Built for HOA and property management companies who contract vendors across a portfolio. Every missed service is documented with a GPS-verified timestamp and a photo trail. Every completed visit is verified, so you always know what was done and what wasn't.
Built for HOA and property management companies · No hardware · No IT project · No implementation fees
The problem
You can't personally verify every visit across a portfolio this size. Here's what that gap actually costs you.
Every vendor payment comes out of the association's operating budget or the owner's account, and your team signs off on it. Approve a flat-rate invoice for a visit that was skipped or cut short, and you've committed funds you're accountable for to work no one verified.
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 not that week at all, and nobody notices until the yard tells on them.
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.
Who it's for
Give board members proof that services are being completed, without fielding calls from residents every time something looks off.
Track vendors across residential, commercial, or mixed portfolios. Know what's getting done, what isn't, and have documentation before the invoice arrives.
Also works well for self-managing owners with enough properties to need oversight, without hiring an operations person.
The cost of no visibility
When a vendor misses a scheduled visit and there's no proof, you pay the full invoice anyway. With Provelo, every miss is automatically documented. Managers can log deductions directly against the missed visit, with the full paper trail attached.
Missed visits flagged
documented automatically, no manual follow-up needed
Deductions logged
managers record deduction decisions against the documented miss
Full paper trail
GPS, timestamp, and photos attached to every dispute or deduction
Immutable audit trail
every deduction, notice, and cure decision is permanently logged
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.
The catch
Every submitted service is checked against what the vendor actually declared: the visit type, the photos, the timing, the GPS. When a submission doesn't add up, it's flagged automatically with the specific reason, before it ever reaches an invoice or a resident complaint.
“Submitted photo shows an indoor space with no visible turf, equipment, or application area consistent with a fertilizer treatment.”
Features
Upload a contract PDF and Provelo extracts the visit types, cure periods, and seasonal schedules automatically, then holds every vendor to those exact terms. 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.
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.
"Oakwood Commons, March: 98% completion, 1 flagged submission resolved, 0 open deficiencies"
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.
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.
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.
Ad-hoc jobs outside the regular contract schedule get the same check-in, photo proof, and manager review lifecycle as scheduled visits.
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. Over weeks and months, patterns emerge: which vendors are trending down, which properties have recurring issues, which contracts are worth renewing.
As data accumulates across your portfolio, patterns surface: which vendors are trending down, which service types are consistently underperforming, 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 scores, and satisfaction data behind every contract 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 visit types, cure periods, and seasonal schedules automatically, then holds every vendor to those exact terms.
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. One resolved invoice dispute typically covers months of the platform fee.
Onboarding new customers now. Reach out to get started.
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