Better Vendor Coordination Starts with the Right Tools
HOA boards manage a wide range of responsibilities, from homeowner requests and budget planning to architectural approvals and vendor coordination. Whether you’re a self-managed townhome community or a board-led single-family development, keeping projects on track with landscapers, roofers, and other vendors requires purpose-built tools, and time-saving workflows to keep your community running smoothly.
That’s why having the right tools in place can make all the difference.
Make Vendor Collaboration Easier for Everyone
Coordinating with vendors gets complicated fast without the modern systems in place. Common issues include:
- Scattered emails and outdated spreadsheets
- No central place for documents, timelines, or updates
- Missed deadlines or duplicated efforts
- Confusion over who is responsible for what
- Limited visibility for board members and homeowners
When vendor communication is clear and centralized, everything runs more smoothly. With the correct tools in place, boards can keep projects moving forward with less back and forth and fewer delays, creating a better experience for the board, the vendors, and the entire community.
How ManageHOA Simplifies Vendor Communication for Board-Led HOAs
ManageHOA by BuildingLink was built specifically for HOA communities like yours, not repurposed from condo software. Backed by 25 years of innovation in residential management technology, it’s designed to work the way modern HOAs operate today, whether you’re overseeing 50 homes or 1,500.
With ManageHOA, board-led communities can:
- Centralize all vendor activity in one dashboard, accessible to the full board
- Assign and track tasks by vendor or project, with visible deadlines and file uploads
- Streamline communication through in-platform messaging and update notifications
- Log architectural approvals and violation corrections alongside vendor timelines
- Maintain transparency for board members and homeowners alike
- Integrate with any accounting system, whether you use QuickBooks or a full-service partner
Whether it’s ongoing lawn care or a major roof replacement, ManageHOA keeps everything on track.
Vendor Coordination Checklist for Board-Led HOAs
Use this checklist to evaluate how well your current tools are serving your vendor process.
|
Task |
In Place? |
|
Central location for storing vendor contracts and proposals |
Y / N |
|
Task tracker to assign responsibilities and deadlines |
Y / N |
|
Real-time updates from vendors |
Y / N |
|
Alerts or reminders for scheduled vendor services |
Y / N |
|
Communication log between board and vendors |
Y / N |
|
Documentation of vendor-completed work tied to property records |
Y / N |
If you’re checking “no” on more than 2, it’s time to rethink your system.
ManageHOA is Built to Work with Any Vendor Setup
Whether your board works directly with vendors or partners with a property management consultant, ManageHOA is designed to support and enhance your existing structure.
You won’t need to replace your accounting system or completely change your process. The platform is flexible, board-friendly, and built to align with the way you already operate.
Ready to Simplify Your Vendor Coordination?
Don’t let your vendor process drag down your board. ManageHOA helps you speed up approvals, maintain oversight, and keep communication clear across the board.
