Vendor accountability software
Proof your vendors did the work they billed
How it works
Four steps. Nothing for the vendor to install, nothing for you to chase.
- Schedule the vendor job. The vendor gets a text with a link at the right time. No app, no login, no portal password to reset.
- The link opens the camera. Gallery uploads are blocked, so the photo is taken at your property, not pulled from a camera roll later.
- The capture is sealed. GPS is checked against your site, the server sets the time, and a SHA-256 fingerprint makes any later change detectable.
- The record files itself. Every vendor job lands on your dashboard, searchable by property, vendor, or date — ready the day an invoice, an owner, or a board asks.
What each verified vendor job carries
- A live photo of the finished work, captured through the link with the gallery blocked
- GPS recorded at capture, checked against your property
- A server-set timestamp the vendor cannot change
- A SHA-256 chain of custody on every record
- Randomized timing, so a photo cannot be staged in advance
- A dashboard that marks each job done, late, or missed
- An Evidence Vault you can search by property, vendor, or date
- A shareable signed proof link for an owner, a board, or an auditor
- No vendor app and no login, in English and Spanish
Credentialing vs. proof of the work
Vendor management platforms answer a real question: is this vendor insured, contracted, and approved to be on site? That is worth knowing. It is a different question from whether Tuesday’s billed visit happened. Here is what each one actually gives you.
| LockProof | Vendor management software | |
|---|---|---|
| What it verifies | The billed work itself | Credentials, contracts, insurance |
| When it helps | Every job, as it happens | Before the vendor starts |
| Evidence per visit | Live photo, GPS, sealed time | None — visits are not its job |
| When an invoice is questioned | Shows the work was done | Shows the vendor was approved |
| Tamper-evidence | SHA-256 chain of custody | Not applicable |
| Hand it to an owner or board | One signed proof link | A compliance report |
The two work together: your vendor management system decides who may work at your properties, and LockProof records what they actually did there. If a work order flows through a CMMS, the work order verification page covers that flow; for your own crews, see photo proof software for property managers. See what one finished record looks like in a sample verified record. And if a vendor invoice is ever disputed, the proof is already on file, dispute-ready.
Common questions
What is vendor accountability software?
Most tools under that name manage who your vendors are: certificates, contracts, compliance paperwork. LockProof covers the other half — whether the vendor actually did the work they billed. Each vendor visit comes back as a live photo with GPS and a sealed time, so an invoice arrives with proof attached, not just a claim.
Does LockProof replace my vendor management system?
No. Keep whatever you use for credentialing, insurance certificates, and contracts. LockProof adds the piece those systems do not have: evidence the billed work happened. It is not a compliance or bidding platform. It is the work-proof layer that sits alongside one, tied to each job at each property.
Do vendors need an app or a login?
No. The vendor taps a text link and the camera opens. Nothing to install, nothing to remember, and it works in English and Spanish. The link opens a live camera only, so the photo is taken at your property when the job is done, not uploaded from a gallery afterward.
Can a vendor fake or reuse a photo?
The link opens a live camera only, with gallery uploads blocked, so an old photo can't be attached. Timing is randomized, so a shot can't be staged in advance. Every submission carries GPS checked against your site, a server-set time the vendor cannot change, and a SHA-256 fingerprint that makes any later edit detectable.
How much does vendor accountability software cost?
LockProof is priced per site and confirmed on a short call. Essentials starts at $99 a month and Professional at $399 a month; Enterprise is custom. Your exact plan depends on how many sites and vendors you run. Book a demo and we will price it against your own portfolio.