Vendors
The short answer: every vendor the association pays should have one record that answers four questions without a search — who they are and what they do, the agreed price, the end date, and the insurance expiry — plus the invoices already paid against it.
The treasurer and the resident ask the same record different questions. The resident wants who mows and how to ask them. The treasurer wants the price and the contract. Same facts, different permissions.
The four questions, kept current
Update the record when the agreement changes, not when someone asks. An expiry that lives in a PDF nobody opens is a lapse nobody sees. The work already done and paid belongs on the same page, so 'what have we paid them this year' is a look, not a reconstruction.
- The current agreement, signed and findable
- The price the board agreed to pay
- When the insurance and the agreement expire
- The work already done, and what it cost this year
Keep the agreement current
That is the vendor file: quote, agreement, invoice, and work together, readable by role. Ask 'landscaping' and get the current agreement, the last invoice, and the open work.
General information, not legal advice. Your state and your governing documents differ.