Track vendors and insurance certificates
The vendor list keeps every company the association hires in one place: contact, service, contract dates and the date their insurance certificate (COI) expires. The dates go on your compliance calendar and the board is emailed before they run out.
1. Add a vendor
Open HOA → More → Vendors and choose Add vendor. A name and an email are required; the email is needed because each vendor is also a contact you can write to. Add the service (landscaping, plumbing, pool…), a contact person, phone and notes.
2. Insurance certificates and contracts
- COI expiry: the date the vendor's liability insurance certificate runs out. Ask vendors for a current certificate naming the association before they start work.
- Contract end: when the agreement ends or renews, so an auto-renewal doesn't surprise you.
Each date becomes a deadline on the Compliance calendar and the board is reminded 14 days ahead. Change the date when a new certificate arrives and the deadline moves with it.
3. Filters and status
- Active vendors you use now. Needs attention shows expired or soon-to-expire certificates and contracts. Inactive vendors keep their history but drop off the calendar.
- Use Mark inactive instead of deleting when you stop using a vendor. Deleting removes the vendor for good.
4. Hand it to the next board
Use CSV or Print for a vendor directory to pass on. Reviewing the vendor list is also part of the handover checklist when an office changes hands.