Vendors check their own invoice status, upload COIs, see open work orders, and respond to RFPs without emailing the manager. Cuts the "where's my check?" call volume by 80%. Public sub-domain: vendors.cmg.example.
$1,225 · $4,420 · $2,180 · all in approval queue
5 invoices · avg time-to-pay 11 days
Expires Dec 31, 2026 · Sterling certificate
Response 1.8h · on-time 98% · complaints 0.4%
PDF upload (preferred over mail/email). Auto-OCR runs on receipt. Vendor sees "received" status within 2 minutes.
Real-time: received → approval queue → approved → paid (+ check number). Cuts the "where's my check?" call. Most asked vendor question, gone.
30 days before expiry, vendor gets reminder. One-click upload. Auto-validates Acord 25 form, certificate holder, limits, additional-insured wording. Bill Pay COI gate auto-clears.
Property-by-property view of all WOs assigned to them. Click to acknowledge · ETA · upload before/after photos · close out.
Active RFPs we've solicited from them. Bid-form upload + scope clarifying questions. Tracks deadline. Withdraws gracefully if not interested.
Vendor sees the same A/B/C/D grade we see, plus the trends. Don't surprise them at contract renewal — they have months to improve their grade.
Each vendor sees only their own data. Bid information from competing vendors during open RFPs is sealed.
Owner names, unit numbers, ledger balances are never exposed. Work orders show building+location only ("PT lobby"), not the unit.
Once an invoice has been approved by treasurer, vendor cannot edit it. Disputes go through manager email + new credit memo.
Status visibility only. Payment authorization remains a 2-officer Bill Pay action that the vendor never touches.
Vendor sees their grade + the dimensions. They don't see the per-incident detail (specific complaint texts, manager comments, etc.).
Apex sees Apex's invoices to all 4 properties they serve. They don't see GreenTurf's spend or any property's total budget.
| Metric | Pre-portal · 2024 | Now · 2026 | Delta |
|---|---|---|---|
| "Where's my check?" calls / month | ~84 | 14 | −83% |
| Avg invoice approval time | 14 days | 8 days | −43% |
| COI lapses caught at expiration | 62% | 96% | +34 pts |
| RFP response rate | 42% | 71% | +29 pts |
| Vendor satisfaction (annual NPS) | +18 | +38 | +20 pts |
| Mgr time on vendor admin / week | ~6 hrs | ~1.5 hrs | −75% |
| Vendor | Trade | Enrolled | Last login | Adoption |
|---|---|---|---|---|
| Apex Pool | Pool | Apr 2024 | Today 9:42 AM | A · daily user |
| Sunshine Cleaning | Janitorial | Apr 2024 | Yesterday | A · weekly |
| Coastal Roof Co | Roofing | Mar 2024 | 2 days | A · weekly |
| Garcia HVAC | HVAC | Sep 2024 | Yesterday | B · weekly |
| GreenTurf Landscape | Landscape | Jan 2025 | 14 days ago | low |
| Bug-Out Pest | Pest | Apr 2024 | 3 days | B · monthly |
| KONE Elevator | Elevator | 2024 | Today | A · auto-API |
| CoreCity Plumbing (former) | Plumbing | — | — | D · contract terminated |
| Tally Fire Protection | Fire / NFPA | Jul 2024 | 11 days | B · monthly |
The 84 "where's my check?" calls a month. The COI that expired before anyone noticed. The vendor who never knew their grade was sliding. The RFP responses that vendors said they "didn't see in their inbox." The treasurer playing a vendor concierge.
Vendor Onboarding · Vendor Scorecard · Bill Pay · Invoice OCR · Work Orders · RFPs · Capital Projects.
