Managing vendor relationships is no longer just about collecting business cards or scanning contracts. In 2025, Vendor Information Management or VIM is one of the most critical pillars of operational efficiency, compliance, and trust for community associations.

Still using Excel sheets, email threads, or paper folders to manage vendor details?
If so, you’re not just missing opportunities, you’re exposing your community to risks like service delays, fraud, and regulatory issues.

From updated legislative requirements to increased vendor fraud, HOAs and COAs are being pushed to tighten their vendor processes. According to Community Associations Institute (CAI), poor documentation and lack of transparency in vendor relationships remain one of the top reasons for disputes and lawsuits in associations.

In fact, a recent article by HOALeader emphasizes the need for strong onboarding and contract tracking, especially as boards change and vendor information becomes fragmented.

Whether you’re new to vendor management or updating your processes, here’s where to begin:

•    Assess your needs: Identify services essential to your community (landscaping, security, roofing, etc.).
•    Standardize selection and onboarding: Verify licenses, insurance, and references.
•    Track vendor performance: Create a checklist or scorecard to monitor how well vendors are meeting expectations.
•    Centralize documentation: Use one system to store all contracts, invoices, certificates, and vendor contacts.

Need help building your plan?

Check out easy-mgt.com for great templates and onboarding ideas.

Here are the typical issues and how to overcome them:

Inconsistent data - Use centralized software instead of multiple spreadsheets. Forbes notes that disorganized vendor records can cost businesses thousands.

Onboarding delays - Create templated checklists and automate email workflows.
Compliance issues - Keep insurance and licenses up to date and set reminders for expirations.
Poor off boarding - Archive contracts, revoke access, and settle payments using a formal checklist.

Most property management platforms offer basic VIM tools—but they often lack flexibility or integration.

Easy-MGT was built to fill this gap. Our platform offers:

•    Seamless vendor onboarding
•    Contract milestone reminders
•    Resident feedback tools
•    Joint access for boards and management companies

Easy-MGT doesn’t replace your systems—we connect them. Whether you're using QuickBooks, Buildium, or another platform, Easy-MGT brings it all together with transparency and structure.

We support collaboration between:

•    HOA/COA Boards
•    Property Management Companies
•    Vendors and Contractors
•    Residents and Renters
•    Realtors, Title Companies, and Lenders

Millions of residents are asking for better communication, visibility, and digital access.

We deliver that through a secure and intuitive platform.
 
Our mission is to simplify community operations and ensure that every vendor dollar is accountable and every contract is easily tracked.

Curious about how different platforms compare when it comes to vendor management?

Explore our Easy-MGT HOA Software Comparison

It lists:
•    Top software providers
•    Whether they include VIM tools
•    Their strengths and pricing links
•    Integration compatibility with Easy-MGT

Let’s modernize how your community works with vendors—without overwhelming your team.

Visit www.easy-mgt.com or explore our software directory to compare tools and discover how Easy-MGT helps your community thrive.