1Create your account
Add your community’s name and address. It is free.
Bring the vendors you already use.
They join for free under their own name.
Create a free account now. We review new accounts before your first request goes out. Import the vendors you already use, your roster. Roster Watch re-checks every company on it each quarter and files a record of what it found. It runs at no charge for as long as the account is open.
You can fill this in before you have an account.
Company
Contact
Phone
Email *
Paste rows from a spreadsheet. Each row needs at least an email.
Create a free accountHow it works
Paste your vendors in above or after you sign in.
2Add your vendors
An email address is all you need for each one.
3They join
Each vendor gets an invitation and uploads its documents. They keep their own prices and invoices.
What changes for your vendors
Nothing about who you hire or what you pay changes. Their certificates, invoices and visit reports move out of your inbox and into HOAcrew™, a VendoRFP platform.
Certificates with their expiration dates
You get a reminder before one expires.
We go through their paperwork before they can propose here
Every company files general liability before it can propose on your community. In every trade but landscaping and painting there is a third: the credential that trade’s own work requires. We read each certificate ourselves and record the date it expires.
The invoices land on one screen instead of one inbox per vendor
They each send their own invoice and you pay each one. Because those invoices land in the same place, whoever closes the books stops rebuilding the month out of a mailbox.
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.
What each trade needs on file
| Pool | CPO certification |
|---|---|
| Landscaping | Insurance, plus a license where your state requires one |
| Porter | Background check |
| Amenity staffing | Background check |
| Pest control | Pest control license |
| HVAC | EPA 608 certification |
| Electrical work | Electrical contractor license |
| Painting | Insurance, plus a license where your state requires one |
These contracts are paid out of assessments — what most owners call their dues. The cost-per-home calculator turns a proposal into a monthly number before budget season, with no account needed.