Running the community
Work orders and vendors
Keeping the vendor list and job history that boards usually lose.
Why bother
Most self-managed communities carry their vendor knowledge in one person's phone, and it leaves with them when they rotate off the board. A shared vendor list and job history means the next board inherits a working operation rather than a mystery.
Vendors
Add each company you use with its contact details and notes. Attach documents to the vendor record — certificates of insurance, W-9s, signed contracts — so they are findable at renewal. Comments are the place to record how a company actually performed, which is the thing the next treasurer most needs and never gets.
Work orders
Open a work order against a vendor, with a description, a quote and dates. Statuses:
- New — raised, not started.
- In progress — under way.
- Waiting on parts — stalled on a supplier, not on the vendor.
- Delayed — stalled on something else, usually a board decision.
- Complete — done, with the final cost recorded.
Attach quotes and invoices to the work order. At annual meeting time, that is your evidence for what the money went on.
Work orders are a board tool. Residents do not raise them directly — they report an issue through your usual channel and an admin opens the work order against the right vendor.
Something wrong or missing here? Email support@hoagrove.com.