VendorCheck
The vendor registry with teeth: every vendor’s licenses, insurance certificates and W-9s on file with expiration tracking — and a credential gate that keeps a repair or work order from being handed to a suspended vendor, or one whose documents on file have expired.
Available Every tier
What VendorCheck does
One vendor registry
Directory, specialties, status, and a per-vendor document vault for licenses, COIs and W-9s — with the sensitive files readable by admins only.
Expiration tracking that escalates
Reminders at 90, 60, 30 and 7 days before a credential document expires, and automatic suspension once it lapses — so the registry’s status is never quietly stale.
The assignment gate
A repair or work order cannot be assigned to a suspended vendor or one with an expired credential document on file. Reinstating a lapsed vendor requires a logged override — the exception is on the record.
A required-documents policy
The association names what a vendor must carry — general liability, workers’ comp, a business license, trade licenses by specialty. A vendor who never filed a COI reads as missing documents, not as green.
An owner-facing preferred directory
Vendors the association marks preferred appear to owners as a sanitized card — company, category, contact — with the fixed note that owners hire at their own discretion.
A compliance-register PDF
The whole registry’s document posture in one exportable report, for the board or the insurance renewal.
How it works
- Register each vendor and upload their documents with expiration dates.
- HelmHOA tracks the dates, reminds at 90/60/30/7 days, and suspends automatically when a document lapses.
- Every repair and work-order assignment runs the gate — and the same credential data drives the GateCheck front desk.
- Expirations feed the compliance calendar and the vendors-at-risk widget, so the office sees trouble before the day it matters.
Connects to the rest of HelmHOA
HelmHOA modules share one data spine — nothing below is an export or a re-key. With VendorCheck enabled:
What Florida law says
VendorCheck’s categories and required-document defaults follow the Florida provisions that make contractor credentials an association concern: Fla. Stat. § 718.3026 on contracting, chapter 489 and § 455.228 on contractor licensing, and chapter 440 on workers’-compensation coverage.
Statutory references last reviewed 2026-07-10. Educational guides with full citations live in the Florida Law Hub.
Educational information only — not legal advice. This summarizes Florida law as of the date shown and may be out of date. It is not legal advice and does not create an attorney–client relationship. For advice about your association, consult a licensed Florida attorney or a licensed Community Association Manager.
Pricing
VendorCheck is included in every HelmHOA tier. One flat price per association covers it — nothing is sold separately, and there are no per-seat fees.
Every free 30-day trial is full-package — you can try VendorCheck with your own building’s data before any decision.
Good to know
- Every status is document status — “current documents on file, as of the date shown.” HelmHOA reads the expiration dates your team enters; it does not contact carriers or licensing boards.
- There is deliberately no vendor self-upload — the association’s team controls what goes on file.