Capital project governance,
built on email you already use.
Board + capital-project only — not community management. No dues, violations, or resident portal. Per-project timelines, cited answers from bids and contracts, and a verifiable counsel export that survives board turnover — without asking vendors to log in.
Built for the projects
your board depends on.
Board approvals captured with full context
Every vote, approval, and board directive on an active renovation is captured alongside the email and documents that prompted it — who proposed, who approved, and when.
Every bid, contract, and spec — preserved in order
Documents arrive via vendor email and are automatically indexed. Every version is preserved chronologically — so when a dispute arises, the record is already complete.
Roof Replacement Contract.pdf
4 versions · 3 contributors
Revision History
GC, architect, and engineer messages in order
Vendor correspondence flows into a single, time-ordered stream per project. Emails, attachments, and board notes interleave in the order they occurred — never reconstructed, never rearranged.
Activity Stream
Ask the bid package.
“What's the warranty period in the approved roofing contract?” Get a cited answer with the document name, page, and passage — not a generic summary.
Vendor invoices, structured from email.
When a GC or elevator contractor emails an invoice, BoardRecord extracts vendor, amount, line items, and due date — with confidence scoring and duplicate detection. Low-confidence extractions flag for board review before anything is approved.
- • Auto-detect invoices from whitelisted vendor senders
- • Fingerprint dedup across email threads
- • Vendor profiles with running totals
Invoice #ELV-2026-0412
$48,250.00
Due Apr 15 · Modernization milestone 2
Approve once. Pay directly. Audit everything.
Board Pro adds payment authorization with configurable approvals, Stripe Connect vendor onboarding by email, and direct payment from the building operating account — without asking your GC to log into another portal.
Every action logged. Every export tracked.
Every approval, payment, and permission change is recorded with timestamps and attribution. Export payment and governance logs as CSV for compliance reviews.
Counsel brief
Roof Replacement — dispute package
Board Pro · Tamper-evident counsel brief. Verify the hash; advice stays with counsel.
Hand your attorney the evidence — not your inbox.
Board Pro exports a verifiable counsel brief: chronological emails, board notes, approval decisions, and an attachment index — plus a summary of project obligations (open, overdue, complete, waived) and any open payment or budget mismatches, with a content hash and signed timestamp you can check on a public verification page. One export for counsel: timeline, obligations, and payment mismatches. Built for disputes and special assessments — BoardRecord preserves the trail; legal advice still comes from your attorney.
- ·One download from the project page — Board Pro only
- ·Obligation status included — COI, milestones, filings: open, overdue, complete, waived
- ·Payment & budget mismatches flagged for review, when applicable
- ·Tamper-evident hash + signed timestamp on every export
- ·No attorney directory — you keep choosing counsel
The record survives every transition.
Board members change. Management companies transition. The institutional record remains. New leadership inherits full context without requesting files from predecessors or reconstructing history from fragments.
One record for every stakeholder.
The Board
Decision tracking across votes, positions, succession, and communications — attributed and retrievable at any time.
The Manager
Maintain integrity when personnel and project handovers occur. Context transfers with no risk of losing historical information.
Counsel & Disputes
When an owner challenges a special assessment, Board Pro exports a counsel brief — timeline, decisions, and documents — so your attorney starts with evidence, not inbox archaeology.
Infrastructure built to
institutional security standards.
Encryption at rest and in transit
All data encrypted at rest and in transit using AES-256 and TLS 1.3 via our cloud infrastructure providers.
Role-based access and audit logging
Granular role-based access control. Every approval, payment, and permission change is logged with timestamps and attribution.
Your data, exportable anytime
Your board retains full ownership of all data. Export project records, audit trails, and financial summaries at any time.
Designed for
your existing stack.
No mailbox change
Keep your existing email provider and workflow. BoardRecord works alongside — never replaces — your current setup.
Works with your HOA software
PayHOA, Buildium, and TownSq handle dues, violations, and resident portals. BoardRecord is board + capital-project only — timelines, search, and cited Q&A — not community management.
Vendors never log in
Contractors, architects, and engineers communicate via email only. Only board members and administrators need accounts.
Privacy controls
Granular permissions determine who sees what. Internal deliberations stay internal. Vendor communications stay scoped.
Email safety
Whitelisted sender verification and spam filtering keep your project record clean. Only approved senders can post.
Searchable from day one
Every email, attachment, and decision is full-text searchable the moment it arrives. No manual tagging or filing required.
Common questions
What does BoardRecord actually do?
BoardRecord turns the email, documents, and board decisions behind a capital project into one searchable record. It builds a per-project timeline from vendor email, answers cited questions over bids and contracts, routes invoices for approval, and exports a counsel-ready brief when you need it.
Do vendors or board members have to log in to a portal?
No. Vendors keep working in email, where they already are. BoardRecord structures the thread on the board side automatically, so there is no portal for your contractor or your directors to adopt.
How does the cited Q&A work?
You ask a question in plain language and BoardRecord answers from your own project documents, with citations back to the exact bid, contract, or email it used. Every answer points to its source so the board can verify it.
Can we approve vendor invoices inside BoardRecord?
Yes. Invoices that arrive by email are captured with the project they belong to, and the board reviews and approves them in one place, with the approval recorded alongside the rest of the project history.
What happens to the record when the board turns over?
The record stays with the building, not with an individual director or a management company inbox. Incoming board members inherit a searchable timeline and a counsel-ready export of everything that happened, so nothing is lost at transition.
Start building your capital project record.
Free pilot for roof, facade, and renovation projects — no credit card required.