Vet vendors against one standard.
Every property you manage gets the same protection.
One vetting standard, one RFP format and one record per property, across the whole portfolio. The board gets its answer because the answer was captured while the work was happening.
Already have an account? Sign in to the manager console
Straight with you · This is the operator’s console — the vetting, the RFPs, the visits and the invoices, on every community on your list. Your firm has its own door at For Management Companies.
Sample portfolio — illustrative data
Your communities
Willow Bend
214 unitsPoolLandscapingPorterClear4 vendors current · certificates on file to expiration
Pool visit logged Tue 7:12 AM · 6 photos filed
Harborstone
96 unitsPoolStaffingReview bidsPorter RFP · 3 of 5 bids in · closes Friday
Posted Thu 9:04 AM · closes Fri 5:00 PM
Cypress Landing
388 unitsPoolLandscapingPorterStaffingApproveInvoice #1042 · 6 visits, all photo-logged
Submitted Mon 4:18 PM · 3 days in your queue
Marlow Park
132 unitsLandscapingChase certLandscaping vendor · GL certificate expired today
Renewal window open · 30 days before bidding closes
Stonegate
271 unitsPoolPorterClear2 vendors current · 12 visits logged this month
Last visit Wed 6:41 AM · photos on the record
Portfolio, month to date
1,101 units- Visits logged
- 47
- Invoices approved
- 9 of 11
- Vendor RFPs open
- 2
- Vendor spend
- $18,420
Every visit above was photo-logged on site, and every vendor’s insurance was verified before dispatch.
One standard, every property.
Vetting, the ask, the vote and the record — run the same way on every property you hold.
- Vet every vendor against one documented standard
Three documents before a company can bid: general liability, workers’ comp, and the credential its trade requires.
- Standardize the ask: draw the scope on the map
Mold the boundary, pin the service locations, and the RFP carries the ground you drew. Three bidders, one property.
- Take the stack to the board and record the vote
Proposals go to a ballot from the page you are already on. Each member gets their own link; the tally is recorded.
- Order service by dropping a pin
Pick the service, tap the spot on the community map, send it. Vetted vendors propose against it, and you pick.
- Every vendor’s own invoice, in one view
Each vendor keeps issuing its own, on standard terms. You approve, track and pay them in one place.
- The record builds itself, per property
Visit photos and work history under the property they belong to, and an accounting export for any period.
Your whole morning, on one screen.
Everything open on a community, the map you drop a pin on, the money and the seats — in the layout for the manager who would rather not scroll.
HOAcrew · My Community
Willow Creek HOA
1284 Willow Creek Dr
Everything, one screen
Visits completed
38
Open requests
2
Only on the community-manager console
Managing this community
Everything above this line is on both consoles, exactly as drawn. These are the manager’s own operating instruments, added underneath the shared console rather than instead of it — a board member is not missing a screen, and their console is not the smaller one.
Active Work Orders
12
Monthly Spend
$18,940
Work-order completion
92%
Open RFPs
3
Monthly Summary
Mar 2026
$18,940.00
Feb 2026
$16,220.00
Jan 2026
$15,480.00
Every invoice grouped by the month it was issued — a text grid on the manager’s Billing page, not a chart.
A community manager can hold a seat their management company configures. Where that company switches off “See billing and spend” or “See RFPs”, this strip shows a lock and names the switch — never a zero it cannot stand behind.
Request service
Drop a pin where you need it
Adds straight to the board below.
1. What do you need?
Now tap the spot on the map
2. Tell us what’s going on
Algae along the shallow-end steps
Submit request
Filed and timestamped. Vetted vendors propose on it; you pick who does the work.
Your requests
3Broken sprinkler head
With HOAcrew — not yet out to vendorsService request · LandscapingGate light out at clubhouse
Out to vendorsService request · PorterAlgae spot on north steps
DeclinedService request · Pool
All 3 shown
Work Orders
5Pool care — weekly service
CompletedClearwater Pool Care · Mar 12Landscaping — mow & edge
In progressGreen Valley Landscaping · Mar 11Porter — clubhouse round
ApprovedSparkle Porter Co. · Mar 11
Showing 3 of 5 — the rest are on the Work Orders page
Vendors & insurance
4Green Valley Landscaping
Insured & verifiedLandscaping · GL COI · Workers’ compClearwater Pool Care
COI under reviewPool care · GL COI submittedSparkle Porter Co.
No COI on filePorter · Business license
Showing 3 of 4 — the rest are on the Vendors & insurance page
Board votes
3Pool resurfacing — three proposals
OpenMajority of votes cast · 4 of 7 board members have votedLandscaping renewal for 2027
DraftTwo-thirds supermajority · None of 5 board members has voted yetPorter service expansion
ClosedMost votes wins · 6 of 6 board members have voted
All 3 shown
Proposals
3Willow Creek HOA — landscaping
Awaiting the boardReceived Mar 2 · offer holds through Apr 1Willow Creek HOA — pool care
SignedReceived Feb 18 · signed Feb 24 by A. NguyenWillow Creek HOA — porter rounds
expiredReceived Feb 4
All 3 shown
August 2026
Visits, by day
Solid green is a visit that happened. Blue is the agreed plan, drawn forward from today. Dashed amber is a vendor’s proposal — put forward, not agreed, and nobody is due.
Also on this console
InvoicesMessagesYour services
LandscapingPoolStaffingPorterOther ServicesYour communities
Willow Creek HOAStonebridge RanchLakeside CommonsYou belong to 3 communities — pick one to continue. You can switch anytime from the top of the page.
From your first login to a running portfolio.
Four steps, and the third one is the vendors you already have rather than the ones we would introduce.
Create your account
Sign up directly — any manager can — or your company adds your team in bulk. Your seat comes with the community's subscription either way.
Add your communities
Each community gets its own record — documents, vendor certificates, work history, and every visit and invoice under the property.
Standardize your vendors
Bring the vendors you already use under one workflow, and find vetted ones when you have a gap. Every community, one standard.
Run it from one place
Drop a pin to order service, run the RFP, take the stack to a board vote, sign the agreement yourself when the association asks you to, approve each vendor's own invoice, and export the period — per community, in one console.
Every one of them, on the same standard.
Four trades, one workflow, and a record per property that answers the question before the board asks it.
Straight answers.
- Your seat comes with the community, not out of your pocket
$25/mo per community — the first one is free — and it bundles one manager seat and one board seat on the same record.
- It sits alongside your accounting system
HOAcrew is the vendor-operations layer: the RFPs, the invoices, the proof-of-work record. Your accounting or property-management system keeps its own job.
- You do not need your company to go first
Any manager can create an account directly, and bring the vendors they already trust with them.
- A board seat reaches the work, never the billing
A seat exists only because the account holder issues one. Invoices, spend, RFPs and bidding, the GIS tool, the API keys and the community settings are not switches on it.
What should this community cost?
Any community in your portfolio, priced off the common area drawn from its map. No login.
- Common areas drawn off the map — an upper limit on the acreage a lawn bid prices.
- A range here; the itemized proposal unlocks with an account.
- The same engine runs inside the console.
What the acreage covers
Priced by surface, not by door count.
Turf
Common lawn, on a cycle.
Beds
Mulch and the cut edge.
Water
The pool and its deck.
Build Your RFP in Minutes
An RFP is how you ask for proposals. Enter your community address and pick the services you need — vetted vendors price it and submit proposals you review.
Run your communities from one place.
Your company on HOAcrew already? Open the console. If not, create your own account and bring your communities with you.
Looking to join the HOAcrew vendor network instead? Join for free.