Renewal Deskby Agentsor

Concierge renewal administration

Renewal follow-through, without another portal.

Forward vendor COIs and customer-defined vendor license documents to one inbox. We track the expiration dates and statuses your team confirms, send the vendor reminders you authorize at 45, 30, 14, and 7 days, route replies, and deliver a concise weekly exception list.

See if the founding plan fits Open the synthetic sample report

Designed for US HOA and condo management teams with 5–19 staff, roughly 10–40 associations, and 150–300 active customer-confirmed COI/license records in a spreadsheet, shared inbox, or both.

Likely fit10–40 HOA/condo associations

Likely fit6+ staff hours a month spent chasing

Likely fitExisting alerts still leave manual chasing

A managed operating loop

Your inbox stays the front door. We own the follow-through.

Renewal Desk sits alongside the workflow your team already uses. Your team remains the decision-maker; we keep the dates, authorized messages, replies, and exceptions moving.

  1. 01

    Confirm the source

    You provide a complete roster, contacts, customer-confirmed expiration dates and statuses, and approved reminder language.

  2. 02

    Forward documents

    Your team or vendors send designated COI/license documents to the Renewal Desk inbox. No new portal rollout is required.

  3. 03

    We run the cadence

    We send your authorized reminder at 45, 30, 14, and 7 days before the date your team confirmed.

  4. 04

    You handle exceptions

    Each week, you receive the short list of non-responses, received files awaiting your date/status confirmation, and missing details.

Weekly exception list

See what needs attention—without reading every thread.

The weekly report is an operating queue, not a coverage or compliance review. It shows actions taken, replies received, and the decisions or details your team still needs to supply.

View full synthetic example
Synthetic example Weekly exceptions
3 open items
Awaiting vendor Northridge Plumbing 14-day reminder sent
Customer action Bayline Restoration New file routed; confirm date/status
Missing detail Pine & Main Roofing Vendor email needed

A deliberately narrow desk

Administrative tracking in. Insurance judgments out.

The boundary is intentional: Renewal Desk manages the customer-defined workflow while your team or chosen professional makes every substantive decision.

Included

Receipt, date, and reminder administration

  • Importing the complete roster you approve
  • Tracking expiration dates your team confirms
  • Sending reminder copy and cadence you authorize
  • Routing received files and logging them within one business day
  • Delivering a weekly exception list

Not included

Review, decisions, issuance, or inspections

  • Coverage, limit, or endorsement review
  • Compliance, sufficiency, validity, or acceptance decisions
  • Insurance or legal advice
  • Certificate issuance, alteration, or completion
  • W-9 review, background checks, or bank/payment data
  • Property inspection certificates
  • Deciding whether a vendor may work or be paid

Your team confirms all dates and document statuses. Renewal Desk does not determine whether a vendor is insured, approved, compliant, or ready to work.

Founding service level

A clear handoff and a visible queue.

Within 5 business days
Initial import and first exception report, after we receive a complete usable roster, contacts, dates/statuses, authorization, routing instructions, and the applicable upfront payment.
Within 1 business day
Inbound designated COI/license files routed and logged in the tracker.
Every week
An exception list showing reminder activity, replies, missing details, and items awaiting your confirmation.

Founding fit check

Is the desk worth testing in your workflow?

Tell us enough to assess volume, current process, and scope. This is a fit conversation—not a checkout or service commitment.

Best starting conditions

  • US HOA/condo community-association manager with 5–19 staff
  • Roughly 10–40 associations and 150–300 active COI/license records
  • At least 6 staff hours monthly spent on follow-up
  • Spreadsheet/shared-inbox work, or existing alerts that still leave manual follow-up

Teams with a much smaller list or an already adopted portal may be better served by a lighter tool.

Your approximate currently tracked count.

Your best recent monthly estimate.

No checkout. No automatic enrollment. Please do not include certificate files or sensitive personal information here.

Plain answers

Before you send the form

Does Renewal Desk review COIs or decide whether a vendor meets our requirements?

No. We log customer-confirmed dates and statuses, send customer-authorized reminders, and route documents. Your team or chosen insurance/legal professional handles all review and decisions.

What happens when a vendor does not respond?

We continue the approved reminder cadence and show the item on your weekly exception list. We cannot guarantee a vendor response or document renewal.

Do we have to move our team into new software?

No. The founding service is inbox-first and starts from a complete, usable roster. Renewal Desk maintains its operating tracker behind the service.

What if we track more than 200 active records?

The base plan is capped at 200 active records and 25 renewal cases per month. If the workflow is still a fit, an optional $75 USD/month add-on increases those caps by 100 records and 15 monthly cases.

What counts as one monthly renewal case?

One customer-confirmed record entering its authorized renewal follow-up cycle counts as one case for that month. Multiple scheduled reminders for that same record do not count as separate cases.