Work smarter, not harder. That’s what HOA management software aims to help board members and property managers do. At its core, HOA management software automates repetitive processes, streamlines day-to-day operations, and creates better, more structured systems that benefit everyone who lives and works in the community. When designed well and used correctly, HOA management software can help you gain control of routine disorder, and help save the association some money, too.

There are dozens of programs to choose from, and each system has its own distinct set of features. Some software is free. Some programs specialize in accounting. And others have a solution for almost everything. With so many options available, it’s important to think about your specific needs and requirements, as well as the needs of the property you manage. 

Snapshot of the top 5 HOA management software platforms

Table of contents

• Why your association might need software
• 5 industry leaders: Top picks for HOA management software
  • Condo Control
  • AppFolio
  • Yardi Breeze
  • HOA Sites
  • Buildium
• Features to look for
• How software simplifies HOA management
• Common HOA software FAQs
  • Average cost of HOA software

Why your association might need HOA management software

There’s nothing wrong with managing an HOA without assistance from a software program – developments have gotten along just fine without it. But, if you’re constantly worrying about collecting association fees, stressed out by outstanding violations, or if you feel like your community isn’t as in sync as it could be, then it might be time to look for a solution.

If you and your homeowners are doing any of these things regularly, then it’s very possible that your HOA could benefit from property management software:

• Owners are still writing cheques to make payments, and you’re still going to the bank to deposit those cheques
• You’re mailing community announcements/updates/notices to homeowners
• You’re using email to communicate with owners
• Owners have created a Facebook group to talk about community issues
• You use a bulletin board to notify owners about upcoming events
• You create financial records on Excel and must use the same computer to access these documents
• You create financial reports manually when data must be shared with the board
• The association struggles to reach quorum
• Work orders/maintenance requests take weeks to resolve
• You have trouble issuing/keeping track of violations
• You keep track of maintenance and repairs on an Excel spreadsheet
• Owners must fill out a paper form to submit architectural change requests
• Owners must speak to you before they can book the clubhouse
• Meeting minutes are stored in paper boxes
• Owners must come to you to review governing documents
• You are spending a small fortune on ink and paper

Good HOA management software can assist with all of these things. Most programs are designed to tackle communication, operations, and record-keeping. Many will also provide accounting and security solutions for an additional cost.

Almost any community could benefit from management software, but it tends to make more of an impact for mid-sized and large HOAs. That’s simply because there are more people to care for. It’s also harder to establish a sense of community when the HOA has hundreds of members. Having a private and dedicated community space can help build stronger, more transparent HOAs.

Property managers who care for multiple properties will also appreciate a good cloud-based platform because they can be more involved with each property without having to physically be there. According to the 2024 State of the Property Management Industry Report, 41% of property managers considered growth to be their top priority in 2024. 34% stated that increasing efficiency was a main focus. 34% expressed a desire to improve the resident experience.

Profitability has also become more important to property managers in 2024. 28% ranked it as a key priority, and virtually all property management companies said they expect their revenue to increase over the next two years.

Nevertheless, rising costs, including insurance, labor, and materials, make it more challenging to achieve this goal.

In response, companies will use whatever resources and tools they can find in order to maintain a healthy revenue stream.  

Management software has undoubtedly helped them stay competitive without having to spend more. Furthermore, functional management software can be used as a selling point when trying to attract potential buyers. There are roughly 8,500 – 9,000 community association management companies out there, so it really helps to have something that will separate you from the competition.

 

5 industry leaders: Top picks for HOA management software

As we mentioned earlier, there are a lot of software options to choose from. We’ve researched many of these options, and have selected 5 leading programs that deserve your consideration.

 

Condo Control 

Condo Control is a cloud-based property management system designed with HOAs in mind. Condo Control has been in the business for nearly two decades, and it continues to thrive because the software is both user-friendly and robust. New features are designed based on real client feedback and requests, and the dynamic software grows with associations as they encounter evolving needs and challenges.

Some of Condo Control’s most popular features include announcements, violation tracking, vendor management, a mobile app, online payments and virtual meetings. It also provides comprehensive reports that give communities a clearer idea about things like where resources are being allocated, which violations occur most often, and how long it takes for issues to be resolved. While Condo Control is best known for its communication and management features, it has the ability to collaborate with other software platforms like QuickBooks, Zego, and Snaile, too.

