Built for HOA and property management companies who contract vendors across a portfolio. Every visit verified, every miss documented, and a monthly report that shows your boards exactly what they're paying for.
Built for HOA and property management companies · No hardware · No IT project · No implementation fees
The problem
Nobody can personally verify every visit across a portfolio this size. But when a vendor falls short, it's your name on the management agreement.
A vendor can show up and still fall short: mow the front, skip the back, cut a corner nobody's watching. Or they say Thursday and show up Friday, or skip the week entirely, and you're the last to find out.
A resident or tenant complains, it goes to the board or your client, and back to you, with the vendor swearing they were there. Nobody has evidence either way, and you're the one stuck in the middle.
Boards remember the complaints, not the ninety visits that went fine. When they ask what they're paying you for, "we manage the vendors" needs to be something you can show, not something you assert at the end of a hard year.
Who it's for
Give board members proof that services are being completed, without fielding calls from residents every time something looks off.
Single-family and scattered-site portfolios, where nobody is on site and every owner eventually asks what their management fee is buying. Same reporting, addressed to the owner instead of a board.
On-site staff have a full-time job that isn't vendor oversight, and little incentive to flag a problem that makes their own property look bad. Provelo gives ownership one independent record across every community, ready for your next asset review.
Built for portfolios large enough that no one person can personally verify every vendor visit. If you manage a single property yourself, this isn't built for you.
The answer to “what do we pay you for”
Every month, each board or owner gets a report with your name on it: what was scheduled, what was delivered, what went wrong and how it was handled, with photo proof attached. Nobody assembles it. Nobody remembers to send it.
It opens in a browser with no login, so a board member can read it on their phone. And it adapts to who's receiving it: a board report for an association, an owner report for a property management client.
Bring it to your next bid. Boards choose management companies. Showing them the reporting they'll get, before they hire you, is a hard thing for a competitor to answer.
Board service report
Thistledown Crossing
March · prepared by your management company
38
Completed
97%
On time
1
Missed
This month, visit by visit
Landscaping
Front and back lawn mowed, edges trimmed along the walking trail.
Pool service
Chemical readings in range, skimmer cleared, equipment inspected.
From contract to enforcement
Every vendor contract already specifies cure periods, application counts, seasonal windows, terms that exist on paper but rarely get tracked against reality day to day. Upload the PDF, Provelo extracts the actual terms, you confirm them, and from that point on they're not just text, they're enforced automatically.
Most new vendor management software means weeks of manual setup before it's useful. This reads the contracts you already have and enforces them the same day.
What changes
The hours your managers spend chasing vendors for documentation, reconstructing what happened for a board packet, and building a case for a deduction by hand: that work stops being manual. It accumulates on its own, in the background, whether or not anyone thinks to go looking.
The board packet writes itself
The monthly report is assembled and sent without a manager opening a spreadsheet.
Missed visits, documented automatically
No manual follow-up needed, every miss is caught and logged the moment it happens.
Deductions, backed by evidence
Log a deduction against the documented miss, with GPS, timestamps, and photos already attached.
A record that holds up later
Every deduction, notice, and cure decision is permanently logged, so a decision made in March can still be explained in November.
Fair to vendors too: if a vendor catches up on a missed visit before a deduction is finalized, Provelo automatically clears it. No penalty for work that ultimately got done.
How it works
The vendor opens Provelo on arrival. One tap records their GPS location, timestamps their arrival, and captures an arrival photo. If they're not at the property, they know it, and so do you.
When the job is done, the vendor walks through a guided photo sequence specific to the service type. Every photo is taken in-app. Nothing can be uploaded from a camera roll.
Your dashboard updates in real time. Completed visits show photos, GPS coordinates, and time on site. Missed visits trigger an automatic alert. No phone calls. No surprises.
Every submission, read for you
Every submission gets a plain-English summary the moment it comes in, what was done, where, matched against what the vendor declared. Scan a week of visits without opening one. When something doesn't add up, it's flagged automatically with the specific reason, before it ever reaches an invoice or a resident complaint.
“Front and back lawn mowed, edges trimmed, photos taken from the driveway and rear fence line, consistent with the declared service.”
“Submitted photo shows an indoor space with no visible turf, equipment, or application area consistent with a fertilizer treatment.”
The part a photo can't tell you
Proof that a vendor was there is one thing. Knowing the work was actually good is another, and no photo settles it. So Provelo asks the only people who can see it every day.
