Facility licenses - SpotlightVendor Help Center

How facility licensing works

SpotlightVendor charges a license per facility. Each license is a year-long term, billed annually.


Pricing	Per facility, billed annually. Request a quote →
Term	12 months from your start date
Renewal	Auto-renews annually unless cancelled
Add a facility mid-term	Pro-rated for the remainder of your term, then renews on your standard cycle

A property management company managing 10 facilities holds 10 facility licenses under one organization. That single organization umbrella gives you portfolio-wide rollups and cross-facility compliance — see For Property Managers.

What’s included with each license

Unlimited vendor invitations and onboarding for that facility
Compliance document tracking (W-9, COI, Workers’ Comp + any facility-specific docs you require)
Automatic 30-day expiration alerts
Unlimited RFPs, proposals, and project tracking
In-app chat with vendors
Network access — including discovery of pre-vetted vendors and access to negotiated network pricing
Role-based team access (organization admins, facility managers)
Audit-ready reports

Adding facilities mid-term

If you add a facility 4 months into a 12-month term, that facility is licensed for the remaining 8 months at a pro-rated rate. At the next annual renewal, all your facility licenses renew together on a standard cycle.

Suspension and renewal

If a license isn’t renewed by its end date, the organization moves into a suspended state. Your data is preserved, but you can’t post new RFPs, invite new vendors, or create new compliance requests until the license is renewed. Existing data and history stay intact.

Custom pricing

For property management companies with 25+ facilities, we offer custom multi-site contracts with volume pricing. Email hi@spotlightvendor.com and we’ll tailor a quote. Other billing questions? Same email.