Onboarding

The problem was never finding vendors. It was finding compliant ones in time.

A vendor who clears compliance three weeks after you needed them is the same as no vendor. The season is gone, the amenity is still down, and the renewal conversation already happened.

Schedule a demoFor vendors

Grove cut vendor sourcing time 75% and onboarded critical vendors 10 days faster.

The flow

Four steps, and the vendor does most of them.

Every step your team performs on the vendor's behalf is a step that waits on your team's calendar.

Invite, then self-serve

The vendor uploads their COI, W-9, license, and company info themselves. One profile works across every PMC relationship they have.

W-9 and tax identity

EIN or SSN collected and verified at onboarding, with tax classification pulled off the form and tied to the compliance record.

Master vendor agreement

Fully digital MVA review and signature, stored alongside the compliance documents rather than in somebody's email.

A pre-credentialed bench

The searchable directory filters by trade, zip, and compliance status, so sourcing starts from vendors who are already cleared.

Grove at Northwest Hills

The pool was down all summer. Two lost renewals. $36,000 gone.

Grove needed a pool repair before summer. Finding a vendor who met insurance requirements took a month. By the time someone was on site, the season was already lost. Residents noticed.

  • Sourcing time down 75%

  • Critical vendor onboarding 10 days faster

  • Onboarding that took weeks now takes days

  • A bench of pre-credentialed vendors ready to work

Yadaris, Property Manager

IDcore is efficient, accurate, and easy to use. It is a helpful platform for vendor compliance tracking, especially in organizing documentation, and integrates directly with our property management software.

Grove at Northwest Hills, Austin TX

FAQ

Onboarding questions

How long does onboarding actually take?
The manual path runs 5 to 10 business days per vendor, most of it waiting 3 to 5 days for an email reply and then another round on gaps. With self-serve upload and automated verification it is minutes to days, depending on whether the vendor has their documents ready.
What did Grove actually change?
Grove at Northwest Hills needed a pool repair before summer. Finding a vendor who met insurance requirements took a month, and by the time someone was on site the season was gone. Two non-renewals tied to the down amenity represented $36,000 in annualized revenue. Afterward, sourcing time dropped 75% and critical vendor onboarding was 10 days faster.
Do vendors have to re-upload for every property manager?
No. One vendor profile works across multiple PMC relationships. Upload once, stay credentialed everywhere, which is also why vendors cooperate with the process rather than resisting it.
What if a vendor stalls on documents?
Certificates emailed to support are auto-filed by an ingestion agent, and a deficient submission gets an itemized reply naming what is missing rather than a generic rejection. The most common cause of a stalled onboarding is a vendor not knowing precisely what to fix.
Can we keep preferred vendor lists?
Compliant vendors appear first in directory search today. Preferred lists at the personal, property, region, and company level are requested rather than shipped, and we would rather say so.

Time your last urgent vendor search.

From the day you needed the work to the day somebody was cleared to do it. That number is the one worth fixing.

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