1 · Apply
Complete the Vendor Application and provide the required compliance documents.
Vendor Center · Northwest Florida
myHomeSpot Vendor Portal
Join myHomeSpot’s network of qualified vendors serving HOA, condominium and rental properties. Find everything you need to apply, complete assignments and get paid.
What do you need to do?
Quick access for current and prospective vendors01 · Get ready
What you need to become an approved vendor
Have the following ready before submitting your application.
Application, licensing & agreements
- Completed Vendor Application
- Current applicable business, trade, professional, state, or local licenses
- Completed IRS Form W-9
- Signed myHomeSpot Vendor Agreement
- Applicable professional certifications
- Any additional documentation required for the vendor’s trade or assignment
Insurance & Workers Compensation
General Liability insurance: $250,000 per occurrence; $500,000 aggregate.
Certificate Holder must read exactly:
Glenn Dorsey Inc DBA myHomeSpot.com225 N Pace Boulevard
Pensacola, FL 32505
Current Workers Compensation coverage when legally required, or a valid Florida Workers Compensation exemption when legally applicable.
Vendor Liability Statement if claiming a Workers Compensation exemption.
Background documentation & restricted access
Certified copy of a current background check and required certification for each employee or approved subcontractor who will enter occupied homes, units, gated nonpublic areas, or other restricted areas.
Expired licenses, insurance, Workers Compensation documentation, exemptions, or other required compliance records can suspend new assignments and place payments on hold until current documents are received.
Vendor approval does not guarantee a minimum volume of work. Assignments are based on client needs, vendor qualifications, geographic coverage, availability, service performance, pricing, and compliance status.
02 · Your next steps
From application to payment
2 · Get Approved
myHomeSpot reviews licensing, insurance, Workers Compensation status, background documentation, service areas, capabilities, references, and other required information.
3 · Receive Work Orders
Approved vendors may receive written work orders based on client needs, vendor qualifications, location, availability, pricing, and past service performance.
Vendors must acknowledge routine work orders within one business day.
Emergency work orders require an immediate response.
If the vendor cannot respond to an emergency assignment, the vendor must immediately notify myHomeSpot so the work can be reassigned.
4 · Complete, Document and Invoice
Complete only the authorized scope.
Provide the required photographs and closeout documentation.
Submit a complete invoice package.
Net 30 begins only after myHomeSpot receives a complete invoice package.
03 · Working with us
Clear expectations. Better results.
Review the standards for authorization, communication, documentation and site conduct.
Written Authorization
Do not begin work without written authorization from myHomeSpot or another expressly authorized client representative.
Residents, tenants, board members, property occupants, or field personnel cannot authorize additional work unless the work order specifically grants that authority.
Scope Changes
Every change in scope, additional repair, material substitution, upgrade, or additional expense requires written approval before the additional work begins.
There is no automatic dollar threshold for unapproved additional work.
Resident Communication
When myHomeSpot provides resident or tenant contact information, the vendor is responsible for contacting the resident directly to arrange the appointment unless the work order states otherwise.
The vendor should identify itself as:
An independent contractor authorized by myHomeSpot.com.
Vendors should provide reasonable appointment windows and promptly communicate delays or scheduling changes.
Vendors must remain professional and should not:
Discuss or negotiate myHomeSpot pricing with residents
Interpret HOA rules or lease provisions
Assign blame
Make promises for additional work
Make statements regarding insurance or legal responsibility unless specifically authorized
Photos and Documentation
Before and after photos are required for every work order.
Photos should clearly document:
Condition before work begins
The reported problem
Pre-existing damage
Failed components
Relevant model and serial numbers
Equipment identification
Concealed or unexpected conditions
Completed work
Final cleanup
Any condition supporting a requested change in scope
When possible, provide photographs supporting a change-order request before beginning the additional work.
Subcontractors
Vendors may not subcontract a myHomeSpot assignment without prior written approval.
Approved subcontractors must satisfy applicable licensing, insurance, Workers Compensation, background-check, conduct, documentation, and property-access requirements.
The primary vendor remains responsible for the performance and conduct of approved subcontractors.
Site Conduct
Vendors must:
Protect residents and property
Use appropriate safety procedures
Keep the work area orderly
Use barriers and warnings when needed
Remove debris
Leave the property clean and safe
Report significant damage or unsafe conditions promptly
04 · Invoices & payment
Get your invoice ready for payment
Send your complete invoice package to Accounting@myHomeSpot.com or use the invoice submission form.
NET 30 PAYMENT TERMS
Net 30 begins when myHomeSpot receives a complete invoice package.
An incomplete invoice submission does not start the Net 30 payment period.
Missing photographs, authorization references, supporting documents, compliance information, or unresolved billing questions may prevent an invoice from being considered complete.
Complete invoice package checklist
- Vendor legal business name matching the W-9
- Invoice number
- Invoice date
- Association or rental-property reference
- Complete service address or work location
- Work-order number or written authorization reference
- Service date
- Detailed description of the authorized work
- Itemized labor
- Itemized materials
- Approved change orders
- Total amount due
- Required before photos
- Required after photos
- Applicable receipts
- Permits, warranties, inspection records, equipment information, or other required closeout documents
Compliance hold
Expired required licensing, General Liability insurance, Workers Compensation coverage, exemption documentation, background documentation, or other required compliance records may result in a payment hold until current documentation is received.
05 · Forms & documents
Your vendor resource shelf
Vendor package Handbook, agreement, application and payment requirementsElectronic W-9 Complete your tax form securely onlineRecommend a vendor Refer a qualified companyFlorida Workers Compensation Official state resourcesWorkers Compensation exemptions Eligibility and exemption informationCoverage requirements Review Florida coverage requirements
Need to update insurance, licensing or other documents?
Document upload form coming soonContact Accounting@myHomeSpot.com for submission instructions.
06 · Quick answers
Vendor questions, answered
How quickly must I respond to a work order?
Routine work orders must be acknowledged within one business day. Emergency assignments require an immediate response.
Can a resident authorize additional work?
No. Additional work or changes in scope require written authorization.
Are before and after photos required?
Yes. Before and after photographs are required for every work order.
Can I use a subcontractor?
Only with prior written approval from myHomeSpot.
When does Net 30 begin?
Net 30 begins when Accounting receives a complete invoice package.
What happens if my insurance or license expires?
New assignments may be suspended and payments may be held until current required compliance documentation is received.
Does becoming an approved vendor guarantee work?
No. Vendor approval does not guarantee any minimum amount or frequency of work.