HOAcrewFor Communities
How It Works

Everything in
One Place.

The certificates, schedules, visits, and invoices on one screen your board controls. Open a COI and read its expiration date. See who is coming Tuesday. Check what a vendor did before you pay for it.

Every COI with its expiration datePhotos on the visit recordEvery invoice, one viewEvery company on one calendar
See the DashboardJoin for free
Aerial of a coastal community — tile-roof homes and palms along curving streets around a community pool and clubhouse, the ocean beyond

Insurance

Renewal window

All vendors verified

4

Vendors · one view

How it works

Your board makes the call at every stage.

You post the scope. You pick the proposal. You sign with the vendor. You pay each invoice.

  1. 01

    Post the scope, and read the proposals

    You describe the community and the services you want covered. Vetted, insured local vendors for pool, landscaping, porter, and amenity staffing send priced proposals against that scope, side by side. You pick one and sign with that vendor, or you bring on the vendor you already use.

    Bring your own vendor
  2. 02

    Their credentials are checked before they can propose

    A vendor cannot propose on your work until its general liability, workers’ comp, and trade credential are verified and current. Auto liability is added for the trades that drive on site. Their business license is verified and kept on record alongside. Your community sets the coverage limits it requires, often the number its own insurer or lender asks for. A vendor whose recorded coverage falls below one of them cannot propose on your work until it is raised. Open any of them from your dashboard and read the expiration date yourself, and see each vendor’s limits set against your own.

  3. 03

    The visit comes back with proof attached

    The vendor you contracted services the community on the schedule you agreed. Every visit lands in your dashboard with a photo of the finished work, the photograph taken at check-in whenever the technicians checked in, arrival and departure stamped by the server, and a plain-English summary.

  4. 04

    Everything lands in one place

    One login for every service, every schedule, and every report. The vendors send their own invoices, they all arrive on the same screen, and the terms are the same on every one. When a board member asks what a vendor did in June, the answer is on the screen instead of in somebody’s inbox.

  5. 05

    A vendor falls short? Put the work back out

    Give notice, post the work for new proposals, and you can be under contract with a replacement in as little as 10 business days, at no extra cost. You compare the proposals and contract the next one.

    in as little as 10 business days
What the dashboard holds

The documents, calendars, visits, and exports land in one dashboard.

Your board opens each one instead of emailing somebody for it.

Documents stored with the dates they run out

Contracts, certificates of insurance, W-9s and service records for every vendor, each one carrying the date it runs out.

One calendar with every company on it

Landscaping, pool and porter schedules side by side, so the board can see at a glance who is coming when.

A visit that comes back with photographs

Check-in photos, server-stamped arrival and departure, and a plain-English summary of what was done.

An accounting export for any period

Pull the vendor spend behind any date range straight out of the dashboard and hand it to whoever keeps the books.

Open the dashboard

Against email and paper

You keep the same companies and see them on one screen.

Your board decides who works here. What changes is what it can see without a phone call.

Insurance renewals

Email, paper, six vendorsChased, one vendor at a time
On HOAcrewOn file, with the expiration date

Who is coming Tuesday

Email, paper, six vendorsSix calendars, six people to ask
On HOAcrewOne calendar, every vendor on it

Proof the work happened

Email, paper, six vendorsA phone call, or nothing
On HOAcrewCheck-in photos and a summary

The invoices

Email, paper, six vendorsSix terms, six due dates
On HOAcrewEach vendor’s own, one view

A vendor falls short

Email, paper, six vendorsStart the search again
On HOAcrewReplacement proposals in 10 business days

Who picks the vendor

Email, paper, six vendorsYour board
On HOAcrewYour board

Insurance and trade credentials held to a stated renewal window. A lapse pauses new proposals. Your community sets the coverage limits it requires, often the number its own insurer or lender asks for. A vendor whose recorded coverage falls below one of them cannot propose on your work until it is raised.

Your community

One record holds every company that services your community.

Pool, lawn, porter and staffing. The record shows what each one did and when.

Map your community
Already have someone?

Happy with your pool guy? Keep them.

Invite the pool, lawn, or porter company you already use. They enroll, their insurance certificate is verified and dated on your record, and their own invoice arrives in the same place as every other company’s, on the same terms. The relationship stays yours. What you get is the paperwork behind it, on file and in front of you.

Invite your company
  • Their insurance certificate on file, checked, with the date it runs out
  • Their invoice, in the same place as the rest
  • Insurance held to a stated renewal window

Run a service company? Join HOAcrew for free.