What information can we store for each vendor?

Name, category, contact person, phone, email, website, address, notes, the vendor's insurance expiration date, and a status of Active, Inactive, or Preferred.

Can residents see the vendor list?

Yes. Residents can view the board's vendor directory in their portal, along with any resident-recommended vendors the board has chosen to publish.

Can residents recommend vendors?

Yes. Residents can suggest a vendor from their portal. Suggestions arrive as Pending Review, and the board decides whether to publish or hide each one. Resident-submitted vendors are shown as community recommendations, not board endorsements, unless the board marks a vendor Preferred.

Does CommunityVault pay vendors or track invoices?

No. CommunityVault does not process payments or handle accounting. It keeps vendor contact details and related records organized; use your existing bank or bookkeeping tools for invoices and payments.

Can we get a printable vendor list?

Yes. The Vendor Directory report prints every board vendor with category, contact, phone, and status, and key vendors are included in the Board Handoff Pack for incoming board members.

CommunityVault

HOA vendor management

Every HOA Vendor in One Shared Directory

The landscaper's cell number, the plumber who knows your building, the roofer's insurance date — stop keeping them in one board member's phone. Give your board and residents one vendor directory.

See the Full Demo Start Free Trial

14-day free trial · No credit card required · Cancel anytime

Where HOA vendor information goes to disappear

Contacts on one person's phone

The treasurer has the landscaper's number. The treasurer is on vacation. The sprinkler is flooding the sidewalk.

Insurance dates nobody checks

Certificates of insurance are filed once and forgotten until a vendor is already on site.

Lost history with each vendor

Which roofer did the last repair? Was the snow removal company any good? Nobody wrote it down.

Residents keep asking for referrals

Board members field the same "who do you recommend?" questions over and over.

Unvetted recommendations

A resident posts a contractor in a group chat and it looks like the board endorsed them.

New boards start from zero

When officers change, the vendor relationships and contact list leave with them.

How CommunityVault helps

A vendor directory the whole board can rely on

Board vendor directory

✓Categories for landscaping, snow removal, plumbing, electrical, roofing, legal, insurance, security, cleaning, IT, and more
✓Contact person, phone, email, website, and address for each vendor
✓Notes on past work and how to reach the right person
✓Mark vendors Active, Inactive, or Preferred

Insurance and records

✓Record each vendor's insurance expiration date
✓See the "insured until" date right on the vendor card
✓Store vendor contracts and certificates in the document vault
✓Send vendor quotes to a board vote and track follow-up tasks

Resident recommendations, board-reviewed

✓Residents suggest vendors from their portal
✓Suggestions arrive as Pending Review — nothing is public until the board publishes it
✓Publish or hide each suggestion
✓Resident-submitted vendors are labeled as community recommendations

Shareable and portable

✓Residents can browse the board's vendor list in their portal
✓Search vendors by name or category
✓Print a vendor directory report
✓Key vendors are included in the Board Handoff Pack

CommunityVault is a records, communication, and governance platform. It does not process dues payments or handle accounting.

How it works

Set up your vendor directory

01
Add your vendors
Enter the contractors your association already uses, with contacts and categories.
02
Record insurance dates
Add each vendor's insurance expiration date and upload certificates to the vault.
03
Invite residents
Residents can view the directory and suggest vendors for board review.
04
Hand it on
When the board changes, the directory stays with the association.

FAQ

HOA vendor management FAQ

What information can we store for each vendor?: Name, category, contact person, phone, email, website, address, notes, the vendor's insurance expiration date, and a status of Active, Inactive, or Preferred.
Can residents see the vendor list?: Yes. Residents can view the board's vendor directory in their portal, along with any resident-recommended vendors the board has chosen to publish.
Can residents recommend vendors?: Yes. Residents can suggest a vendor from their portal. Suggestions arrive as Pending Review, and the board decides whether to publish or hide each one. Resident-submitted vendors are shown as community recommendations, not board endorsements, unless the board marks a vendor Preferred.
Does CommunityVault pay vendors or track invoices?: No. CommunityVault does not process payments or handle accounting. It keeps vendor contact details and related records organized; use your existing bank or bookkeeping tools for invoices and payments.
Can we get a printable vendor list?: Yes. The Vendor Directory report prints every board vendor with category, contact, phone, and status, and key vendors are included in the Board Handoff Pack for incoming board members.

HOA board management software Board approval software Board handoff checklist Features

Stop losing your vendors' phone numbers

Explore the interactive demo with sample data, or start your 14-day free trial — no credit card required.