Condo Control Pricing

Fees start at $49 per month. There are also custom pricing options for small and large HOAs. Some communities may be eligible for a free 30-day trial. 

 

AppFolio

AppFolio is ideal for property managers who care for HOAs, as well as those who have mixed portfolios. It is a cloud-based solution that is easy to use, and offers a great mobile experience. The company was founded in 2006. In 2022, it expanded the platform by launching AppFolio Stack, a feature that allows property managers to integrate multiple proptech solutions.

Some of AppFolio’s most attractive features include rental applications, tenant screening, an online owner portal, accounting, online payments, and work order management. Their rent comparison tools help managers decide how to adjust rent prices to stay competitive. Managers can access tenant information with a click of a button.

Some clients have noted that the accounting feature is not as user-friendly as it could be, but those with accounting knowledge should be able to find their way around without any trouble.

AppFolio Pricing

The starting fee is $1.49 per unit, per month, with a minimum monthly spend requirement of $298.

 

Yardi Breeze

Residential and commercial property managers looking for an intuitive platform will be pleased with Yardi Breeze. This software system makes it possible to successfully manage a community for a reasonable price. It is one of three options offered by Yardi. 

Yardi Breeze has well-loved tools that every property manager will appreciate. Top features include vacancy and prospect tracking, email and text communications, and property accounting.  

It can be more challenging to implement customized workflows or solutions, but current users who just want the basics are seldom disappointed with Yardi Breeze. 

Yardi Breeze Pricing

Pricing starts as low as $1 per unit per month, with a minimum monthly spend requirement of $400.

 

HOA Sites

HOA Sites provides HOA managers with functional websites that are second to none. Each website created by this company fits the needs and personality of the association it is designed for. This enables managers to send communications to owners from a secure and organized platform, and showcase the community’s best assets to potential buyers.

HOA Sites does not have an owner portal for members, but managers can upload HOA documents and forms to a password-protected section of the association’s website.

HOA Sites Pricing

Fees begin at $300 annually, plus a one-time design cost. The company is so confident in its websites that it offers a 30-day money-back guarantee.

 

Buildium

Buildium gets it. You’re swamped on a good day, and there is always something to do. This company aims to help simplify and streamline as many tasks as possible. It is very easy to use; the cloud-based software is appropriate for all types of property managers, including those who aren’t completely comfortable with new technology.

Top features from Buildium include property accounting, rental applications, tenant screening, a resident center and owner portal, document storage and reporting.

There are small things that could be improved. Users have mentioned some annoyances with accounting functions, for example, but overall it is a robust platform.

Buildium Pricing

Fees start at $55 per month. However, you can request a free 14-day trial.

 

Features to look for

When shopping for outstanding HOA management software, price is going to come into play. But that shouldn’t be the only thing you consider. Think about the practicality of the software, its value to you, how much support is available to you if you run into issues, and whether the software can grow with you.

Generally, you’ll be looking for a solution that will help improve

• Communications
• Record-keeping
• Day-to-day operations
• Finances

Specifically, most property managers and HOAs will want to have access to most of the features listed below:

 

Online payments

An HOA cannot operate well without adequate revenue. According to the most recent Statistical Review for Community Association Data, $108.8 billion in assessments were collected from U.S. homeowners.

Assessments fund many critical association obligations, such as professional management services, utilities, security, insurance, common area maintenance, landscaping, capital improvement projects, and amenities. Of that money, $27.2 billion assessment dollars were contributed to association reserve funds for the repair, replacement, and enhancement of common property.

Clearly, this is a very important aspect of property management, but collecting and processing payments can be incredibly inefficient, especially if you manage a large community.

With a proper online payments feature, you can cut payment processing time in half. Owners can authorize automatic payments for recurring fees and use credit cards, pre-authorized debit, direct withdrawal, electronic funds transfer or ACH payment to cover fees. Best of all, management doesn’t have to collect checks or make bank trips to make deposits. Payments go straight to the association’s bank account, and transactions are recorded for owners and for management.

 

Resident/owner portal

A big part of a property manager’s job is caring for the people who live in the community. Having an owner portal available to them can make everyone happy. By providing them with this tool, owners can do more for themselves, which frees up a little more time for you. Some features in the owner portal may include announcements, an events page, online payments, a personal account where they can update information, work orders, and a discussion forum.

