HOAcrew
How It Works

Everything in
One Place.

Every vendor’s certificate, schedule, visit and invoice on one screen your board controls. Open a COI and read its expiration date. See who is coming Tuesday. Check what a crew did before you pay for it.

COI & insurancePhoto proofEvery invoice, one viewSet schedules
See the DashboardJoin for free
Aerial of an HOA community — clubhouse, resort pool, pond, tennis and pickleball courts, and homes

Insurance

Renewal window

Vendor Status

All vendors verified

This month

4 vendors · one view

The flow

How it works, step by step.

Five stages, and the community makes the call at every one of them. You post the scope, you pick the proposal, you contract the vendor, you pay each invoice.

1

Step 01

Post the scope. Read the proposals.

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

Bring your own vendor
2

Step 02

Their credentials are checked before they can bid

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

3

Step 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 check-in photos, arrival and departure stamped by the server, and a plain-English summary. You are not taking anyone’s word for it.

4

Step 04

Everything lands in one place

One login for every service, every schedule, every report, and every vendor’s own invoice in one consolidated view on standardized terms. When a board member asks what a vendor did in June, the answer is on the screen instead of in somebody’s inbox.

5

Step 05

A vendor falls short? You are not stuck with them

Give notice, post the work for new bids, 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 — you are not starting from a blank page, and nobody picks for you.

in as little as 10 business days
What it holds

Everything a board needs, in one dashboard.

Four things, each of them a screen your board opens rather than an email it waits for.

Every document, with its expiration date on it

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

One calendar, every vendor 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

The difference

The same six vendors, legible.

Same row, two answers. The board keeps the vendors and the decision; what changes is what it can see.

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 closes bidding Your community sets the coverage limits it requires — often the number its own insurer or lender asks for — and a vendor whose recorded cover falls below one of them cannot bid on your work until it is raised.

Your community

This is your community, on one record.

Pool, lawn, porter, staffing — four trades, one record of what each one did and when.

Map your community
Already have a vendor?

Love your current vendor? 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 view as every other vendor’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 vendor
  • Their COI on file, verified, with its expiry date
  • Their invoice, in the same view as the rest
  • Insurance held to a stated renewal window