HOAcrew™ by VendoRFP · Specialty and one-off work
Masonry, ponds, fencing — the work that happens once.
Bring the vendor you already trust — HOAcrew holds the certificate, the visits and the invoice.
Masonry & hardscape
Walls, columns, entrance features, paver repair.
Ponds & water features
Retention pond banks, fountains, aeration, algae.
Fencing & gates
Perimeter fence runs, gate hardware, access panels.
Pressure washing
Sidewalks, entry monuments, clubhouse elevations.
Locksmith & access
Amenity door hardware, rekeys, fob systems.
Anything else one-off
A contract that happens once and still needs a record.
Real ground
The record holds wherever the work happens.
A wall, a pond bank, a fence run — a one-off job happens on a real property, and the record is filed against that address.
A photo of the finished work
Attached before the visit is recorded as closed.
The certificate that covered it
Verified before the vendor can start, and tracked after.
The invoice, in the same place
Beside every other vendor your community pays.
What comes back
Every one-off contract is filed the same way, whatever the trade.
Bring in a mason or a fencing vendor for one job. Their certificate of insurance (COI), their visits, and their invoice all land alongside your four standing services.
What it costs
Inviting the vendor you already use 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.
Every certificate on file carries its expiration date, and VendoRFP checks those dates twice — when a vendor proposes on your work, and again when you send that vendor out to the community. Chasing a COI stops being your board’s job.
The company issues its own invoice, under its own brand and numbering. It lands beside your standing vendors, in one place. You pay the vendor that issued it, using the payment details printed on the invoice, and it shows as paid here once that company records the payment.
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.