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HOAcrew pricing

Asking for proposals costs nothing, and it always will.

HOAcrew™, a VendoRFP platform, costs a community nothing. RFP Generator is free for buyers, and Proposal Generator comes with every vendor plan.

Get startedSubmit application as vendor

A divided residential entrance avenue with a planted median between two carriageways under mature oaks

HOAcrew, a VendoRFP platform

A community, its board and its manager pay nothing.

HOAcrew holds a community’s requests, proposals, contracts, schedules and invoices. 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 vendors doing the work invoice it directly.

Asking for proposals

Free

Everything — credentialing, proposals, contracting, scheduling, invoicing, the map, the reminders and the exports.

Roster Watch · included in HOAcrew

Free, on every account

Every company on this list gets a scheduled quarterly re-check, with a filed record of what it found each time — so a certificate that lapses quietly between jobs still reaches you. This runs at no charge, for as long as the account is open.

What a re-check tells you

  • Coverage has run out
  • Runs out this week
  • In date
Get started

VendoRFP is taking on its first customers, and our team reads every application.

Line items

The tools, and what they cost.

What a buyer pays

Requests, invitations, compare, vote, awardFree
Sites on the accountFree at any number
People on the accountFree at any number
Expiration alerts on the companies you useFree — and a fresh credential snapshot each time one submits to you
Background screensA screen you order (criminal, motor-vehicle, county, business-entity) bills at the provider’s own cost, listed line by line, plus $9 handling for the order. You decide whether to run one, and when.
Vendor invoicesYour vendor is paid the figure you contracted, in full; sales tax is its own line, and so is card processing when you pay by credit card
  • General liability
  • Workers’ compensation
  • The trade credential

The tools you get

Your mapEvery amenity is named, with its service record underneath.
Requests & RFPsDrop a pin, attach your document, publish once.
Proposal compareEvery proposal in the same rows, side by side.
Board votingPer-member links; the count files itself at close.
SchedulingYour vendors’ weeks, visible on your map.
Service reportsTimes, readings and photos, filed from the field.
InvoicingMatched to the contract, paid in full.
COI trackingWarned before anything lapses.
Every one of these has its own page

Put in what you already pay, and see it per home.

A monthly cost and a home count — nothing you type here leaves your browser.

—a home, a monthOpen the full calculator

Your account

What holding several communities costs, month by month

This is the real Membership screen inside HOAcrew, filled in for a board that holds three communities — a board with three pays nothing here, and a board with thirty pays the same. There is no limit on either.

Two accounts

One community or a whole portfolio, the bill is nothing.

A company account holds a whole portfolio on one login, with the tools a management company needs to run it; a board account holds its own.

Free

You run a single community, whether you sit on its board or manage it.

Free

Every community on your account is free, with as many board seats as you need.

  • Every vendor verified before they can propose — the insurance certificate and the trade credential
  • Unlimited proposals, unlimited requests, unlimited records
  • The full map, the full history, and every report a vendor records
  • Seats for every manager and board member, and support from a person
Get started

Enterprise

You hold a portfolio of communities on one company account.

Free

Every community on the company account is free, however many you hold and however many people you put on them.

  • Provision seats in bulk
  • Restrict access to your own email domain
  • Decide what each seat can reach, portfolio-wide
  • Hold communities in more than one state
  • One compliance view across the whole portfolio
Register your company

All 19 of these are in both accounts

  • Your grounds and acreage on a map
  • Vendor credentialing
  • Invite your own vendors
  • Request proposals
  • Put every proposal you received to a board vote
  • Select and contract on VendoRFP
  • Scheduling and dispatch
  • Service requests and messages
  • Service records
  • Rate the company on the visit
  • Time on site
  • Invoicing
  • Automatic invite reminders
  • Insurance-expiration warnings
  • Deadline reminders on a request for proposals
  • CSV exports
  • Accounting export and live sync
  • API access, arranged per contract
  • Manager and board seats

Nothing on a buyer account is billed by the unit — not communities, not seats, not verification, proposals, the vote, the record or the exports.

