DAY 0 — INTAKE
Seven steps, three of which are required
Who you are and your authority. Your community. Your current situation. What you need. Preferences and dealbreakers. Timeline and process. Documents. Only the first three gate submission.
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How it works
Thirty days, start to signature.
Most Board searches take three to four months and end with three documents nobody can compare. This one is scheduled, and every date is computed from the day you start.
DAY 0
Your Board completes one intake. About eight minutes.
DAY 1–3
An analyst normalizes your scope. Qualified companies serving your area are invited. Your identity stays shielded.
DAY 3–15
Structured proposals collected against the same scope. Questions run through the portal. No inbound calls.
DAY 15
The BoardMatch Report is delivered. Matrix, three-year cost, scope grid, flags, exportable PDF.
DAY 15–30
Your Board discusses, requests meetings with whomever it chooses, votes, exports the record for its minutes.
DAY 60
Quoted pricing holds firm through here. Take longer if you need to — past day 60 a company may re-price, and we tell you which ones did.
What happens at each step
DAY 1–3 — SCOPE
An analyst builds the bid document
Your answers become a normalized scope of work every bidder responds to. You approve it before anything is sent. Your association’s name is shielded by default, and in a confidential search your incumbent is hard-blocked from the invitation list.
DAY 3–12 — SITE VISITS
Bidders walk the property, if you want them to
You choose: a scheduled group walkthrough, individual visits, a self-guided look with the address shared, or no visit at all. Companies RSVP to the windows you offer and the address unlocks only for them. Common areas only, and no contact with Board members, homeowners, or on-site staff. Boards who offer a visit get sharper proposals, and every proposal discloses whether that company actually showed up.
DAY 3–15 — COLLECTION
Proposals arrive in the portal
You watch the counter climb. You get a short update when the first proposal lands and a digest as more arrive — not one email per bid. Companies ask clarifying questions through the portal, and every Board member sees every answer at the same time.
DAY 15 — THE REPORT
Everything in one format
If fewer than three companies serve your market, you still get the report on day 15, with a stated note on how many firms were invited and how many responded. We do not pad a bid to hit a number.
DAY 15–30 — DECISION
Discuss, meet, vote
Private threads per proposal. A weighted scorecard your Board can re-weight live. Straw poll or recorded vote, ranked or single-select, with quorum. Request a meeting with anyone — that is the only moment your contact information moves.
THROUGH DAY 60
Your pricing is protected
Every company holds its quoted pricing firm for 60 days from submission. Thirty days is our standard decision window, not a deadline — if your Board needs another meeting cycle you still have protected pricing. Past day 60 a company may re-price, and we tell you which ones did.
AFTER
Transition checklist
Notice letter timing against your contract’s window, records and funds handoff, bank signatory changes, vendor reassignment, homeowner communication, and a 90-day check-in.
Process questions
Can we invite our current management company to bid?
Yes, and many Boards do. It is the cleanest way to find out whether your incumbent is priced correctly. If you are running a confidential search instead, the incumbent is hard-blocked from the invitation list.
Does our association name go out to companies?
Not by default. Bidders see unit count, association type, market, budget band, and required services under an anonymized label. Identity is released to a company the moment you request a meeting with them.
What if fewer than three companies bid?
You get the report on day 15 either way, with the invitation and response counts stated plainly. In thin markets we widen the radius at day 10 and tell you we did.
Who on our Board can see this?
Whomever you invite, with roles: President, Treasurer, Secretary, Director, Manager, Attorney, or Observer. Discussion threads are private to the Board.
Can we extend past day 30?
Yes. Thirty days is our standard, not a deadline. Every proposal is held firm for 60 days from submission, so a Board that needs another meeting cycle still has protected pricing. Past day 60 a company may re-price, and we tell you which ones did rather than quietly updating the numbers.
Can management companies tour our property before bidding?
If you want them to. At intake you choose a scheduled group walkthrough, individual scheduled visits, a self-guided look where we share the address with invited companies only, or no visit at all. You set the date windows and bidders pick from what you offer. A company that has walked your property prices the real job; one working from a unit count prices an average.
If we share our address, does that identify us?
Only to companies you have invited, and only after you approve the scope. Your name, phone number, and email are never released with it. Every company agrees in writing to stay in common areas and not to contact your Board, a homeowner, or your on-site staff off-platform. Report a violation and that company comes off your bid.
Live walkthrough
Poke around before you sign up.
A working copy of both portals, loaded with a fictional 248-unit condominium association and three invented management companies. Click everything. Nothing is stored and no account is created.
Every association, company, proposal, and figure in the demo is fictional sample data created to show how the portal works.
Three proposals normalized side by side
A Board that issued its own RFP, and the answers
Three-year total cost with the escalator applied
Ranked decline reasons and a recorded vote
The company view: invitations, packages, billing
Start with what you already know.
You know your unit count. You know what your current management does well and what it does not. That is enough to begin.
Free for Boards. No calls until you ask.