Documents
- Your current management agreement, including the fee addendum
- This year’s approved budget
- Your most recent reserve study
- Last three months of financial statements
- Any RFP your Board already drafted
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For HOA, condo, and co-op Boards
A real search, run properly, without hiring anyone.
Most Boards choose a management company by calling three firms someone recommended, listening to three pitches, and reading three documents that cannot be compared. It is not a failure of diligence. It is a failure of format.
Free for BoardsReport in 15 daysNo calls until you askKeep the report either way
What actually goes wrong
The quotes are not comparable
One firm quotes per door. One quotes flat. One quotes a percentage of budget. Nothing lines up, and the differences that matter are buried in a fee addendum nobody reads.
The cheap bid is not cheap
A low headline rate with a 5% annual escalator, an $8,500 onboarding fee, and per-meeting attendance charges will outrun a higher flat quote inside two years.
The manager who pitched is not the manager assigned
Boards routinely meet a regional director and get assigned someone carrying fourteen other communities. Nobody asks the portfolio-load question because nobody knows to.
Ancillary fees surface after signing
$995 collection actions. After-hours meeting attendance at $50 to $100 an hour. Mileage at multiples of the IRS rate. All legitimate, none disclosed up front.
The phone does not stop
Fill out a form on a directory and five firms call within the hour, because the directory sold your inquiry to all five.
There is no record for the minutes
Boards make a six-figure fiduciary decision and document it with a show of hands. A recorded, exportable comparison protects the Board.
What your Board should prepare
None of this is required to start. It makes the scope sharper if you have it.
Decisions
- How many Board meetings a year, and whether they are evenings
- Which committees exist and whether they expect management support
- What went wrong with your current company
- What the new company must focus on — often a different answer
- Your contract end date and required notice window
Those last two are different questions. Your prior manager may have failed on turnover and communication while your forward priority is a governing-document restatement and a capital plan. Asking only one of them produces the wrong match. We ask both, separately, and both flow into the bid matrix as their own row group.
What it costs
$0
Free, forever. Not a trial.
- Full intake and analyst-normalized scope of work
- Invitations issued to qualified companies in your area
- Structured proposals collected on your behalf
- The BoardMatch Report in full
- Private Board portal with comments, scorecard, and recorded votes
- Board-meeting PDF and Excel export
- Masked communication until you request contact
Not included, because they do not exist
- Any fee at any stage
- A premium tier
- A charge if you select a company
- A charge if you select no one
Management companies pay a placement fee equal to the first month’s management fee, minimum $1,500, only when a Board selects them. That is the entire business model.
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.