Community associations · who HOAcrew is for

The same bill for a board, a manager, or a management company

All three get the same bill, and none of them pays for sites, seats, or RFPs. The only thing any of them pays for is a background screen they choose to order.

One community

Run by its board, or by the manager it hires. Free either way, with a seat for everybody who needs one.

Get started

A community manager

One manager, several associations, each with its own RFPs and its own record. Adding the fourth costs what adding the first did.

The manager dashboard

A management company

Running a management company? Your company account holds every community you manage, and holding them costs nothing.

Register your company

What an invoice looks like

Sales tax and credit-card processing are their own lines.

Every company invoices you in its own name, under its own number. All of them land in one place on VendoRFP, and you pay each one to the company that sent it, on the payment details printed on the invoice. It shows as paid on VendoRFP once that company marks it. Each one carries that company’s own line items, at its own prices, and the total it billed.

Roster Watch is free on every account and never appears on an invoice. A screen you order (criminal, motor-vehicle, county, business-entity) bills at the provider’s own cost, listed line by line, plus $9 handling for the order. You decide whether to run one, and when.

Willow Creek HOA · MarchExample

Each of your vendors sends its own invoice, and they all arrive here.

  • Tidewater Pool Care$1,020.00

    INV TP-3318Due Mar 22

    Opened below

  • Ridgeline Grounds Co.$1,840.00

    INV 2291Due Mar 31

  • Cedar Gate Maintenance$1,120.00

    INV CG-0417Due Apr 7

Each company keeps its own invoice, its own numbering and its own due date. You pay them one at a time, to the company that issued each one.

Tidewater Pool Care · INV TP-3318

What the community is charged

An example invoice for one service in one month. Pool care, March is one service line of $1,020.00, the price this company set and the amount it is paid. Sales tax is charged on the service as its own line. VendoRFP charges your account nothing, at any number of communities. There is no subscription line to be billed separately, and none on this invoice.
Pool care, MarchThe company's own line items for the work, at its own prices, summed.$1,020.00
Sales tax (FL 6%)Rate verified from an example association tax profile.$61.20
Amount due, before you choose how to pay$1,081.20

Credit card processing, only on a credit card payment

You pay the company that issued this invoice directly, on the payment details printed on it.

Not on that invoiceYour HOAcrew account · Free, at any number of communitiesVendoRFP charges nothing, at any number of communities on the account.

An example month. Prices shown are examples.

Getting proposals

Vendors send in proposals.

Whoever holds your account, your board or the manager working for it, picks one from what arrives — in full, side by side. The contract is between that community and that vendor, signed by a board member or by the community manager.

Example · one RFP, four answers

One scope for twice-weekly pool care at a 214-home community drew four proposals from insurance-current vendors, ranging from $980 to $1,150 a month. The community selected Tidewater Pool Care at $1,020 a month, for twice-weekly service with quarterly filter service included. That was not the lowest price, and the community contracted with them directly. Sales tax is its own line on the invoice, and paying by credit card adds a card-processing line.

You publish the RFP

Pool care: twice weekly, May to September

Willow Creek HOA · 214 homes · posted Mar 3

Insured vendors send proposalsin arrival order

  • Blue Harbor Pool Service

    Twice weekly, chemistry recorded each visit

    Insurance current

    $980.00

    per month

  • Marlin Aquatics Group

    Twice weekly plus a Saturday check in season

    Insurance current

    $1,150.00

    per month

  • Tidewater Pool Care

    Twice weekly, quarterly filter service included

    Insurance current

    $1,020.00

    per month

    You picked this one

  • Sandpiper Aquatic Services

    Twice weekly, weekend staffing in July and August

    Insurance current

    $1,085.00

    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.

Before you commit

You can open an account without a card, and never need to add one.

Opening an account takes an email address. 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.

