Every vendor must have a current W-9, COI listing the association as additional insured, business license, and signed contract. Auto-alerts at 30 / 14 / 0 days before COI expiration.
IRS form for tax-reporting. Required before issuing any payment over $600/yr. Validate TIN matches IRS database.
Listing the association as Additional Insured. Minimums: $1M general liability per occurrence, workers' comp where required, auto liability if vendor drives on premises.
Required for AppFolio Bill Pay routing. ACH preferred over paper check. Owner of bank account must match vendor name on W-9.
Required for any work governed by FL statute (electrical, plumbing, HVAC, roofing). Verify against MyFloridaLicense.com before contract signing.
Per Ops Manual §VII: file format MMDDYYYY – Contractor – Service. Stored in association Drive Contracts folder.
Each completed work order auto-rates the vendor. Aggregate rating shows in dashboard. 3 consecutive low ratings flags for review.
| Vendor | Service | Properties | W-9 | COI | License | YTD spend | |
|---|---|---|---|---|---|---|---|
Smackdown Lawncare First Bank ACH · DJ Wilson |
Lawn / land care | Centerville · The Lakes · 4 others | ✓ Current | ✓ valid 04/27 | ✓ Verified | $18,420 | Open → |
First On Site Water mitigation · 24/7 |
Water mitigation (highrise) | Plaza Tower · Tallahassee Center | ✓ Current | ✓ valid 11/14 | ✓ Verified | $0 (on-call) | Open → |
ServePro Tallahassee Water + fire restoration |
Water mitigation | Plaza Tower · 7 others | ✓ Current | ⚠ Expires 5/12 | ✓ Verified | $3,847 | Open → |
CoreCity Plumbing Licensed contractor #CFC1428104 |
Plumbing | Plaza Tower · Tallahassee Center · Camellia Oaks | ✓ Current | ⚠ EXPIRED 4/18 | ✓ Verified | $5,210 | ⚠ Resolve → |
Bright Glass Cleaning High-rise window service |
Window cleaning | Plaza Tower | ✓ Current | ✓ valid 09/22 | — | $2,400 | Open → |
Apex Pool Service Daily pool chem + cleaning |
Pool maintenance | The Lakes · Centerville | ✓ Current | ⚠ Expires 5/29 | ✓ Verified | $8,720 | Open → |
North FL Elevator Annual + quarterly inspections |
Elevator maintenance | Plaza Tower · Tallahassee Center | ✓ Current | ✓ valid 02/27 | ✓ Verified | $14,200 | Open → |
Reliable HVAC Solutions Common-area HVAC only |
HVAC | Plaza Tower · Tallahassee Center · Carroll Commons | ✓ Current | ⚠ Expires 5/05 | ✓ Verified | $6,840 | Open → |
| Vendor | Started | Service | Status | Missing | |
|---|---|---|---|---|---|
Capital Pressure Wash Stage 2 / 4 |
Apr 24 | Pressure washing | ⏳ Awaiting COI | COI · License (not required) · Contract | Resume → |
Tally Locksmith Co. Stage 3 / 4 |
Apr 11 | Locksmith | ⏳ Awaiting Direct Deposit | Direct deposit form | Resume → |
Lone Star Roofing Stage 1 / 4 |
Apr 27 | Roofing | ⏳ Awaiting W-9 | W-9 · COI · License · Contract | Resume → |
Manager creates vendor record in AppFolio + portal. Sends self-service link to vendor for W-9, COI, direct-deposit, license uploads. Auto-reminder if no upload in 5 days.
W-9 TIN auto-verified against IRS. COI parsed for additional-insured + minimum coverage. License auto-checked at MyFloridaLicense.com. Any failure → manager review queue.
Contract template per service type. Auto-fill vendor info + association. E-sign by vendor + association president. Signed PDF stored in association Drive with naming standard.
Vendor enabled for AppFolio Bill Pay. COI expiration auto-tracked. Performance log opens. 30/14/0-day expiration alerts wired to notification settings.
Drive / [Property] / Vendors / [Vendor name]. Expiration alerts fire 30/14/0 days before COI expiry per user notification preferences. Bill Pay is automatically blocked if COI expires — payments require a current cert.