HOAcrew

The All-In-One
Vendor Management
Platform
for Residential
Communities

Insured, vetted companies send bids for the work your community posts. You compare them, pick one, and sign with that company. Every visit is filed with its readings and a photo. Every company bills you in its own name, and you see all of it in one place.

Join for freeSee services & coverage
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 jobs that used to live in six places.

Vetting, bids, contracts, job threads, reports and what your board can see all live on the community's own map.

Company vettingBeforeChasing COIs by email. Hoping the license is current.On HOAcrewThree documents before a company can bid — general liability, workers’ compensation, and the credential its own trade requires. A person checks each one and files the date it runs out. Once a renewal window closes, that company cannot bid until the document is current.See how a company is checked
RFPs and biddingBeforeThree phone calls, two no-shows, one bid you can’t compare.On HOAcrewPost the job once. Every insured company in range gets it with the pin attached. Bids land side by side, same columns, same units.See how boards bid
ContractingBeforeA PDF in someone’s inbox, signed at a meeting, filed nowhere.On HOAcrewYou sign with the company you picked. The contract runs between the two of you, and the signed agreement is filed against the property.See how boards contract
Service communicationsBeforeTexts to a crew lead, emails to the manager, nothing written down.On HOAcrewOne thread per work order. The company, the manager and the board are all on it, and it stays attached to the job.See the platform
Proof and reportingBeforeAsking for photos. Getting three, two weeks later.On HOAcrewThe crew checks in on the pin. Its photos and its 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 HOAcrewEvery board member 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 property you manage from one console.Service companiesWork one list, invoice from your own account, and leave a record that proves you showed up.
Compare, then contract

Insured companies bid. You pick.

Every company prices the same work you posted.

Example bids · each company sets its own price
  1. Post the job
  2. Insured companies bid
  3. Compare side by side
  4. You pick and sign
Compare side by sideYour pick: Blue Heron Pool Co.
CompanyMonthlyTermResponseChem 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

Bids are due Friday at 5pm. You sign with the company you pick.

Services

The work your community contracts out.

Pool, landscaping, porter, and amenity staffing are the four you take bids on. The one-off jobs in between get the same record.

Pool cleaning

Cleaning, chemistry, and equipment checks. Every visit is filed with a photo.

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-off jobs.

See all other services

What common area means

Your common areas are what gets bid 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

    Crews mow under the trees and clear the leaf drop.

  • 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 job works from the same record. What changes is what your login lets you do with it.

You run the community.

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

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

Service companies

You’re the company doing the work.

Companies bid when their insurance is current, close a job 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 bids, the contract PDF nobody can find, the group text with the crew lead, 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 in about 20 minutes.No contract. No card. Bring the companies you already use.
Start with your property
The record

Nobody has to take anyone’s word for it.

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

Insurance is checked the day a company bids.
Every visit is filed with a photo of the finished work.
Replacement bids arrive within 10 business days. You pick one.
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 Filed
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 on file

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. Filed 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

Filing 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