Work Orders & Vendors
Know who fixed the gate, and when
Keep your landscaper, pool company and gate technician in one vendor list, open work orders against them, and track each job from new to complete without a single "any update?" text message.
On both plans · 30 days free · No credit card
A real vendor list
Contact details, notes and documents for every vendor the community uses — so the next treasurer does not start from scratch.
Status you can act on
New, in progress, waiting on parts, delayed, complete. The status answers the question the board is actually asking.
Documents on the job
Attach quotes, invoices, warranties and photos to the work order they belong to.
Insurance and contracts on file
Store each vendor’s certificate of insurance, W-9 and contract against the vendor record, where you can find it at renewal time.
The institutional memory boards keep losing
Most self-managed communities carry their vendor knowledge in one person’s phone. When that person rotates off the board, it leaves with them. A shared vendor list and work-order history means the next board inherits a working operation instead of a mystery.
- Every work order records who opened it and which vendor owns it
- Comments on vendors capture how a company actually performed
- Attached quotes and invoices back up the spend at annual meeting time
- History stays with the community, not with a departing volunteer
Common questions
Something not covered here? Email support@hoagrove.com and a person will answer.
Can residents submit maintenance requests?
Work orders are a board and admin tool. Residents raise issues through the community’s contact channel, and an admin opens the work order against the right vendor.
Can we store vendor insurance certificates?
Yes — documents attach to the vendor record, so certificates of insurance, W-9s and contracts live with the vendor.
Is there a spend total per vendor?
Work orders carry their attached quotes and invoices. HOA Grove is not a general ledger — it records the job and its paperwork, not your chart of accounts.
Explore the rest of HOA Grove
Everything here is on both plans — the AI assistant is the one capability that depends on which you pick.
Give your board its evenings back
Set up your community in an afternoon. Thirty days, commitment free — no credit card, no onboarding call, no contract.
Questions first? Email support@hoagrove.com — a person answers.