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Project management · HOA & community associations

HOA Vendor Oversight: Every Contract, Every Community, and Proof Each Vendor Is Covered

Oversight is knowing, for every vendor contract the association holds, who the vendor is, how long the contract runs, and whether they are still licensed and insured for all of it. Put each vendor on the associations and contracts they serve, give every contract its dates, and walk into the board meeting with the answer rather than a promise to check.

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One vendor list, a view for every board

Whether you manage thirty associations or sit on the board of one, the grouping is the same: the community, the work, and the vendors doing it. This page covers the grouping; for the tracking itself — every vendor's COI, license and W-9 — see HOA vendor management.

1

Add each community — or each project

A management company adds every association it manages, open-ended. A self-managed association adds its reserve projects, each with a start and an end.

2

Assign the vendors the board is paying for

Landscaping, pool service, gate and access control, snow removal, the roofer on the reserve project. A vendor serving several communities is one record on each, and their page lists every one.

3

Know each community's status before the board asks

Every community is Compliant, Non-Compliant or has no vendors yet, and the dashboard counts each. A reserve project with no vendor on it is the one still waiting on the contract award.

Rename projects to Communities or Associations, and contractors to Vendors, on the Appearance tab in Settings.

HOA vendor contract management — the proof side

A landscaping contract signed in April is only as good as the certificate behind it in August. The contract says what the vendor will do; oversight is making sure they stay qualified to do it for as long as it runs.

Every contract with its term

The annual landscaping contract, the pool season, the snow-removal season, the clubhouse roof from the reserve study — each an entry with its start and end dates and the vendor holding it. When the term ends it drops off, and the record stays.

The signed agreement on file

Require the vendor service agreement from every vendor — Starter and up — or only on the contracts that need it, and it is asked for on the vendor's upload link until a signed copy arrives. A bond or a contract addendum can be the association's own document type on Pro.

Covered for the whole term

Insurance and licenses are checked against the association's requirements the day they arrive, and every renewal inside the contract's term is on the compliance calendar and chased before it lapses.

A record of vendor accountability

Every upload is timestamped in the activity log, every red badge carries a Why?, and every association has a report. When a director asks how the board knows the tree service is insured, that is the answer.

What it does not do: bids, pricing, scope of work, invoices or renewal negotiations — those stay in the association's accounting or management software. TrackMyVendor tracks whether the vendor holding each contract is licensed, insured and documented while it runs.

Seasons, reserve projects and annual contracts

An association's work runs on its own calendar — the snow season, the summer pool contract, the reserve project the board approved in the spring. Give each its dates.

What lapses during the season

The compliance calendar shows every vendor's certificate and license renewal by month. Read it against the snow season or the roof project and you know whose COI lapses before the work is finished — and on Starter and up, subscribe it into the calendar your office already runs.

Finished work drops off

When the project or season's end date passes, its requirements stop counting on the vendor and it leaves the Action Queue — so last winter's plow contractor is not red all summer.

Each board's requirements, on its own community

One board wants a $2M minimum and the association named as additional insured; the next is happy with your standard. Put each board's requirements on its community and every vendor serving it is checked against them. HOA vendor requirements by association.

On the community

Each vendor graded against that board's requirements, with the gap in plain words.

On the vendor's badge

Short for one board means red on the roster, with the community named under Why?.

In the Action Queue

A section per community for what its board asks over and above your standard.

A vendor report for the board packet

Export one community's report — a dated PDF of every vendor serving it and their status — and put it in the packet for the next board meeting, or send it to the association's insurance agent at the master policy renewal. It shows that community and nothing else. About compliance reports.

Project tracking in other industries

General contractors

Subs by job

Which subs are on which job, from mobilization to closeout, and who is cleared on each.

See how it works → Compliance rules Industry overview

Property managers

Vendors by property

The vendors servicing each property in the portfolio, and a report for each owner.

See how it works → Compliance rules Industry overview

Private schools

Renters by rental

Each facility rental and summer campus project, with its own dates and its own renters.

See how it works → Compliance rules Industry overview

How grouping works in every industry — dates, assigned contractors, status per project and reports: project-based contractor management.

Simple, transparent pricing

Communities and reserve projects are on Starter and up; board reports and unlimited users for every community manager are on Pro. Start with a 30-day free trial.

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Free

$0
Up to 25 vendors · 1 user

Organize your roster and run COI tracking at zero cost. Free forever, no credit card.

  • ✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
  • ✓50-state license tracking, plus automated license verification against state databases
  • ✓Magic link onboarding — documents arrive through an upload link, no account needed
  • ✓Document vault — contracts, licenses, W-9s and insurance, filed by category
  • ✓Weekly compliance digest — a summary email of upcoming expirations
  • ✓Timestamped audit trail — the full history of every certificate
  • –Renewal reminders are sent by you — one click emails the upload link
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Starter

$39/mo
Unlimited vendors · 2 users

Flat, predictable pricing for active general contractors and property managers.

  • ✓Everything in Free
  • ✓Unlimited vendors — no per-record fees and no 25-record ceiling
  • ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the vendor
  • ✓Projects & job sites — group vendors by job, with per-project coverage rules
  • ✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
  • ✓Bulk roster import — from a CSV or a certificate archive
  • ✓2 user seats — invite a second team member or coordinator
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Pro

$59/mo
Unlimited vendors · Unlimited users

Full automation, endorsement checks and integrations for growing teams.

  • ✓Everything in Starter
  • ✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
  • ✓Unlimited users & roles — access for foremen, office managers and admins
  • ✓QuickBooks & integrations — QuickBooks Online, the API, Zapier, Make, Slack and Teams
  • ✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
  • ✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
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Frequently asked questions

What does HOA vendor oversight involve?
Three things, continuously rather than once: knowing which vendors hold which contracts with the association, having the signed agreement and the proof of insurance and licensing on file, and knowing that proof is still current for as long as each contract runs. The first is a list; the last two are what lapse between board meetings, and what this is built to keep current.
We manage 30 associations. How do we keep each one's vendors separate?
Create each association — rename projects to Communities or Associations in Settings — and assign the vendors who serve it. Each community's page lists its vendors and their status; each vendor's page lists every community they serve. The landscaper on twelve communities is one vendor record on twelve communities.
We are a self-managed association. Is this useful with one community?
Yes, for the projects. The clubhouse roof, the pool resurfacing and the private-road repaving from the reserve study can each be an entry with its own dates and its own contractor, so the board sees who is doing each project and whether they are covered for it.
Can we track seasonal contracts like snow removal?
Give the season its dates — November to March — and assign the plow contractor. When the end date passes, the season's requirements stop counting on them until you set up next winter.
What do we bring to the board meeting?
A PDF report for the association: every vendor serving it, their status and the date the report was run. It answers the director who asks whether the tree service is insured, and it goes in the board packet or to the insurance agent at the master policy renewal.
Can each association have its own vendor requirements?
Yes. Each community can carry its board's own coverage minimums and document list on top of your company's standard. See HOA vendor requirements by association for how that works.
Can every community manager on our team sign in?
Pro includes unlimited users, so every community association manager can check their own communities' vendors before approving an invoice or a proposal.

Walk into every board meeting with the answer

Vendors by community, reserve projects with dates, and a report for the board packet.

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Plans & Pricing

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