HOAcrew™ by VendoRFP · Pool cleaning
A clean pool every week. Chlorine and pH logged every visit.
Publish the scope once and insured pool vendors send back priced proposals.
Example community · real satellite imagery
What comes back
See what your pool vendor records after every visit.
On this visit the tech logged free chlorine at 0.6 ppm, below the normal band of 1 to 4 ppm, and your dashboard flagged it as soon as the reading was saved.
Cypress Pool Service
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
What it costs
Publishing a pool cleaning RFP costs nothing.
VendoRFP charges nothing to ask for work, compare what comes back and award it, however many communities and however many people you put on the account.
| A logbook in the pump room | On HOAcrew | |
|---|---|---|
| Who can read Thursday’s chlorine? | Whoever opens the binder | Your board, from its dashboard |
| A low chlorine reading | Noted, if noted | Flagged, and stored as read |
| Proof the visit happened | Not kept | A photo on every visit |
| Insurance checked | At signing, if then | Before a vendor can propose |
| Who picked the vendor | Whoever called back first | You, from written proposals |
| Where the invoices land | Whichever inbox they hit | Every invoice in one place |
At a self-managed community, this is a logbook in the pump room. Each vendor bills you separately, and you pay each one. They all land here, so nothing has to be chased through email.
For the attendants who run a pool deck and the community managers they report to: Pool Check-in Early access
Before you bring it to the board
What boards ask us first.
What does HOAcrew replace?
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.
Five tools become oneWho holds the contract?
You do. You read the proposals side by side, pick one, and sign with that vendor yourself.
What happens when a company’s insurance lapses?
Your board gets an email fourteen days before the date, and again if it lapses. From the day it lapses, that vendor cannot submit proposals at your community until the document is current.
Insurance verified, and tracked throughoutHow does the board vote on a proposal?
From the dashboard. Put the proposals to a vote and every board member gets their own link. Nobody has to create an account. The tally and the record are there when it closes.
Do we have to switch vendors?
No. Invite the vendor you already use. They get an account, upload their COI, and their visits get documented like everyone else’s.
What does it cost the association?
Nothing to publish an RFP or collect proposals. VendoRFP charges nothing to ask for work, compare what comes back and award it, however many communities and however many people you put on the account. The price a vendor proposed is the price you pay that vendor. Sales tax is its own line, and paying by credit card adds a card-processing line.
Can the manager run it instead of the board?
Yes. Managers get their own role across every community they run, with per-community permissions for board members. Read-only is one of them.
What do the vendors get out of it?
One worklist, an employee app for check-ins and photo proof, and their own invoicing.
Run a service company? Join VendoRFP for free.