A vendor roster of your own, not a folder in the books.

Every vendor carries an approval status and a checklist: W-9, current insurance, and a license copy when they work on the property. Companies can apply themselves. You can import a list. Accounting is optional.

Vendor vetting in SoShiny, showing approval status and the W-9 and insurance checklist

Hiring an uninsured contractor can put liability for their worker's injury on the association. Most boards know this. Very few have a way to stop a payment going out to a vendor whose coverage lapsed in March.

Vendors is its own Operations page, so every association can keep a roster without opening the books. Each vendor has a status: pending review, approved, or suspended. New vendors start pending. Approval takes a checklist a board can actually complete, and once it is clear, one click approves them.

They can apply themselves

Companies apply at yourcommunity.com/vendor. The page finds them by company name, email, or tax ID, so you do not get a second record. Missing paperwork goes out on a private upload link. The link expires in 30 days and they do not need an account.

Bring a list. Work the gaps.

Import a QuickBooks vendor list or any spreadsheet. Matching uses a cleaned company name, then email or tax ID. Existing rows fill empty fields and never overwrite what you already typed. Search the roster. Filter to whoever is still missing an email, a W-9, a certificate, or a license. Download a CSV of the list you are looking at.

The insurance date maintains itself

Link a contractor's certificate of insurance to their vendor record and the expiry date comes from the certificate. The board digest warns when coverage is 30, 14, 7, and 1 day from lapsing. An emergency roof repair on a Saturday is still payable. The system warns loudly and records what was missing.

Pairs with Bills and payables and 1099 reporting.