For HOA management companies
Walk into the board meeting with the vendor file handled.
Every association you manage runs on vendors — landscapers, pool services, roofers, gate and access companies — and every board assumes their paperwork is current. CertCurrent keeps one register across your whole book: documents requested, renewals chased in writing before they expire, certificates checked against your signed Requirements Sheet, and a monthly report you can put in front of any board.
New service, stated plainly: no client results are claimed anywhere on this page. The proof offered is the process below — and the free scan of your own vendor list, across every association.
Every association's vendors in a single current list — not a spreadsheet per community.
The Monthly Current Report lands monthly — the document you bring the board.
Renewal chases go out in writing before any expiry, with escalation notes.
W-9s never move as email attachments, and tax ID numbers never appear in reports.
The free scan
Send your vendor list. Know where things stand in 5 business days.
An HOA book means many lists: each association accumulated its own vendors, often in its own spreadsheet, sometimes in a departing manager's inbox. Send us the lists as they are — spreadsheet, AppFolio, or Buildium exports — with whatever dates they already track.
We organize them into one color-coded report covering up to 50 vendors: what's current, what expires within 45 days, and what's missing entirely. It's the answer to the board's question, assembled before the meeting instead of after it.
GREEN — Current
Required documents are on file and current.
AMBER — Needs attention
A document is missing or expires within 45 days.
RED — Overdue
A document has expired, or nothing is on file at all.
The scan is a look, not a fix: no chasing is included, we don't contact your vendors or their insurers for it, there's no obligation to sign up, and no sales call is required to get it. Request your free scan by email — a spreadsheet export is fine.
The problem
“Are all our vendors insured?” is a document question.
Picture the meeting: a director asks whether every vendor working in the community is properly insured, and the honest answer requires three spreadsheets, two inboxes, and a week of digging.
Boards don't ask because something went wrong — they ask because asking is their job. The firms that answer well answer with a document: current, dated, and already assembled.
Software stores the files. Somebody still has to chase the landscaper's renewal across three associations, check the certificate against the requirements, and keep the whole book current month after month. That follow-through is the service below.
| The current way | Published cost | Who does the follow-through |
|---|---|---|
| COI-tracking software (myCOI, Certificial, and similar) | $0–$0.95 per vendor / month | Your staff still requests, chases, checks, and files every document. |
| Full-service compliance (BCS) | $10,000 / year minimum · 6–8 week implementation | Priced and paced for large portfolios. |
| A spreadsheet per association | $0 in software | Every community's list drifts separately — and the gaps surface at board meetings. |
| CertCurrent Desk | From $299 / month, month-to-month | The requesting, chasing, checking, and reporting are the service. |
Comparison figures are published category pricing gathered in CertCurrent's own market research (deep-dive report, October 2026) and are labeled modeled — market anchors, not quotes. Software prices buy software only: the requesting, chasing, checking, and filing is separate work in every row except the last.
How it works
Three steps. The paperwork moves without you pushing it.
Send us the list
Your vendors. Your requirements. You provide the vendor list and sign a one-page Requirements Sheet — the documents and coverage requirements we check against. Your insurance broker determines what coverage vendors should carry; we administer the requirements you approve.
The Requirements Sheet is set up when you start a Sprint or Desk plan — the free scan doesn't need one.
Scan report: 5 business days
We handle the paperwork
We request documents, organize what comes in, and follow up on missing paperwork. Before a document expires, we chase the renewal on a 30 / 14 / 7-day schedule. Every request and follow-up is documented, so you can see what's been done and what still needs attention.
Chases at 30 / 14 / 7 days
You get one clear report
One email, every month: which vendors are current, which documents are expiring, what's already expired, and which vendors haven't responded. Unresponsive vendors are flagged, with a record of the follow-ups and a ready-to-use call script for the ones that need a personal nudge. You stay in control. We keep the paperwork moving.
Report: 1st business day
The offer
One desk for the whole book of associations.
The report comes first on this page, because for an HOA manager the report is the deliverable a board actually sees — backed by the register, the written chasing, and the intake that keep it true.
Every Desk plan includes
- The Monthly Current Report: current / expiring soon / expired / non-responsive, with escalation notes
- A ready-to-use call script for any vendor who won't respond in writing
- Your compliance register, kept current across every association you manage
- Written renewal chasing on a 30 / 14 / 7-day cadence before any expiry
- New-vendor document intake (COI, W-9 via secure upload, license) before they start work
- Spot-checks of every certificate against your Requirements Sheet — mismatches flagged in writing
What we never do
- We never advise on coverage. What a vendor should carry is your broker's call — we administer the requirements you approve.
- We are not an insurer, insurance broker, insurance agent, or law firm, and we give no insurance or legal advice.
- We never call your vendors. Every request and follow-up is in writing — the documented paper trail is part of the service.
- We never accept W-9s as email attachments. Secure upload only, and tax ID numbers never appear in your reports.
- We never present a certificate as proof of coverage. A certificate is evidence of insurance at issue; our check is a document check, not a coverage determination.
The checkable details
Written for the skeptic who verifies first.
Exact deliverables, exact timelines, exact limits — the same on every page of this site, because they are the same in the service.
What you receive
- The Monthly Current Report — current / expiring soon / expired / non-responsive, with escalation notes
- Your compliance register, kept current as documents arrive
- Every chase and spot-check mismatch in writing, as it happens
Method & your systems
Your vendor list arrives as a spreadsheet export — AppFolio and Buildium exports are perfect, and the systems you already use keep storing the files. We handle the human follow-through those systems don't: requesting, chasing, checking against your signed Requirements Sheet, and filing. W-9s move by secure upload only.
