As communities and responsibilities grow, effectively managing a homeowners association without technology quickly becomes an exercise in futility.
Sound familiar? Then this guide is here to help.
By the end, you’ll understand the capabilities modern solutions provide, how to evaluate options, and most importantly, the 12 best software platforms to bring your HOA into the 21st century!
Let’s start by laying the groundwork on exactly why associations need specialized technology in the first place…
The Challenges Facing Today‘s HOAs
Homeowners associations (HOAs) oversee more than 300,000 communities across the U.S.
The average HOA manages:
- 517 homes
- Annual assessments of $886 per home
- Expense budget of $317,299
- Reserve fund of $383,563
Keeping communities operating smoothly at that scale without technology quickly leads to disorder.
Just look at these statistics:
- 70% of homeowners report dissatisfaction with their HOA’s responsiveness.
- 65% of boards say they desperately need better tools to simplify operations.
- 25% of assessments go unpaid due to lack of automated processes.
Yet associations hesitant to implement technology face even greater risks:
- Inefficient tracking of maintenance issues leads to unsafe conditions.
- Poor record-keeping results in non-compliance and lawsuits.
- Outdated financial oversight causes associations to miss revenue benchmarks.
Without functional technology, HOAs rarely live up to homeowner expectations or operate safely long-term.
Introducing HOA Management Software
HOA management software empowers associations, management companies, and condos to transform chaotic administrative tasks into streamlined, automated workflows.
Today’s tools go beyond basics like accounting and document storage to advanced functions like predictive analytics using artificial intelligence algorithms.
When processes become automated, HOA leaders can focus on proactive community maintenance and resident satisfaction rather than paperwork.
Let’s examine what today’s leading solutions offer:
Core HOA Software Capabilities:
- Resident database centralizes all household and property details.
- Accounting oversees assessments, bank transactions, budgets and invoices.
- Work order tracking logs, assigns and monitors maintenance requests.
- Document management stores governing files, incident reports and more.
- Communication tools enable email newsletters, texts and mobile apps.
- Website builder publishes news, docs, events and more online.
- Payments processes assessments, fees, and dues from owners.
Advanced Integrations:
- Predictive assessments analyze data trends to recommend optimal billing rates.
- Investment analytics tracks portfolio performance and cash balances.
- Integrated banking automatically imports transactions and reconciles accounts.
- Contractor marketplaces connect certified vendors on-demand.
Let‘s look at adoption rates of key features based on association size:
| Capability | Small HOAs | Mid-Size HOAs | Large HOAs |
| Accounting | 89% | 94% | 98% |
| Work Order Tracking | 63% | 81% | 96% |
| Document Management | 46% | 62% | 91% |
| Resident Communications | 32% | 53% | 86% |
| Contractor Marketplaces | 12% | 31% | 62% |
Now that you understand why HOA management software is so invaluable, let’s explore the top solutions on the market.
The right platform can elevate your community to new heights!
#1: Buildium
In the HOA software landscape, Buildium remains the gold standard. Their all-inclusive platform offers every tool associations need to streamline cumbersome operations in one place.
Trusted by over 20,000 property and HOA managers, Buildium provides:
Accounting & Assessments
Simplified tracking, custom billing rates, and various online payment options give Buildium top marks for automated accounts receivable. Predictive algorithms also suggest optimal assessment rates based on historical data and budget goals to keep cash flow consistent.
Maintenance Tracking
Robust features enable tradespeople and staff to track issues from first report through completion across unlimited properties. Automatic notifications update homeowners on progress.
Communication Tools
From newsletters to the branded homeowner portal to real-time chat support, Buildium offers every channel managers need to connect with the community.
Who It‘s Best For
- Mid-size to large HOAs
- Portfolio managers overseeing multiple associations
- Communities with frequent maintenance needs
Pricing
Starting at $100/month with average around $150/month per association. Minimum 50 residential units.
Get started with Buildium‘s free trial.
#2: Propertyware
If you manage an expanding portfolio of HOAs, Propertyware should be on your radar. Their unified platform scales to support everything from small condos to massive master-planned communities.
With enterprise-level tools plus smaller association plans, Propertyware is built for rapid growth.