Card on fileNone. Nothing on this page ever asks for one
Minimum termNone — month to month. Start it in March, stop it in April
Setup & supportNo charge, either way
Payment dueNet 30 days from invoice date, or the date a company’s own invoice states
Your recordExportable whenever you want it

Every company on this list gets a scheduled quarterly re-check, with a filed record of what it found each time — so a certificate that lapses quietly between jobs still reaches you. This runs at no charge, for as long as the account is open.

Pricing questions

Answered in a line each.

Is the free plan cut down?
No. Every feature is in it, at any number of sites and any number of seats.
How do the rest of my board get in?
Whoever holds the community’s account issues them a seat from Board Seats in the dashboard: their email, a tick against what they may see, and a link they sign in with. They reach the work orders, the schedule, the proposals and the votes, while the invoices and the settings stay with you. Extra seats are free, however many you issue.
Why is every community free?
Because there is no meter behind it. Every community you hold is free, at any size, and every feature is switched on from the first one.
What sets the service price?
The proposal your community accepted. The vendor sets that figure, or, before any proposal arrives, HOAcrew estimates one from your address: the acreage, buildings and amenities our map finds there. Either way, what the vendor doing the work invoices and is paid is the accepted proposal, in full.
What does Roster Watch do?
Every vendor on the list you name gets its insurance re-checked four times a year, whether or not it has sent you a proposal lately. It runs free, on every account, for as long as it is open.
Do I have to sign up to see a number?
No. The calculator gives an estimate range for your address, and you need an account only to send your RFP out to insured vendors.

Open the calculator

What if there is no lawn or grounds to map?
The map covers whatever your address has — a courtyard, a parking level, a single entrance, or no outdoor common area at all. Acreage only sets the landscaping price, because that is what the trade bills by; pool, porter and staffing proposals are priced the same way for every address, lawn or none. A single building on one lot is still a community here.
Compare all three

Vendors on HOAcrew

Joining and sending proposals are free, on every plan.

The verified badge is earned by your own insurance and license, on every plan, and it is never for sale.

On the free plan, today: joining, unlimited proposals, and the verified badge once a person has checked your file.

VendoRFP Pro is $29/mo: your logo and colors on your documents, and no VendoRFP mark; see when a proposal was opened; saved rates and reusable templates. Team is $49/mo: everything in Pro, and a larger monthly credit allowance than Pro. Enterprise is by contract. VendoRFP Pro and Team are not open yet. Everything above on the free plan works today, the badge included; these prices are what the paid plans will cost when they open.

Billed by VendoRFP Inc.

Vendor pricing, in full

RFP Generator · for buyers

Free for the people asking for proposals.

RFP Generator is the map that sizes an address and the builder that turns it into a request for proposals, insurance limits included. VendoRFP charges a buyer nothing for any of it.

An estimate on the mapFree, and no account needed
Building and publishing an RFPFree, with a VendoRFP account
Reading, comparing and awarding what comes backFree
How many addresses or RFPsAs many as you need, free

The vendor you award invoices the work at the price it proposed.

How RFP Generator worksGet an estimate

Proposal Generator · for vendors

Part of every vendor plan, never sold on its own.

Proposal Generator is where a vendor writes and sends a proposal, with an AI draft of the cover note when it wants one. It comes with every vendor plan, Free included; VendoRFP bills the paid plans.

Sending a proposal0 credits, on every plan, forever
An AI draft (“Draft it”)25 credits ($0.25) a draft on the free plan once paid plans open; included on VendoRFP Pro and Team. Not charged today: every draft is free while paid plans are closed

Billed by VendoRFP Inc. Each credit is one cent; the whole credit menu is on the vendor pricing page.

Vendor plans and the credit menuHow Proposal Generator works

See your community’s own number.

Enter the address and get an estimate range in a couple of minutes. No signup.

Get your estimateHow the estimate is sized

Run a service company? Join VendoRFP for free.