For community managers
Set your vendor standard once. Hold every community you manage to it.
One standard for verification, the RFP, and the record, under every community in your portfolio.
VendoRFP is taking on its first customers, and our team reads every application.
Your community’s work runs on HOAcrew™, a VendoRFP platform. VendoRFP puts it out to insured, verified vendors, collects proposals no competing vendor can read, and gives the board a record it can vote on — free for the community.
What you get from day one
One record for every board president who emails at 8pm.
When the board president emails at 8pm asking who was there Tuesday, the answer is already recorded under the address.
One dashboard, every community
Verification, the RFPs, the visits, and the invoices all run from this dashboard, on every community on your list. Your management company has its own door.
Vendor operations
One standard for every community you manage.
Your communities get the same verification, the same RFP format, and the same record.
01
You set the insurance and background requirements
We hold every vendor to them before its first proposal. Before a company can propose: general liability, workers’ compensation, and — in every trade but painting — the credential that trade requires. Each one is verified and then tracked to expiration.
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 your vendors page. Every certificate is listed with the date it runs out.
02
Draw the RFP scope on the community map
Adjust the boundary and pin the service locations. The RFP carries the ground you drew, so every vendor prices the same community.
Basis: netted
© Mapbox © OpenStreetMap © Maxar- Common-area grounds (the estimate basis)
- Community boundary
- Gross outline
- 78.0 ac
- Homes, streets and pondsPrivate home lots (383) · Streets (32) · Ponds & parking (1)
- −21.2 ac
- Common-area grounds
- 56.8ac
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.
03
Take the stack to the board and record the vote
Open a ballot straight off the proposal stack. The board members get their own links, and the tally is on the record.
The same dashboard orders service by dropping a pin, approves every vendor’s own invoice in one view, and keeps that record under every community — all three are on screen in the dashboard below.
Your dashboard
One screen for everything open on a community.
You see the open work orders, the community map, the invoices, and the seats.
Example dashboard · scroll inside it, or pause the motion
Price a community
Get a starting number before the first proposal lands.
Put any community’s address in and a range comes back, calculated by VendoRFP. The proposals are the prices. No login.
- Common-area grounds drawn off the map. Treat the acres as a not-to-exceed figure.
- A range here. The itemized proposal comes with an account.
- The same engine runs inside your dashboard.
Acreage
Turf, beds and pool water are inside the acreage.
Turf
The common lawn a vendor mows.
Beds
Mulch and the cut edge.
Water
The pool and its deck.
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.
How it works
You go from your first login to every community running the same way.
01
Start your application
VendoRFP is taking on its first customers, and our team reads every application. Either way, a manager on their own or a management company adding the whole team at once, the seat is free.
02
Add your communities
Communities get their own records. Documents, vendor certificates, work history, and every visit and invoice sit under the community.
03
Standardize your vendors
Bring the vendors you already use into one place. When you have a gap, vendors carrying insurance and their trade credential propose for it.
04
Run it from one place
Drop a pin to order service. Run the RFP and take the stack to a board vote. Sign the agreement yourself when the association asks you to. Approve each vendor's own invoice, then export the period.
Your portfolio
Every community you hold runs on the same standard.
Pool, lawn, porter, and staffing, all on one workflow. The board reads the record under each community instead of calling you.
VendoRFP is taking on its first customers, and our team reads every application.
Community-manager FAQ
Four questions managers ask before they sign up.
- Your seat comes with the free account
- Every community on the account is free, at any number of them. Every manager and board member gets a seat, free, on the same record.
- It sits alongside your accounting system
- VendoRFP holds the RFPs, the invoices, and the proof of work. Your accounting or property-management system keeps doing its own job.
- Sign up without waiting for your management company
- VendoRFP is taking on its first customers, and our team reads every application. A manager's account is not held up by their management company, and it brings the vendors they already use with it.Start your applicationBulk provisioning for a management company
- What a board seat reaches, and what stays with the account holder
- The account holder issues each seat. It opens the work orders, the schedule, the proposals with the votes on them, and a request queue that lands on whoever runs the community. Invoices, spend, the RFP board, the GIS tool, the API keys, and the community settings are not on a seat at all, and stay with the account holder.
Seat your whole company
Run a service company? Join VendoRFP for free.