Standout Features:
- Custom branding and unique homeowner portals for each association
- Consolidated accounting and reporting across multiple entities
- Highest marks for responsive support and regular platform updates
Impressively, Propertyware delivers enterprise-wide automation while still nurturing that small community feel.
Who It‘s Best For
- Managers overseeing 10+ associations
- Fast-growing portfolios
Pricing
Contact for quote based on number of properties and modules needed.
Get started with Propertyware‘s risk-free trial.
#3: TOPS [ONE]
For small- to mid-size HOAs seeking versatility without complexity, TOPS [ONE] strikes the right balance.
Configurable modules allow you to enable only the features your association needs like accounting, work orders, document management, and more. Or activate the unified suite for complete, out-of-the-box capabilities.
What Owners Love
- Intuitive dashboards quickly visualize budgets, assessments, violations and staff workloads.
- Homeowner portal for submitting requests, payments and document downloads.
- Vendor bids and cost tracking tied to work orders.
Supporting 10 to 5,000+ homes, TOPS [ONE] starts at $100/month per association.
Get started with TOPS [One]‘s risk-free trial.
#4: CINC Systems
CINC Systems approaches community management through specialized modules. Options range from accounting to work order tracking to document archiving – allow you to start small and expand as needed.
While setup fees run high, annual pricing is competitive starting around $750 for core features.
Helpful Highlights
- Custom violation letters and tracking.
- Homeowner portal tying together docs, work orders and account balances.
- Email newsletter builder to communicate updates.
CINC also leads competitors in customer support ratings and transparency around product development.
If you want reliable technology that grows alongside your evolving needs, shortlist CINC.
Get started with CINC System‘s free live demo.
Key Considerations Before Buying
With countless options on the market, buying the right HOA software goes beyond feature checklists.
Here are key considerations:
Portfolio Size
If you manage a single 30-unit condo, your needs differ greatly from overseeing 500 oceanfront villas. Confirm tools scale.
Growth Trajectory
Fast-expanding portfolios need more foresight as developers phase new buildings. Select flexible platforms.
Homeowner Demographics
Retirees expect different services than busy families. Ensure software supports your population‘s needs.
Onsite Staff
Lean teams need intuitive tools while large maintenance crews thrive on customizable request workflows.
Legacy Processes
If you‘re still on paper, bridge technology may help ease the transition before going all-in on modern systems.
While daunting, evaluating solutions through those lenses ensures you select software that aligns both for today and years down the road.
Setting Your HOA Up for Success
Transitioning from makeshift spreadsheets or filing cabinets to streamlined software marks a defining moment for associations.
To ensure your new tools provide maximum impact, here are best practices:
Clean Out The Old Before Bringing In The New
Start fresh by purging dusty paperwork and scattered Post-It notes before your software launch. Standardize existing documents into universal digital formats.
Map Out Processes First
Rather than forcing new platforms to match broken operations, scrutinize workflows through a digital lens. Refactor procedures to leverage automation.
Phase Rollouts
Rightsize implementations starting with non-critical modules like board and homeowner communications to build confidence.
Train Early, Train Often
Success requires adoption across maintenance teams, board members and residents. Schedule demos, hang welcome posters and host office hours.
Start Small, But Dream Big
Have a vision for the future even if today’s budget only allows basic tools. Modern systems scale alongside ambitions.
Future-Proof Through Integrations
As new technologies emerge, platforms with open API’s seamlessly connect rather than forcing risky migrations.
With the right homework and planning, HOA management software implementation drives efficiency for years to come.
Now let’s wrap things up with a few more top solutions worth consideration.
5 More Top-Tier Options
5. AppFolio Property Manager
While AppFolio focuses more on residential property management, they offer a dedicated HOA solution. Ideal for mixed portfolios.
6. AvidXchange
Specializes in automated invoicing, payments and cash flow reconciliation. Great for assessment collection.
7. Bitrix24
Feature-packed community intranet software with free plan covering 12 users.
8. Condo Control
Condo-focused option providing basic accounting, maintenance and document tools. Nice budget choice.
9. Homewise Docs
Specialized solely on document management including archives and homeowner access.
