Standard vendors at $1M; capital projects at $2M with completed-operations additional insured. A dashboard a volunteer board can actually read.
The operating reality
Community-association vendor work sits between board oversight, management operations, contracts, reserve projects, and vendors who need direct instructions. Routine landscaping, pool service, and janitorial work do not always carry the same requirement as roofing, paving, or another capital project.
DueFiles gives each association a consistent vendor record while preserving the assigned requirement and exception history. A manager can answer the board with the same evidence and review record used to resolve the vendor file, instead of rebuilding the story before every meeting.
A real operating scenario
Requirement design
Association programs become easier to explain when managers apply a defined standard to each class of work and retain the context for every exception.
Keep the association, management company, property, and certificate-holder language on the assigned record.
Apply the coverage, limit, and form requirements that match routine service or capital work.
Record the reviewer, decision, and notes when an authorized exception changes the operating status.
Make the next expiration and follow-up action visible to the manager responsible for the roster.
From first request through renewal
Vendors and brokers get a direct submission path. Coordinators get requirement-level open gaps. Leaders get evidence-backed status and a complete review history.
Define coverage lines, limits, entities, forms, and date rules for each trade, property, or program.
Send one direct link to the vendor or broker. They submit for the assigned vendor without creating an account.
DueFiles structures certificate fields and detected forms, then connects them to the assigned requirement.
Short limits, missing forms, entity mismatches, expired policies, and uncertain fields become specific actions.
Authorized reviewers approve the file, reject uncertain extraction, or record an exception with its context.
Expiration windows, follow-up activity, replacement submissions, and the complete review history stay connected.
The operator view
Managers see missing submissions, open gaps, pending review, and upcoming renewal across every association they oversee. Each status leads to the requirement and evidence, so board reporting and vendor follow-up stay aligned.
Assign routine vendors and capital-project contractors to the appropriate requirement.
Send a direct request the vendor can forward to its broker.
Confirm the file or record an authorized exception with durable notes.
Bring current vendor readiness and open actions into board and management review.
Shared operating context
See the vendor roster, exact open work, and upcoming renewals across assigned communities.
Review current readiness and exception context without interpreting raw insurance documents.
Receive the association’s exact request and resolve the missing item through one submission path.
Program questions
See how the requirement, submission, decision, and renewal model fits the operating details of this program.
Yes. Keep association and property context attached to each vendor, then review the portfolio by organization, status, requirement, and expiration.
Yes. Assign a distinct requirement set to each class of work so higher-risk projects receive the appropriate review.
An authorized reviewer records the exception and notes on the vendor file, alongside the requirement result and activity history.
Yes. The vendor can forward the assigned submission path to the insurance producer without creating an operator account.
Enterprise covers multi-association portfolio design, advanced identity, connected management systems, procurement, tailored security, implementation, retention requirements, and contractual controls.
Start with 10 vendors free, or design an Enterprise program around your portfolio, systems, and procurement requirements.
