Every company's certificate of insurance, collected, verified and dated.
Vendors upload their certificate of insurance, business license, W-9, and trade credentials. A person at HOAcrew reads the certificate itself, records what the document says rather than what was typed, and records the date it runs out.
Certificate of liability insurance
Harbor Mutual Insurance Co.
Insured: Ridgeline Grounds Co. · uploaded by the vendor
- Commercial general liabilitygates proposals
- $2,000,000each occurrence
- 14 Mar 2027
- Workers’ compensationgates proposals
- Statutoryemployer’s liability included
- 31 Jan 2027
- CPO certificationgates proposals
- Heldthe pool trade’s own credential
- 02 Nov 2026
- W-9gates payout
- On fileno expiration date on this form
- —
Replaced, kept on file
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.
Example certificate. Every field on it is one HOAcrew holds and checks, and each document keeps its earlier versions, so your board can see what changed and when.
An example certificate as it sits on file. Commercial general liability at $2,000,000 each occurrence expiring 14 March 2027. Workers’ compensation, statutory, expiring 31 January 2027. A CPO certification expiring 2 November 2026. All three gate proposals. A W-9 is on file and gates payout rather than proposals. Once an admin has read a certificate, the limit recorded from it is compared with the limit the community set every time that vendor proposes there, and a vendor below a required limit is refused and told by how much. The certificate it replaced is kept: version 1, uploaded 9 March 2025, superseded 11 March 2026, and it had been verified too.
Four numbers decide whether a vendor can propose.
These are the rules every vendor is held to, the same way at every community, with what each one means underneath it.
- Renewal window on an insurance line
- 30days
- A renewal certificate routinely arrives late. This is how long it has.
- Window on a competency certificate
- 0days
- A lapsed CPO, lifeguard, or background check closes proposals that day
- Documents before a vendor can propose
- 3
- The same number for a pool vendor, a lawn vendor, and a porter
- For a staffing company offering lifeguards
- 4
- The one scope on the platform that carries a fourth
Insurance gets thirty days past expiration. Then proposals close.
A renewal certificate routinely arrives late, so an insurance line gets a window and a competency certificate gets none. What closes is new proposals. A contract already signed is your board's to act on.
An insurance line
general liability · workers’ comp · auto liability
30-day grace period- Uploadedthe vendor uploads it
- Verifiedan HOAcrew admin checks it
- Covering, and the vendor can proposeuntil the policy’s own expiration date
- 30-day renewal windowstill able to propose, and the replacement is expected
- Proposals closeduntil a current certificate is verified
A competency certificate
CPO · lifeguard certification · background check
No grace period- Uploadedthe vendor uploads it
- Verifiedan HOAcrew admin checks it
- Current, and the vendor can proposeuntil the certificate’s own expiration date
- Proposals closed, the same dayan expired certification is not a certification
What closes is new proposals and award. The W-9 is collected and verified in the same review, and gates nothing.
Two document lifecycles drawn on the same time axis. Both begin the same way: the vendor uploads the document, an HOAcrew admin verifies it, and it covers the vendor, who can propose, until its own expiration date. They differ after that. An insurance line (general liability, workers’ compensation, auto liability) has a 30-day renewal window after expiration during which the vendor can still propose, because a renewal certificate routinely arrives after the old one lapses. Only when that window closes does the vendor stop being able to propose on or be awarded work, until a current certificate is verified. A competency certificate (CPO, lifeguard certification, background check) has no window at all: proposals close the same day it expires, because an expired certification is not a certification. On both lanes the gate is on proposals and award.
Every certificate opens from your dashboard with a date on it.
Where the certificate lives
Who checked it, and when
The date it runs out
What a lapse does
The certificate it replaced
Answering an auditor
The limits your community requires
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.
Three documents decide a proposal.
Two are the same in every trade. The third is whatever that trade’s own work requires: a CPO card, an auto policy, or a background check.
- General liability
Required in every trade before a company can propose. A 30-day renewal window, then proposals close.
- Workers’ compensation
Required in every trade before a company can propose. A 30-day renewal window, then proposals close.
- The credential the trade requires
A CPO card for pool, auto liability for landscaping and a background check for porter and amenity staffing. Auto liability carries the 30-day insurance window; a competency certificate carries none, because an expired one is not a certificate.
Also on file, and not a gate
- Business registration
Business registration is collected and verified too, and it sits on file rather than deciding a proposal.
- W-9
A W-9 is collected and verified in the same review.
This is where an uninsured claim lands.
When something goes wrong on shared property, the deductible and the legal bill look for whoever was covered.
Bring the vendors you already use.
They enroll, an admin verifies and dates their certificate, and their own invoice arrives in the same view as the rest. Verification is in every plan, the free one included.
Run a service company? Join HOAcrew for free.