Work order software HOA boards can trust, start to finish
Log a job with priority, location, description, and photos, assign a vendor, and track it through to invoiced and closed.
Every vendor, every job, one file
HOA maintenance software, every vendor and job in one file.
Work order software HOA boards can actually use: a full vendor directory, recurring schedules and COI tracking, all wired straight into Accounting and the Document Vault, so nothing gets tracked twice and nothing falls through the cracks.
Wired to Accounting + Vault
A vendor invoice becomes an accounting bill automatically.
SLA by priority, tracked
COI expiry, flagged early
What you can actually do
The maintenance operation, organized like a real facilities team runs it.
From the moment something breaks to the invoice hitting the books, without a single sticky note.
HOA vendor management directory
Contact info, service category, notes, and compliance documents, all in one searchable record per vendor. That record is the center of HOA vendor management.
COI tracking and W-9 tracking
Certificate of Insurance expiry warnings before they lapse, and W-9s on file for 1099 reporting.
Recurring maintenance schedules
Weekly pool service, annual inspections, whatever repeats follows a recurring maintenance schedule and spawns its own work order on time.
SLA defaults by priority
Emergency, urgent, normal, and low each carry their own response-time expectation, tracked automatically.
Work order templates
Save a common job, like an annual fire extinguisher check, as a template to reuse instead of rebuilding it. Work order software HOA boards use should remember the routine jobs.
Auto-created accounting bills
Attach a vendor invoice to a completed work order, and a payable appears in Accounting automatically. HOA maintenance software should not make anyone type an invoice twice.
Cost & performance reporting
Cost by category, vendor performance over the last 12 months, and SLA compliance, all tracked.
Photo documentation
Require a photo on completion so every job has proof of work, not just a status update. Proof of work is where HOA maintenance software earns its keep.
Every screen, in full
This is the actual module, tab by tab.
Not a highlight reel. Here's every tab your board will actually click on, and exactly what's in it.
Tab 1
Work order software HOA boards run, from pending to invoiced
Every open and recent job, filterable by status and priority.
- Six statuses tracked pending, assigned, in-progress, completed, invoiced, closed.
- Four priority levels emergency, urgent, normal, low, each with its own SLA.
- Assign a vendor, or leave unassigned for jobs the board wants to review before dispatching.
- Attach photos at creation and again on completion, for a documented before-and-after.
Right now
Open work orders6
Overdue (past SLA)1
Emergency priority0
Completed this month9
Tab 2
HOA vendor management, the directory that's always current
Every vendor your association uses, with the documents that keep you covered.
- Full contact profile email, phone, address, and notes, like license number or standard rates.
- COI tracking built in certificate of insurance and W-9 attached right on the vendor record.
- Service category tagging so you can find every landscaper or plumber in one filter.
- Performance visible over time job history and cost, tracked per vendor automatically.
Vendor compliance
Active vendors14
COI expiring soon2
Require valid COI to assignConfigurable
W-9 on fileTracked per vendor
Tab 3
Recurring maintenance schedule, maintenance that schedules itself
Set it once, and the work order shows up on its own.
- Five frequencies weekly, bi-weekly, monthly, quarterly, or annual.
- Auto-creates on next-run date no one has to remember that the pool service is due Tuesday.
- Run due recurring one button force-spawns anything due right now, useful after a schedule change.
- Assign a default vendor optional, so recurring jobs go to the same trusted vendor automatically.
Example schedule
NameWeekly pool service
FrequencyWeekly
PriorityNormal
Next runAuto-calculated
Tab 4
Templates, don't rebuild the same work order twice
Save common jobs once, reuse them whenever they come up again.
- Default title & description pre-filled so creating the work order takes seconds.
- Category & priority preset consistent classification every time this type of job comes up.
- Estimated cost included so budgeting for recurring job types stays predictable.
- Used across recurring schedules too a schedule can spawn work orders straight from a saved template.
Example template
NameAnnual fire extinguisher check
PriorityNormal
Est. costPre-filled
Used byRecurring schedules
Tab 5
Reports, where the money and the SLA compliance actually went
Cost, category, and vendor performance, visible without pulling a spreadsheet together.
- Work orders by status a visual breakdown of what's open, in progress, or closed.
- Cost by category see whether landscaping or plumbing is actually your biggest line item.
- Vendor performance the last 12 months, per vendor, cost and SLA compliance side by side.
- Two CSV exports work orders and vendors, both ready for the board packet.
YTD vendor spend
TotalFrom invoiced work orders
Export formatsCSV, both lists
SLA complianceTracked per priority
Cost breakdownBy category
Tab 6
Settings, the rules behind every job
Service categories, SLA defaults, and the vendor rules that keep the association covered.
- Service categories the dropdown list used on every work order, vendor, and schedule, protected from accidental removal once in use.
- SLA defaults per priority set the hours or days expected for emergency, urgent, normal, and low.
- COI expiry warning window how many days before expiry the board gets warned.
- Require photo on completion toggle whether every closed job needs proof-of-work attached.
SLA defaults
EmergencyHours
UrgentDays
NormalDays
LowDays
Built for volunteer boards, not a facilities department
Nothing about maintenance should live in someone's inbox.
A dropped vendor invoice or an expired COI nobody noticed is exactly the kind of thing that costs an association real money. This module exists so those things surface before they become a problem.
✓
No forgotten recurring maintenance. The recurring maintenance schedule creates its own work order, every time.
✓
Expired insurance, flagged before it's a liability. COI tracking warns ahead of the expiry date, not after.
✓
One invoice, no double entry. Attach it to a work order and the HOA maintenance software hands accounting the bill automatically.
✓
SLA compliance you can actually see. Emergency jobs don't quietly slip past their response window.
Questions boards actually ask
HOA maintenance software, the fine print
Straight answers before you get your board on a call.
Does HOA vendor management replace calling vendors directly?+
No, it organizes the relationship: every vendor's contact info, compliance documents, and job history live in one directory, so the board isn't hunting through email for a phone number. The HOA vendor management directory also records each vendor's insurance.
What is COI tracking and why does it matter?+
A Certificate of Insurance proves a vendor is insured. The module tracks expiry dates and warns the board before a policy lapses, and can require a valid COI on file before a vendor can even be assigned a job.
Does the work order software HOA boards use connect to accounting?+
Yes, if enabled in Settings, attaching a vendor invoice to a completed work order automatically creates the matching bill in Accounting and Budget.
Can maintenance run on a recurring maintenance schedule instead of reactively?+
Yes, recurring schedules auto-create work orders on their next-run date, weekly pool service or annual fire extinguisher checks don't require anyone to remember to log them.
How are priorities and response times handled?+
Each work order gets a priority, emergency, urgent, normal, or low, each with its own SLA default measured in hours or days.
Eleven more modules
Maintenance & Vendors is one part of the portal.
Ready when your board is
See HOA vendor management and SLA rules set up, live.
We'll load your current vendors and recurring maintenance schedule together, plus your COI tracking dates. About 20 minutes, no commitment.