01
After an eligible visit, opted-in residents get a one-question SMS survey. No app, no login, no portal to remember.
02
A complaint comes to you first, not to the board. You confirm it or dismiss it, and set the severity.
03
A confirmed complaint pushes to the vendor's phone with a resolution date attached. Not a voicemail you have to chase.
04
They resolve it with return-visit photos, not a text saying it's handled. Ignore it, and it becomes a deficiency like any missed visit.
It also means you hear about a problem while it's still a text message, instead of hearing about it at the board meeting.
Features
A white-labeled, segment-aware report goes out automatically each month: board report for HOAs, owner report for property management clients, with a shareable link and no login required. Replaces the hours a manager would otherwise spend compiling one by hand.
"Wrenfield Estates, March: 98% completion, 1 flagged submission resolved, 0 open deficiencies"
Your cure periods, application counts, and seasonal windows stop being text in a PDF and become terms every vendor is automatically held to. No manual setup, no spreadsheet to maintain.
After a service visit, residents get an automated SMS survey. A confirmed complaint pushes a notification straight to the vendor's app with a resolution deadline. Ignored, it escalates into a defect just like a missed visit. Resolved ones require return-visit photos, not just a claim it's fixed. You hear about a problem, and see it resolved, before it reaches the board.
A missed visit automatically creates a defect and drafts a Notice of Deficiency using your contract's actual extracted cure period, not a generic 10-day default. No manager has to write one from scratch.
Every month, Provelo tallies completed services against your contract value. Managers can log deductions for missed visits with the documented proof attached, before the invoice arrives.
Every vendor earns a composite score based on completion rate, on-time delivery, and resident satisfaction feedback. Integrity anomalies like GPS spoofing or backdated submissions are flagged separately so you see the full picture. Renewal decisions backed by a track record, not gut feel.
Missed visits, expiring contracts: vendors and managers get notified automatically. No manual follow-up, nothing slips through the cracks.
Every pending decision (flagged submissions, deficiency notices, cure reviews, deduction approvals) in one queue, so nothing waits on a manager remembering to check.
Weekly, monthly, quarterly, and annual reports generated automatically. Vendor highlights, concerns, and action items, ready for your renewal meeting.
Every deduction, notice, cure decision, and waiver is recorded and cannot be edited after the fact. When a decision from nine months ago gets questioned, the reasoning and the evidence are still there, with names and dates attached.
Ad-hoc jobs outside the regular contract schedule get the same check-in, photo proof, and manager review lifecycle as scheduled visits, so one-off work is never a documentation gap.
Dispute protection
A timestamped photo taken on-site is irrefutable. Vendors no longer have to hope management takes their word for it.
Simple by design
The app walks vendors through exactly what to photograph for each service type. No guessing, no back-and-forth.
Faster payments
Completed visits are documented and reviewed automatically. No waiting on managers to chase paperwork before invoices get approved.
For vendors
The same system that holds vendors accountable also defends them against false disputes. Vendors who do good work want a paper trail, and Provelo gives them one. Setup takes under 5 minutes via an invite link from their management company.
Over time
Every completed visit adds to a growing performance record. As it accumulates across your portfolio, patterns surface: which vendors are trending down, which properties have recurring issues, and which contracts have the strongest track record going into renewal season.
Early trend detection
Spot declining completion rates and timeliness before they turn into missed services or resident complaints.
Renewal intelligence
12 months of completion rates, timeliness, satisfaction data, and compliance against the actual terms extracted from the contract, behind every renewal decision.
Portfolio benchmarking
See which properties and service types have the strongest vendor performance, and where the gaps are, across your entire portfolio.
Getting started
No implementation project. No professional services engagement. No waiting.
Upload your properties
CSV upload: all properties imported in minutes.
Invite your vendors
Upload your vendor list, batch invite emails go out automatically.
Upload your contracts
Provelo reads the PDF and extracts the actual terms, cure periods, application counts, seasonal windows. You confirm them, then every vendor is held to those exact numbers automatically.
Go live
Vendors download the app and your first verified completion appears in the dashboard.
Pricing
Provelo is priced per unit under management, so your cost grows only as your business grows. For most portfolios it covers itself on recovered manager hours alone, before a single deduction is ever logged.
We're taking on a small number of early partners, free through the pilot.
Provelo works for HOA and property management companies who contract vendors across a portfolio. Request a demo and see it running on your properties in 30 minutes.
Request a demoOr email us directly: hello@getprovelo.com