A community pool and its paved deck, loungers and umbrellas set out

For HOA boards

Get proposals. Hold the vote. Keep the record.

Verified vendors send proposals, your board votes, and every visit and invoice lands in one login.

Your board runs this on HOAcrew™, a VendoRFP platform. Opening your community is free, and you commit to a company only once whoever signs for your community does so. Already on VendoRFP? Start with whoever holds the account, and they can give you a board login of your own, set to what the board needs to see.

Getting proposals

Four vendors send proposals. Your board picks one.

You send out one RFP. Local vendors, insurance verified, each send their own proposal. Your board reads them side by side and hires the one it wants.

Example · one RFP, four answers

You publish the RFP

Pool maintenance · 2026 season, twice weekly

Willow Creek HOA · 214 homes

Insured vendors send proposalsin arrival order

Blue Harbor Pool Care
Tuesday and Friday service
Insurance current
$1,640.00
per month
Cypress Aquatics
Twice weekly plus a Saturday check
Insurance current
$1,840.00
per month
You picked this one
Meridian Pool Services
Monday and Thursday service
Insurance current
$1,720.00
per month
Lakeside Pool Group
A certified operator on every visit
Insurance current
$2,120.00
per month

You compare them side by side, pick one, and sign with that vendor.

Prices shown are each vendor’s own price for the service. Sales tax is its own line on the invoice, and paying by credit card adds a card-processing line.

The board vote

The board votes and the tally goes on record.

Every board member gets their own link to the proposals. The tally and a record you can print into the minutes come off the same page.

Example · the same four proposals, put to the board

The motion

Award the 2026 pool maintenance contract

More than half of the votes cast · quorum 3 of 5

5 of 5 board members voted

Quorum met. 1 abstained, so 4 votes are decisive. An abstention counts toward quorum and toward no option.

Blue Harbor Pool Care
1 vote
Cypress Aquatics
3 votes
Meridian Pool Services
0 votes
Lakeside Pool Group
0 votes

The board selected Cypress Aquatics with 3 of 4 decisive votes, under the rule "More than half of the votes cast".

Each board member votes from their own link. No account to create. Individual ballots stay sealed until the vote closes, and the minutes-ready record is written once. Quorum 3, five seats, and the companies here are an example.

See the board-vote record

Your dashboard

One login for every vendor you hire.

Drop a pin to ask for service. Every vendor, invoice, work order and photo lands in the same login. Each vendor’s insurance shows on its card.

Before a company can propose here	two insurance documents from every company, and in every trade but painting the credential that trade requires as well
An insurance line, trade license or background check that lapses	Proposals close that day. VendoRFP closes them, unless your community set its own window for a local license

A worker for an uninsured vendor gets hurt on your common property. The association can end up on the hook. So from the day after a policy’s expiration date, that vendor can’t propose.

VendoRFP · My Community

Example data

Willow Creek HOA

1284 Willow Creek Dr

Who is on our property

Vendors & insurance

View all

COI under review

No COI on record

Insured & verified

These 4 vendors are every company that has done work on this community. Coverage is read from each one's general-liability certificate. Workers' comp, business licenses, and W-9s are recorded beside it, and nothing trade-specific is on the record.

Vendor

Trade · documents on file

General liability COI expires

Coverage

Green Valley Landscaping
Landscaping · General liability COI · Workers’ comp
Landscaping · General liability COI · Workers’ comp
Mar 2027Insured & verified
Clearwater Pool Care
Pool care · General liability COI submitted
Pool care · General liability COI submitted
Sep 2026COI under review
Sparkle Porter Co.
Porter · Business license
Porter · Business license
—No COI on record
Ridgeline Amenity Staffing
Staffing · General liability COI · Workers’ comp
Staffing · General liability COI · Workers’ comp
Jan 2027Insured & verified

Every certificate is recorded with its expiration date, and you can open the document itself.

How work gets here

Awaiting the board

Submitted, not yet decided

Open board votes

Each member votes by their own link

Signed

Selected and contracted

Work running

Started and not yet finished

Vendors submit proposals. This community reviews them, votes if the board wants a vote, selects one and contracts it. Each step is its own page on the dashboard.

Willow Creek HOA — landscaping
Received Mar 2 · offer holds through Apr 1
Received Mar 2 · offer holds through Apr 1
Awaiting the board
Willow Creek HOA — pool care
Received Feb 18 · signed Feb 24 by A. Nguyen
Received Feb 18 · signed Feb 24 by A. Nguyen
Signed
Willow Creek HOA — porter loops
Received Feb 4
Received Feb 4
expired

Vendors submit proposals; the community reviews, selects and contracts. Signing is the board’s act, so the signature page is the board member’s surface.

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.

Willow Creek HOATap the spot where you need service

Your communityOutside the communityPools, playgrounds, and amenities

Request service

Drop a pin where you need it

A pin is a dated request against a spot on your property, and the decision stays on the row.

1. What do you need?

LandscapingPoolPorterStaffingOther

Now tap the spot on the map

2. Tell us what’s going on

Algae along the shallow-end steps

Submit request

SubmittedClearwater Pool Care

Recorded and timestamped. Verified vendors propose on it, and you pick who does the work.

Decisions on record

Not out to vendors yetBroken sprinkler headService request · Landscaping · Mar 12
Out to vendors who meet your minimumsGate light out at clubhouseService request · Porter · Mar 11
ClosedAlgae spot on north stepsService request · Pool · Mar 9

Every pin is a service request on this community. Once it goes out it reaches the vendors that meet your insurance and credential minimums. They propose, and you choose.

