For whoever approves the vendor

Insurance and COI

A certificate of insurance is issued on request, naming your company as certificate holder, before the first move-in if you need it for onboarding. Coverage includes general liability and contents. If your vendor policy requires specific limits or additional insured wording, send the requirement with the RFP and the certificate comes back matching it.

W-9 and entity

The W-9, entity details and a banking letter are sent with the first option sheet rather than after award, so vendor setup runs in parallel with the housing approval instead of behind it. Supplier-portal registrations and vendor questionnaires are completed as part of the same step.

Terms and invoicing

Net 30 on approved credit. One monthly invoice per requirement, itemised by unit, with PO number and cost-centre fields carried on every line. Occupancy tax, where it applies, is its own line rather than buried in the rate. Payment by ACH, card or check. If your AP process needs a different invoice shape, say so once and it stays that way for the life of the requirement.

Single point of contact

One named person owns the requirement from quote to move-out, with a direct email and phone, and a written escalation path behind them. The same person handles extensions, early move-outs and disputes — there is no queue to re-explain the account to.

Data and privacy

We collect what the requirement needs and nothing else: the requirement itself and the contact details of the people arranging and occupying the housing. Details are not shared with property partners until you accept an option, and are never sold. See the privacy page for the full statement.

Cancellation and extension terms

Extension and early-exit terms are agreed in writing before move-in, per unit, and repeated on the option sheet — including notice periods and what happens when a project ends early. Extensions are confirmed by email against the terms already agreed; nothing is renegotiated mid-stay.

Accessibility of units

Accessible units — step-free access, ground floor or elevator buildings, accessible bathrooms — are sourced on request and stated per unit on the option sheet. Flag the need on the requirement and only compliant options come back.