Stop emailing insurance certificates and W-9s back and forth. Your contractors keep their own profiles, upload their own documents, and submit their own quotes and invoices — and you see every expiry date before it bites you.
Hunting down a current insurance certificate, chasing the W-9, double-checking the license number. Three months later the coverage lapsed, nobody told you, the contractor's on site, and you're hoping nothing happens.
A canonical directory, document-first compliance with expiry warnings, side-by-side bids, year-end tax exports, and a portal your contractors actually fill out — in English or Spanish, from their own phone.
You send an invite; the contractor fills their own business profile, picks their trades, adds their contacts, and uploads their own documents from their phone. You transcribe nothing and chase no one.
A day-laborer handyman or a 200-truck HVAC company — both flow through the same intake. The contractor's type tailors the form, so an individual is asked for the right tax form and a company for the W-9.
Insurance certificates, W-9s, and contractor's licenses — uploaded by the vendor, organized per vendor, with a download link on each. Open a contractor and see every document and every expiry date in seconds.
Every certificate of insurance carries its expiry date. The dashboard counts the ones lapsing inside thirty days in amber and the ones already past in red — so a renewal gets requested in advance, not discovered during a claim.
For California-licensed trades, keep the license document, its number, and its expiry alongside the insurance and tax forms — confirming a contractor is properly licensed takes seconds instead of a phone call.
A searchable filing cabinet for every bid and bill. Vendors submit quotes and invoices with attachments from their login; you move each one from pending to approved to paid — or rejected — from one screen, with every transition timestamped for the auditor.
Need a price on a job? Send the same request to two, three, or a dozen contractors at once. Each one answers from their own login with a price, a lead time, and a PDF — and you see every bid laid out side by side to compare and choose.
Your contractors run their whole portal in English or Spanish with one tap — profile, documents, quotes, invoices, check-ins, even the dates and dollar amounts. The setting sticks to their account, so a Spanish-speaking crew never has to fight an English-only form.
At year-end, pull a ready-to-file list of every contractor you paid more than $600, with the fields a 1099-NEC needs — built from the records your vendors filled in themselves. No spreadsheet archaeology.
Know the moment a document lands. When a contractor uploads their insurance certificate, tax form, or license, you get an email and a note on your activity feed. And each contractor shows On-file or Missing at a glance — so you can scan the whole list and see exactly who still owes you a document, without opening a single profile.
The contractor checks in from the portal when they arrive — a timestamped arrival photo and, with their permission, their location. Every site visit lands on the record, so proof of arrival is already assembled if a dispute ever comes.
Vendors get a read-only view of the jobs assigned to them — scope, property, priority, due date, and any note you left for them — so they always know what's expected without calling the office.
Invite as many logins per vendor as you need — the dispatcher who checks in, the accounts clerk who handles invoices — each their own account, no shared passwords. Vendor logins are unlimited and never cost extra.
The Vendor Portal shares its directory and its documents with the rest of the suite. Every connection here is one the software actually makes.
Assign a work order to a contractor and they see its details, notes, and the tenant's name in their own portal. A quote or invoice they submit can reference the work order it belongs to — so the paper trail and the job stay connected.
Operations surfaces unpaid vendor invoices and any certificate of insurance expiring within sixty days right on its dashboard — read-only, so a manager sees the most compliance-sensitive things on the property without opening the vendor list.
How a single invite turns into a fully documented vendor on file — without you re-keying anything.
Add the contractor and email them a login. Invite a second person on their team if you need one.
The vendor completes their profile and uploads their insurance certificate, W-9, and license — from their phone.
Quotes and invoices come in through their login with attachments — no email threads, no PDF-by-text.
Move each quote and invoice from pending to approved to paid on one screen, every step timestamped.
Their certificate's expiry counts down on your dashboard, so the renewal gets requested before it lapses.
No. Vendor logins are free and unlimited — you can invite as many people from a contractor's team as you need. You're the customer; they're the supplier. The portal exists to make vendor management easier for you, and charging vendors would just be friction that makes them avoid it.
One vendor record can serve multiple properties under your organization — you choose which ones they're assigned to. Their quotes, invoices, and check-ins are scoped to those properties automatically.
That contractor has a completely separate login with the other customer. Vendor identity is per-customer, never shared — the same firm at your property and at another across town are two independent accounts, and one customer's certificates and documents never reach the other. It's enforced at both the data and the platform layer.
Each vendor has a type — company, individual, or other. The form adapts: an individual is asked for a service description and the right tax form on file, so the year-end paperwork comes from their record instead of a shoebox of receipts.
Every certificate of insurance carries an expiry date. Your dashboard counts the ones lapsing within thirty days in amber and the ones already past in red, so you can request a renewal in advance — you never have to discover a lapse during a claim.
Yes. Vendors submit quotes and invoices from their own login with the supporting files attached, and they can watch each one move through your review. On your side it's a searchable filing cabinet — approve, track to paid, and pull any document in seconds instead of digging through email.
Yes. Send the same request to as many contractors as you want — two, three, a dozen. Each one answers from their own login with a price, a lead time, and a PDF, and you see every bid laid out side by side to compare and choose. No phone tag, no inbox of one-off quotes.
Yes — the entire Vendor Portal runs in English or Spanish, switched with one tap. Profile, documents, quotes, invoices, check-ins, even the dates and dollar amounts follow the choice. The setting sticks to each contractor's account, so a Spanish-speaking crew never has to work through an English-only form.
At year-end, pull a ready-to-file list of every contractor you paid more than $600, with the fields a 1099-NEC needs — built straight from the records your vendors filled in themselves. No spreadsheet archaeology, no reconstructing payments from email.
When the contractor arrives, they tap "check in," snap a photo, and add an optional note about the visit. Their location is captured with the browser's permission, but it's never required — the check-in goes through either way, and every visit lands on the record with its timestamp.
Start a free 30-day trial — no credit card. Invite your current vendors, they fill their own profiles, and you stop transcribing.