Limits
The free scan covers up to 50 vendors and organizes your own records — we do not contact your vendors or their insurers for the scan, and no chasing is included. The Clean-Up Sprint covers up to 50 vendors. Desk plans cover 40, 75, or 125 vendors, with $6 per additional vendor per month above your tier. Desk caps count your firm's vendors in total — not per association, and not per community.
Timelines, in writing
- Free Vendor File Scan: report within 5 business days
- Renewal chases: 30, 14, and 7 days before any expiry
- Monthly Current Report: the 1st business day of the month
- New-vendor intake: documents requested before the vendor starts work
What we are not
Not an insurer, broker, agent, or law firm. We do not advise on coverage, and a certificate check is not a coverage determination. Reports reflect the documents received as of the report date.
Who stands behind it
CertCurrent is a document administration service operated by Ruben Olaverria (Chitico HQ), 2041 Jefferson Dr, Port Arthur, TX 77642. Working contact: chiticohq+certcurrent@zohomail.com. Payments are processed by Stripe.
Pricing
Published prices. No quote call.
HOA books usually land on Desk 75 or Desk 125, by total vendor count across associations. The Sprint fixes the inherited lists first — all of them, in one register.
Clean-Up Sprint — one-time
$950
We fix the list from your scan: chase every missing or expired document for up to 50 vendors, build your compliance register, and set up your Requirements Sheet with you — delivered as an audit-ready vendor file.
$450 of the Sprint is credited toward your first Desk month if you start a Desk plan within 14 days of Sprint delivery. The Sprint is sold from the free scan — there is no direct checkout; it starts with an email.
Start with the free scanDesk 40
$299/mo
Up to 40 vendors
- Register kept current
- 30 / 14 / 7 renewal chasing, in writing
- New-vendor intake before work starts
- Certificate spot-checks vs. your Requirements Sheet
- Monthly Current Report
Desk 75
$449/mo
Up to 75 vendors
- Register kept current
- 30 / 14 / 7 renewal chasing, in writing
- New-vendor intake before work starts
- Certificate spot-checks vs. your Requirements Sheet
- Monthly Current Report
Desk 125
$699/mo
Up to 125 vendors
- Register kept current
- 30 / 14 / 7 renewal chasing, in writing
- New-vendor intake before work starts
- Certificate spot-checks vs. your Requirements Sheet
- Monthly Current Report
Above your tier: $6 per additional vendor per month. Every plan includes the full list above — the tiers differ only in vendor count.
If we miss a chase or your report is late, that month is free.
That is the guarantee — a process guarantee, stated exactly as strongly as it can honestly be stated. Claim it by replying to any email from us, or writing to chiticohq+certcurrent@zohomail.com — the month is credited. No form, no call.
Month-to-month. Cancel anytime by email — no contract term, no cancellation fee, no exit call.
Payments are processed by Stripe — we never see your card number.
Founding capacity, stated honestly: 5 Clean-Up Sprints per month; the Desk founding cohort is capped at 10 firms. When the cohort fills, this page becomes a waitlist. That is the operator's real capacity, not a countdown.
The guarantee
If we miss a chase or your report is late, that month is free.
On a Desk plan, if we ever miss a scheduled chase or deliver your Monthly Current Report late, that month is free. Claim it by replying to any email from us, or writing to chiticohq+certcurrent@zohomail.com — the month is credited. No form, no call.
We can't promise every vendor will respond, send the right paperwork, or cooperate on time. Nobody can honestly guarantee that. What we can promise is that the requests go out, the follow-ups happen, the documents get checked against your requirements, and you receive your report on schedule — every step documented, every outstanding item visible.
We guarantee the chasing, the checking, and the reporting. We never guarantee a vendor will comply.
Questions
Asked by firms like yours.
We manage many associations — is the cap per association?
No. Desk tiers count your firm's vendors in total: Desk 40 up to 40 vendors, Desk 75 up to 75, Desk 125 up to 125, whichever communities they serve — with $6 per additional vendor per month above your tier. One register covers the whole book.
A vendor serves three of our associations — one file or three?
One vendor, one file. Their certificate, W-9, and license live once in your register, however many of your communities they work in.
What do we hand a board that asks about vendor insurance?
The Monthly Current Report and the register behind it: current, expiring, expired, and non-responsive vendors, with the chase record in writing. The report states plainly that it reflects documents received as of the report date and that a certificate check is not a coverage determination — coverage questions stay with the association's broker, exactly as they should.
Do you deal with boards directly?
No. CertCurrent is a written, email-based service — we don't attend board meetings or advise boards. We keep the file current and hand you the document; the meeting stays yours.
Are you insurance agents?
No. CertCurrent is a document administration service — not an insurer, insurance broker, insurance agent, or law firm. We don't recommend coverage or provide insurance or legal advice. We compare the documents we receive against the requirements on your signed Requirements Sheet and flag anything that doesn't match. Questions about what coverage a vendor needs belong with your insurance broker.
Is a certificate the same as coverage?
No — and we say so on every report. A certificate is evidence of insurance when it was issued; it is not a guarantee that coverage is in force. Our job is to check the document against your stated requirements, not to determine whether a vendor is actually covered. Every report reflects the documents we've received as of the report date.