1. Acceptance of Terms
By accessing or using VendoRFP, you agree to be bound by these Terms of Service. VendoRFP operates a software platform on which a customer organization and service vendors contract with each other directly. In these Terms, the Customer means the organization buying the work — a community association, a property owner, or any other buyer. The Customer is the principal in every service contract it signs here. VendoRFP is not a party to it.
HOAcrew, Proposal Generator and RFP Generator are products of VendoRFP, not separate companies. Whichever you use, these terms are with VendoRFP Inc., a Delaware corporation.
2. Service Description
VendoRFP licenses a platform to Customers, their managers, and service vendors. Vendors submit proposals. The Customer compares them, selects a vendor, and contracts with that vendor. VendoRFP 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 VendoRFP. What the platform supplies is the instrument the Customer 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 Customer pays each vendor separately. VendoRFP adds no margin, markup or commission to a vendor's invoice: the amount the vendor billed is the amount the Customer 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, its own scope and its own payment terms. Sales tax is a separate line item on the invoice and is never folded into the price of the work. A payment by credit card also carries a card-processing charge, shown before the payment is made, as stated below.
Where the Customer is a community association, VendoRFP charges the Customer nothing, at any number of communities the Customer holds. Every community includes unlimited manager and board-member seats, at no charge.
Images on our sites. Some photos and images on our websites are generated or modified with AI tools. They illustrate how our products are used and do not show real customers, staff or vendors.
VendoRFP charges vendors nothing to join, nothing to be listed, and nothing per management company it works with. A complete file is answered within 2 business days, and the vendor then has 30 days to resolve anything that review raises. A vendor may elect a paid subscription instead — VendoRFP Pro at $29/mo or $290/yr, or VendoRFP Team at $49/mo or $490/yr — or VendoRFP Enterprise, which carries no published price and is arranged directly. 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.
What a paid subscription buys, at either tier:
- Your logo and colors on your documents, and no VendoRFP mark
- See when a proposal was opened
- Saved rates and reusable templates
- On VendoRFP Team, a larger monthly credit allowance than VendoRFP Pro.
It does not verify your insurance or your license — a person reads those, and that is free, and it does not change what a buyer is told about you. What a vendor agrees to when it answers a specific request for proposals is a separate document, the proposal terms.
Within the travel radius the vendor sets on the service areas it has registered, the free tier carries every request for proposal a vendor opens — opening a listing is what discloses the community and the particulars of its request, and a vendor may open any number of them at no charge, whether or not a proposal follows, and every proposal it sends is unlimited, delivered and awardable, whether or not the vendor pays for anything. The verified badge — that a vendor's insurance and license are on file and current — costs nothing at any tier and is never for sale: it follows the vendor's own upload of those documents, confirmed by VendoRFP, and it appears the same way beside a free vendor's price as beside a paying one's. A subscription runs to the end of the term that was paid for: canceling does not shorten a term already bought, and the term does not end early because a renewal is declined.
Where the Customer pays an invoice through VendoRFP by credit card, a card-processing charge is added to that payment. It is shown to the Customer, with the total, before the card is charged, and it appears as its own line on the receipt emailed for that payment; the charge is not made without an address to send that receipt to. It is Stripe's card cost on the amount due (2.9% plus $0.30) and never more than 3% of the amount due. VendoRFP takes no percentage of it. No processing charge is added to a payment by debit card, prepaid card or bank transfer (ACH); VendoRFP bears Stripe's cost on those, including Stripe's ACH price of 0.8% capped at $5.00.
There is no card-processing charge where a state prohibits card surcharges, and none on a check or mailed payment. 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 a VendoRFP fee and not a payment-processing fee.
Your invoice goes out in your own name, and the community pays you on the payment details printed on it.
3. User Accounts
You are responsible for maintaining the security of your account credentials. The Customer is responsible for actions taken under its accounts. Vendors must keep the documents their trades require current and on file with VendoRFP, and must keep a valid certificate of insurance on the record.
Before a company can propose: general liability, workers’ compensation, and — in every trade but painting — the credential that trade requires. Credentials vary by trade: a CPO card for pool, auto liability for landscaping, a background check for porter and amenity staffing, a pest license for pest control, an EPA 608 certification for HVAC, an electrical contractor license for electrical work, and nothing beyond the insurance for painting. We verify the business registration and the W-9 before a vendor can open an RFP at all. The registration tells a community which company it would be signing with. The W-9 is the form the community and its management company file their 1099 from at the end of the year.
The coverage limits a vendor has to meet are set by each Customer, or by that Customer's own insurer or lender. VendoRFP verifies each document and reads what the certificate itself says. Every expiration date is held against the limits that Customer set. VendoRFP does not certify that a vendor is insured or that a policy is in force on any given day; a certificate is evidence of coverage on the day it was issued, and the Customer confirms coverage with the vendor's carrier before contracting.
4. Payment Terms
A vendor and a Customer who have contracted through a proposal on VendoRFP may invoice, schedule and collect payment for that work in any lawful way they agree on, on or off the platform. Where a vendor issues an invoice here, it appears in the Customer's dashboard beside every other vendor's invoice, and payment is due on the date that invoice states. VendoRFP charges no fee and applies no penalty for work that is invoiced or paid outside it.
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 VendoRFP. No payment-processing charge is added to it, and VendoRFP withholds nothing from it. The card-processing charge in section 2 applies only to a credit card payment taken through VendoRFP.
5. Vendor Swap Policy
If a vendor fails verification, or the Customer determines the vendor is not meeting the agreed scope, the Customer may reopen that scope to other verified vendors on the platform. The Customer 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 VendoRFP cost. The Customer compares the proposals, selects the replacement vendor, and contracts with it; ending the original engagement is governed by the Customer's own contract with that vendor.
6. The Tools Are Optional
Once a Customer has selected a vendor's proposal, the signed-contract record, invoicing, the visit calendar, proof-of-work reports, messaging and payment collection are available to both of them and each is optional. What is scoped, agreed, delivered and paid on the platform stays on file, and section 7 describes what that record is worth to the Customer. Nothing in these Terms requires a Customer or a vendor to contract, invoice, schedule or pay through VendoRFP, and no fee, penalty or restriction attaches to a relationship that runs, in whole or in part, outside it. Before a contract exists, a vendor reaches a Customer through the platform, on the terms in the proposal terms.
7. Limitation of Liability
The contract for any service is between the Customer and the vendor. VendoRFP 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 Customer enforces its own contract, and the platform is where the evidence for doing so sits:
- the scope it published;
- the proposal it accepted;
- the payment terms on each invoice;
- 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 Customer at any time, and exportable on the terms set out in section 8. Our total liability shall not exceed the fees paid to VendoRFP in the 12 months preceding any claim.
8. Your Account and Your Records
A Customer's VendoRFP account is free, at any number of communities it holds, with unlimited manager and board-member seats at no charge. There is no minimum term and no charge for closing an account. A Customer may close its account at any time by writing to admin@vendorfp.com; closing an account does not end any contract the Customer has already signed with a vendor, and those agreements end only on their own terms.
Your records are yours. For as long as the account is open, and for 60 days after it is closed, the Customer 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 any of the 5 accounting file formats VendoRFP renders. The remaining records are supplied on written request to admin@vendorfp.com, in a machine-readable format, within fourteen days. Where the Customer is a community association, removing a community from the account ends that community’s place in the Customer’s account; its 60-day record entitlement runs from the date of removal, the same as it does on a full account closure.
9. Contact
For questions about these terms, contact admin@vendorfp.com. For billing and cancellation, contact admin@vendorfp.com.