Also on this dashboard

Board SeatsInvoicesMessagesWork Orders

Only on the community-manager dashboard

Managing this community

Everything above this line is on both dashboards, exactly as drawn. A board member sees all of it; a community manager sees all of it plus the operating instruments below, which are added underneath the shared dashboard rather than in place of it.

Active Work Orders

Monthly Spend

$18,940

Work-order completion

92%

Open RFPs

Create RFPView BillingView Work Orders

Monthly Summary

Mar 2026

$18,940.00

Feb 2026

$16,220.00

Jan 2026

$15,480.00

Every invoice appears on the manager’s Billing page in a grid of months and totals, grouped by the month it was issued.

A community manager can hold a seat their management company configures. Where that company switches off “See billing and spend” or “See RFPs”, this strip shows a lock and names the switch.

Example dashboard · scroll inside it, or pause the motion

Cypress Pool Service

pool

Insured & verified

General Liability (COI)

Valid through Nov 6, 2026

Workers' Comp

Valid through Dec 6, 2026

Business License

Valid through Apr 5, 2027

What a proposal turns on

General liability
CPO certification
Workers’ compensation

office@cypresspool.example (407) 555-0142

Example company, on the vendors page of that dashboard. Every certificate a company files with us is listed under its name with the date it runs out, and the three documents a pool proposal turns on are named underneath.

Pricing

See a starting number before the first proposal arrives.

Private home lots come out of the outline before anything is priced. Put your address in and a range comes back. Free, no login, nothing published. The proposals are the prices.

Basis: netted

Common-area grounds (the estimate basis)
Community boundary

Gross outline: 69.0 ac
Homes, streets and pondsPrivate home lots (377) · Streets (55) · Ponds & parking (4): −25.5 ac
Common-area grounds: 43.5ac

A landscaping estimate starts from this number. The vendors that propose set the price.

This is a real community, and yours comes up the same way on a satellite map your team can reshape. Treat the acres as a not-to-exceed figure.

Common-area grounds

Vendors propose on turf, beds, and pool water.

Turf
Common lawn, mown and edged on a schedule.
Beds
Planting beds, their mulch and their edge.
Water
The pool, its chemistry and its deck.

Site Address

What does your organization need?

Plain words are fine. Say it the way you would say it out loud.

Say what you need — or hand it the finished RFP your attorney has been through.

When budget season comes and somebody asks what this does to dues, a yearly total is the wrong unit. The cost-per-home calculator divides a proposal across the homes that pay the assessment and gives you the monthly figure. No account, and nothing you type leaves your browser.

A monthly cost

Homes to share it

—a home, a monthOpen the full calculator

Before and after

Your board does the same seven jobs in one login.

Most volunteer boards, today

The same job here

Getting proposals~~Cold-call three vendors, wait for callbacks~~Verified vendors send you their own proposals

Checking insurance~~A PDF somebody emailed last year~~Expiration on file. A lapse stops proposals

Proof a visit happened~~Whatever a homeowner remembers~~Time-stamped photos and readings, on file

Deciding as a board~~A show of hands, then minutes~~A ballot per member, tallied and recorded

Paying the vendors~~Three invoices, three formats, three terms~~Every invoice, one view

Knowing what the year cost~~Add up last year’s invoices at budget time~~Spend to date, committed, and last year

Turnover next January~~Forward a year of email~~Hand over one login

Every company still sends its own invoice.

Board FAQ

Four questions boards ask before a meeting.

01Can a self-managed board run all of this without a management company?

That is what your dashboard is for. Any verified vendor that serves your area can propose on the services you ask for. You read the proposals side by side, put them to a board vote, and sign with the one the vote picked. Every visit, photo, and invoice after that sits under your community. The board holds the account, signs the contracts, and pays each invoice. If your board later decides it does want professional management, you can open the community to verified management companies and read their proposals the same way. That part is a side offering.

02Can I just sign up as a board member?

You sign up as your community’s representative, which is exactly what a board member who deals with the vendors is. If you are the first one here from your community, that is your route in, and you get the whole dashboard: the RFPs, the side-by-side proposals, the mapping tool, the invoices, all of it. If your community already has an account, whoever holds it gives you a board login of your own instead. That login is narrower on purpose: the service orders behind and ahead of you, the schedule, the proposals and the votes on them, and a request queue that lands on whoever runs the community. The invoices, the account settings, and the API keys stay with whoever holds the account.

03Who signs for your community?

Whoever normally signs for it. On plenty of associations that is the board. On plenty of others it is the president or the treasurer signing, or the community manager signing on the association’s instruction. The person signing types their name and, if they want it on the record, what they are signing as: “Board President”, “Treasurer”, “Senior Community Manager”. Both go onto the signed agreement beside the date. A year later the document says who committed the community and in what capacity, instead of leaving a name nobody can place. VendoRFP writes down the title as stated, and what its own records showed that day. It does not read your governing documents and does not confirm who is authorized to commit the association. That stays with you.

04What does it cost to get started?

Asking for proposals is free. You see each vendor’s own price before you commit to anything, and the figure it asked for is the figure the board pays. Sales tax is its own line, and paying by credit card adds a card-processing line. Start with an estimate for your community to see what your services would run.

Get started

Give your board its evenings back.

See what verified, insured vendors would propose for your community. Run them all from one dashboard. Joining is free: start your application and your account is made as you finish.

Start your application Build your RFP

Run a service company? Join VendoRFP for free.