curb strips

    Mowing runs from the curb out to the lot line.

Who signs in

One record.
Different logins.

Everyone on a work order works from the same record. Your login decides what you can do with it.

You run the community.

Board member or community manager, it is the same dashboard.

For board membersFor community managers

You run several communities.

A management company gives each manager a login and decides what each one can see. Billing and RFPs are each their own switch.

For management companies

Vendors

You’re the vendor doing the work.

Vendors send proposals when their insurance is current, close a visit with a photo of the finished work, and issue their own invoice from their own account.

For vendors
Board questions

What boards ask us first.

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.

5 tools → 1
Map your common areas.No contract. No card. Bring the vendors you already use.
Join HOAcrew for free
The record

Ask for the certificate. It’s already on file.

A vendor records every visit. Who came, when, what they found, and what it cost. You approve it, and that vendor’s own invoice lands in the same place as all the others.

Insurance is verified before a vendor can propose, and tracked throughout.
A photo of the finished work closes out each visit.
You can contract with an insured & vetted vendor in as little as 10 days following your RFP submission.
Create your free account

First community free. No credit card to start.

A visit report as your board sees it

e.g.Example work report Recorded
A pool technician crouched at the edge of a community pool, reading a reagent comparator against the light Proof photo · finished work
CP

Clearwater Pool Care

Pool · weekly service · Tue, Mar 12

On site

9:04 AM – 10:18 AM

Time on site

1h 14m

Readings recorded

Free chlorine
0.6 ppm
pH
7.4
Water temperature
81 °F

Free chlorine recorded at 0.6 ppm — outside the normal 1–4 ppm range. Recorded and flagged to the community.

Service (paid to the company in full)
$170.00
Sales tax
$10.20

Total

$180.20

Paid

Paid to the company

Recording a visit requires a photo of the finished work.

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 company’s, on the same terms. The relationship stays yours. What you get is the paperwork behind it, on file and in front of you.

Invite your company
  • Their insurance certificate on file, checked, with the date it runs out
  • Their invoice, in the same place as the rest
  • Insurance held to a stated renewal window