The work that happens once, and still needs a record.
A wall gets rebuilt. A retention pond gets dredged. A gate motor dies in February. These are one-off contracts rather than standing services — and they are exactly the ones a community later cannot find the paperwork for.
What a one-off contract usually is
None of these runs on an RFP. All of them leave a record.
Masonry & hardscape
Walls, columns, entrance features, paver repair.
Ponds & water features
Retention pond banks, fountains, aeration, algae.
Fencing & gates
Perimeter fence runs, gate hardware, access panels.
Pressure washing
Sidewalks, entry monuments, clubhouse elevations.
Locksmith & access
Amenity door hardware, rekeys, fob systems.
Anything else one-off
A contract that happens once and still needs a record.
Bring the company you already use.
Your board picks the company, the same way it does for anything else. What changes is where the paperwork goes afterwards.
- 01Send them a personal enrol link
The mason your community has used for nine years gets their own link and goes through the same vetting as every other company on the platform. Nobody has to switch companies to get the record.
- 02Their certificate is held to the same window
Each vendor’s insurance and trade credentials are verified and stored with their expiry dates. When a renewal window closes, they stop being able to bid for or be awarded work at your community until the document is current.
- 03The work lands in its own wing
Your console has a page for each standing service and one more for everything else. A one-off contract goes there with its visits, its photographs and its dates, instead of into an inbox.
- 04Their invoice lands where the rest do
They issue their own invoice under their own brand and numbering, and it appears in the same consolidated view as your standing vendors, on the same terms. You pay it to the company that issued it, on the remittance details printed on it, and recording the payment settles it in that view.
A page for each of the four, and one more for the rest.
The last one is defined as whatever the four did not claim, so a trade nobody anticipated still has somewhere to go.
Standing services get proposals. One-offs get a record.
Pool cleaning, landscaping, porter work and amenity staffing are the four HOAcrew builds an RFP for: you map the community, publish the scope, and vetted companies submit priced proposals you compare and choose between. Specialty work runs the other way round — you choose the company first, and the platform holds the contract, the credentials, the visits and the bill.