Answering the resident is half the job. Somebody still has to find a vendor who's insured, get the right crew to the right address, prove it happened, and turn the invoice into something your accountant can post. Field Services runs that whole chain in the same platform that answers your residents by text and phone.
Ask any community manager where the day goes and it isn't answering questions — it's chasing. Which vendor covers this trade. Whether their certificate is still current. Who's actually going out on Tuesday. Whether it got done. Where the invoice went, and which budget line it belongs to.
Every one of those is a handoff, and every handoff is a place where a promise to a resident quietly dies. Field Services removes the handoffs: one work order carries the job from the moment it's raised to the moment it's paid, and each gate along the way either holds or tells someone.
It's an add-on module, enabled per community, for HOAs, condo associations and the management companies that run them.
Five stages, one record. Nothing is retyped into a second system.
Intake
A resident's text, a board decision, a recurring visit or an awarded project — all of it lands on the same spine, with a budget code attached. Nothing gets promised to a vendor that your books can't see.
Vendor
Certificates of insurance, W-9 and the signed agreement live on the vendor record with expiry dates. A company can come out for a site visit with nothing on file — that keeps the funnel alive — but live work won't dispatch to an uninsured crew.
Dispatch
Not the office, then a phone tree, then a callback. The assigned crew member, in English or Spanish, with the address and the scope. They can reply from the truck, or call the community line and talk to the concierge.
Proof
The crew sends a picture when it's done. That photo attaches to the work order and closes the resident's request automatically, so the person who reported it hears back without a manager typing anything.
Money
Invoices are read on arrival and checked against the work order — scope, amount, proof. A manager approves, the board signs anything above the community's threshold, and it exports to your accounting system already coded. Redline never moves the money.
A rule that only sends a reminder isn't a rule. These stop the job.
Most systems email you a reminder that a certificate expired. This one stops the job. A lapsed COI pauses live work until it's replaced, and the chase starts before the expiry date, not after.
When a project is awarded, the kickoff refuses to proceed until an accounting code is chosen. That's the difference between a spend the board can explain and one that shows up as a surprise.
Set the dollar figure per community. Under it, a manager approves and it moves. Over it, the invoice waits for a board signature — recorded, timestamped, and impossible to skip quietly.
Everybody sees exactly their part of it — and nothing they shouldn't.
One board for every open job across your communities: who's assigned, who hasn't accepted, what's waiting on paperwork, what's waiting on you. The chasing you do by phone today happens on a schedule instead.
A text with the address and the scope. Reply "done" with a photo, or call and speak to it — in English or Spanish. No app, no portal, no login, no training day.
A link. They fill in their trades, coverage area, insurance and W-9 at their own pace, e-sign the agreement, and can bid on posted projects from a shared link without creating an account first.
What was spent, what needed their signature, and photo proof it happened — without anyone chasing a manager for a status update before the meeting.
A project that goes quiet with no bids. A company half-way through setup. A certificate about to lapse. A job nobody accepted. Each one gets chased on a schedule, and if it's still sitting there, it gets flagged for a person by name. Silence is never mistaken for progress — which is the failure mode of every spreadsheet this replaces.
Worth being straight about, so a demo doesn't surprise you.
A note on language. The crews doing the work often aren't working in English, and asking them to is how details get lost. Dispatch texts, inbound replies and phone calls all work in English and Spanish, on the same job record.
It's the layer between a resident's request and the vendor who fixes it. A request becomes a work order, the work order goes to a vendor whose insurance is current, the crew gets dispatched and sends proof, and the invoice comes back checked and coded. In Ask Redline it sits in the same platform that answers residents by text and phone, so the answer and the fix are one thread instead of two systems.
Each vendor record holds their certificate, its expiry date, general liability and workers' comp status, and whether the association is named as additional insured. The chase starts before the expiry date. If a certificate lapses, live work stops dispatching to that company until a current one is on file — a site visit is still allowed, because looking at a job isn't doing it.
No. A vendor gets a link and fills in their details at their own pace — trades, coverage area, insurance, W-9 — and e-signs the agreement in the browser. They can even submit a bid on a posted project from a shared link before finishing any paperwork, because a paperwork wall at the bidding stage just means fewer bids. The paperwork is required before work is awarded and started.
By text, to the crew member assigned to that property — in English or Spanish. They can reply with a status and a photo, or call the community's number and speak to the concierge. There's no app to install, which matters when the person doing the work is standing on a roof.
Yes. Post the scope — the AI will draft one from the request history if you'd like — and target it by trade, coverage area, insurance status or past rating. It also appears on a public work board that needs no login. When you award it, the kickoff won't start until a budget code is chosen, and the contract goes out for e-signature.
No, and it never will. Invoices are read, checked against the work order, approved by a manager, signed by the board above your threshold, and exported to your accounting system already coded. The money movement stays with you and your bank.
Yes. Accounting codes come from a company-wide template that each community can override, and approved invoices export in a batch your accountant can import. Field Services is the approval and proof layer, not a general ledger.
Either. It's an add-on module enabled per community, so one self-managed association can run it, and a management company can turn it on for the communities that need it. Book a demo and we'll walk it through on your own vendor list.
We'll run it through the chain live — the certificate that lapsed, the job nobody accepted, the invoice with no budget code — and you can see exactly where it would have stopped.