1. Acceptance of Terms
By accessing or using HOAcrew, you agree to be bound by these Terms of Service. HOAcrew operates a software platform on which community associations and service vendors contract with each other directly. The association is the principal in every service contract it signs here. HOAcrew is not a party to it.
2. Service Description
HOAcrew licenses a platform to community associations, their managers, and service vendors. Vendors submit proposals. The association compares them, selects a vendor, and contracts with that vendor. HOAcrew is not a party to that contract, does not perform, direct, schedule or supervise the work, and no vendor is an employee, agent or subcontractor of HOAcrew. What the platform supplies is the instrument the association uses to run that relationship itself: the published scope, side-by-side proposals, verification of vendor credentials, standardized contract terms, every vendor's own invoice in one place, the service record.
Each vendor issues its own invoice. All of those invoices appear in one place, and the community pays each vendor separately. HOAcrew adds no margin, markup or commission to a vendor's invoice: the amount the vendor billed is the amount the community owes, and it is paid to that vendor in full, less only a quick-payout charge where the vendor elects one, as stated below. Each vendor sets its own price and its own scope. HOAcrew standardizes the terms those invoices are issued on, not the amounts on them. Sales tax and payment-processing fees are separate line items on the invoice and are never folded into the price of the work.
Each community is billed a subscription of $25.00/month after the association's first community, which is free. Every community, free or paid, includes one manager seat and one board-member seat.
HOAcrew's vendor-side fees are an approval fee and an optional subscription. The approval fee is $49.00 per year for each management company a vendor is approved with; it is charged when the application is reviewed and is not refundable, the vendor has 30 days to resolve any item that review raises, and a decision follows in approximately 2 business days once the file is complete. The HOAcrew+ subscription is optional, and costs $38.00 per month or $418.00 for twelve months paid annually (one month free).
Within the travel radius the vendor sets on its own registered yards, approval carries the RFP marketplace and the first 5 requests for proposal a vendor OPENS — opening a listing is what discloses the community and the particulars of its request, and is the act that consumes one, whether or not the vendor goes on to submit a proposal. The HOAcrew+ subscription makes RFP openings unlimited on every management company the vendor is approved with and removes that distance condition, and it unlocks the HOAcrew proposal request form for the vendor's own website, the HOAcrew app for the vendor's employees, and the HOAcrew+ Vendor badge. A subscription runs to the end of the term that was paid for: cancelling does not shorten a term already bought, and the term does not end early because a renewal is declined.
Payment processing is charged by Stripe, is separate from every HOAcrew fee, and is shown to the community as its own line item on the invoice. On a bank transfer (ACH) it is 0.8% of the amount due capped at $5.00, which is Stripe's ACH price passed through at cost. On a credit or debit card it is capped at 3% of the amount due, with HOAcrew absorbing any part of Stripe's 2.9% plus $0.30 card cost above that cap. There is no processing line at all where a state prohibits card surcharges. On a check or mailed payment there is none. Where a vendor elects a quick payout instead of the standard schedule, $35.00 plus 3% of the amount drawn applies to that draw. That is an HOAcrew fee and not a payment-processing fee.
Every invoice is issued, sent and tracked here, and each one is paid to the company that issued it, using the payment details printed on the invoice. Paying by card or bank inside HOAcrew is not switched on yet. The prices above are what each way to pay costs once it is.
3. User Accounts
You are responsible for maintaining the security of your account credentials. Community managers are responsible for actions taken under their accounts. Vendors must keep the documents their trades require current and on file with HOAcrew, and must keep a valid certificate of insurance on the record. Three documents before a company can propose — general liability, workers’ compensation, and the credential its own trade requires. The trade credential is a CPO card for pool, auto liability for landscaping and a background check for porter and amenity staffing. Business registration is collected and verified too, and it sits on file rather than deciding a proposal. A W-9 is collected and verified in the same review. The coverage limits a vendor has to meet are set by each association, or by that association's own insurer or lender. HOAcrew verifies each document and reads what the certificate itself says. Every expiration date is held against the limits that association set.
4. Payment Terms
Each vendor invoices the association monthly for services rendered, and every one of those invoices appears in the association's dashboard on the standardized terms described in section 2. Payment is due within 30 days of invoice date. Each invoice is paid in full to the vendor that issued it, using the payment details printed on that invoice. The payment is then recorded against that invoice on HOAcrew. No payment-processing charge is added to it, and HOAcrew withholds nothing from it. The rates in section 2 apply to a payment taken through HOAcrew, on the terms stated there.
5. Vendor Swap Policy
If a vendor fails a compliance check, or the association determines the vendor is not meeting the agreed scope, the association may reopen that scope to other vetted vendors on the platform. The association gives notice, posts the work for new proposals, and can be under contract with a replacement in as little as 10 business days, at no additional HOAcrew cost. The association compares the proposals, selects the replacement vendor, and contracts with it; ending the original engagement is governed by the association's own contract with that vendor.
6. Anti-Disintermediation
Communications and contracting between an association and a vendor introduced through HOAcrew must run on the platform, so that what was scoped, agreed, delivered and paid stays on file and neither side has to argue it from memory. Moving a relationship that began here off the platform is prohibited during your HOAcrew platform agreement and for 12 months after it terminates.
7. Limitation of Liability
The contract for any service is between the association and the vendor. HOAcrew does not perform the work, does not control how or when it is performed, and is not liable for its quality, timing or safety. The association enforces its own contract, and the platform is where the evidence for doing so sits:
- the scope it published;
- the proposal it accepted;
- the standardized terms;
- the proof-of-work photos and readings recorded against each visit;
- the messages on the record; and
- the full payment history.
All of it is retrievable by the association at any time, and exportable on the terms set out in section 8. Our total liability shall not exceed the fees paid to HOAcrew in the 12 months preceding any claim.
8. Term, Cancellation and Your Records
The HOAcrew subscription runs month to month. There is no minimum term, no annual commitment, no setup or start-up charge, and no fee for canceling. An association may cancel at any time by writing to billing@hoacrew.com. The cancellation takes effect at the end of the month already paid for, the account stays usable until then, and nothing further is charged. Subscription amounts already paid are not refunded pro rata. Canceling the HOAcrew subscription does not end any contract the association has signed with a vendor. Those are the association's own agreements and are ended on their own terms.
Your records are yours. For as long as the account is open, and for 60 days after a cancellation takes effect, the association is entitled to its full record at no charge:
- every published scope;
- every proposal received;
- the contracts;
- the service reports and their photographs;
- the compliance documents and their dates; and
- the complete invoice and payment history.
The invoice and payment history downloads from the dashboard itself, in CSV and in the accounting export format. The remaining records are supplied on written request to legal@hoacrew.com, in a machine-readable format, within fourteen days. Removing a community from the account stops that community being billed from the following month. The same entitlement covers its record for the same 60 days.
9. Contact
For questions about these terms, contact legal@hoacrew.com. For billing and cancellation, contact billing@hoacrew.com.