ServiceCheck
For seasonal, owner-occupied communities where building staff perform private-pay services for owners — seasonal close-ups and open-ups, cleaning, small jobs. ServiceCheck replaces paper, memory and personal texts with a menu, a quote-and-acceptance loop, completion tracking and payment recording.
What ServiceCheck does
A per-building service menu
Each board approves what its own staff may offer, with fixed, hourly or quote-priced items. The menu starts empty by design — what appears on it is the association’s decision.
Quotes with a timestamped owner acceptance
Quote-priced work goes to the owner for an explicit accept or decline, and the agreed price is stamped on the record — the artifact that protects both sides. An owner can only accept a figure they were actually shown.
Seasonal close-up checklists
A close-up’s steps are copied onto the request when it’s created and ticked as the work happens. The finished list stays on the owner’s record — an unticked step shows as unticked, which is the honest record.
Payment recording and a dues export
Record how each job was settled — cash, check, electronic, or as a dues line item — and export a Unit / Date / Amount CSV batch for the association’s accounting, with each batch stamped so nothing is exported twice.
Standing arrangements that ask, never assume
An annual close-up can be marked recurring — which builds a list of owners to ask next season, through the same request flow. The owner’s yes is required every time; a no ends the chain.
Guest-suite bookings
An association-owned guest suite gets a calendar owners book from — first come, first served, so two requests can never hold the same night — with the front desk confirming, checking guests in and out and recording payment. A report shows stays, nights, occupancy and what was recorded, and the board sees the calendar and totals without guest names.
How it works
- An owner requests from the approved menu — or staff enter a request phoned in by an absent owner.
- Staff quote the job; the owner accepts or declines, and the accepted price is stamped on the record. Listed-price items skip the quote — requesting them is accepting the posted price.
- The job is scheduled, performed and completed with photos, hours and a computed final amount.
- Payment is recorded — a job cannot close with nothing recorded — or the charge rides the dues export to accounting.
Connects to the rest of HelmHOA
HelmHOA modules share one data spine — nothing below is an export or a re-key. With ServiceCheck enabled:
- WorkCheck — a close-up that uncovers association-responsibility work raises a work order — the finding leaves the owner’s private bill.
- DateCheck — close-up season boundaries appear on the compliance calendar.
- StormCheck — the season’s owner-paid prep count can be recorded on a storm-prep task.
- CleanCheck — each guest-suite check-out gives the cleaning crew a turnover round.
Pricing
ServiceCheck is included in every HelmHOA subscription — $100 per unit per year covers every module, with a 50-unit minimum and no maximum. Nothing is sold separately, and there are no per-seat fees.
Every free Guest Pass is full-package — you can try ServiceCheck with your own building’s data before any decision.
Good to know
- ServiceCheck records an agreed price and a reported payment — it never processes money. No card processing, no app-issued invoices, no held funds.
- There is no seed menu: each building’s board decides what its own staff may offer, which also keeps licensed-trade work out of scope by construction.
- These are private arrangements between an owner and staff — board members do not read individual service requests.
- Guest-suite stays are different: the association is the landlord, so the board sees stays and totals — never guest names — and a stay’s payment is recorded, never charged.