Owners like having the ability to take matters into their own hands, and with a reliable system in place, they can always reach management if they require assistance.

 

Communications/announcements

Communication can make or break an association. It’s something that many communities struggle with. Unfortunately, there isn’t a magic bullet to resolve this problem, but online software can drastically improve communication between boards, owners and property managers.

HOA software gives management the ability not only to streamline communications, but reach owners in different ways. This is key because while most people will view announcements through their online accounts, not everyone is comfortable accessing information this way. As such, it is possible to send text messages or automated voice messages to owners as well, and you can always print out notices for people who request to receive paper documents.

Messages can be sent to owners in minutes as opposed to days or weeks, and it is even possible for owners to receive alerts when a new announcement has been posted. This way, they never miss a thing.

Finally, the association will see a noticeable change in print and mailing costs. Our customers generally see a 40 – 60% reduction in paper costs within the first 3 months of signing up with Condo Control. By eliminating so many paper documents, you can scale your business without added costs.

 

E-voting/virtual meetings

Many HOAs have at least tried e-voting and/or virtual meetings as a result of the 2020 pandemic. Some communities did not like the experience, but others have decided to keep virtual or hybrid meetings as a long-term option for members.

HOAs that liked virtual meetings and e-voting said that they appreciate having the option to vote from their homes. If they can’t attend an annual meeting for whatever reason, they can still have their say.

Furthermore, because owners can vote ahead of the meeting, it’s possible to reach quorum beforehand.

Generally speaking, HOAs are more likely to reach quorum with e-voting/virtual meetings, and property managers have a lot less manual labor to perform.

 

Scalability

Speaking of scaling your business, scalability is a feature to look out for. While it’s not a feature in the traditional sense, it is a capability you want your HOA management software to have. As you grow, you need the software to be able to keep up. Can it support multiple properties? Does the software release new features? Can you see yourself using it 5 or even 10 years from now? There are questions you should ask before making a final decision.

 

Flexibility

You should also have the option to customize and tailor certain functions and fields. This is important because different communities have different needs. For example, if you are using a violation tracking feature, you should be able to create new violation types, and set up actions or responses for each violation type. The software should work for you, as opposed to the other way around.

 

Human support 

This is another non-traditional feature, but one you’ll be happy to have should you need it. It’s natural to have questions about any software system, and on occasion, something will go wrong. If and when that happens, it’s good to know that there will be a real person available to help you.

YouTube videos and written instructions are appropriate for simple situations, but for more complex issues, it’s best to talk to someone who knows the software and has resolved similar issues in the past.

 

Ability to integrate with other software

Each software system is different, meaning each program will have unique strengths and weaknesses. Some programs do accounting really well, while others excel in record-keeping and communications. While it’s not essential, it does make life easier if you have the option to integrate software systems. This way, you can enjoy more of the best features from multiple platforms without having to log in and log out of each program

 

How software simplifies HOA management

Once they find the right fit, the only regret property managers have is not investing in HOA management software sooner. There are so many benefits to implementing online software, including:

 

Less busywork

HOA software can be remarkably freeing in the sense that it automates many of the tedious, time-consuming tasks that take away from time spent building a vibrant community. Instead of booking the clubhouse for each person who requests it, or filling out, filing, and uploading work requests, you can let the software take care of the heavy lifting.

 

Happier owners

One of the best benefits of HOA management software is that is works for homeowners too. They are given quick and easy access to documents, a system for communications, a place to discuss community issues, and they can take care of payments with less hassle. Plus, you receive fewer complaints and experience more efficient operations as well. Your HOA software may even integrate with the HOA’s website (if it has one) to instantly display new information, updates, and notices.

 

Easy accounting  

Not everyone has a solid accounting background. Honestly, most of us do not. That’s why cloud-based accounting software designed for non-accountants can be so useful. These programs minimize human error, and make it possible to manage the finances of multiple properties from one place. There are also premade templates available for you to use, so you don’t have to create makeshift Excel spreadsheets from scratch.

Since the data is stored securely on the cloud, you don’t have to worry about losing it, or transferring a file from your work computer to your laptop. You can focus on what the numbers are telling you instead of trying to figure out where you made a mistake.

Having a clear financial picture allows property managers to make sure that the HOA is in good financial health, and create fact-based budgets for the future.

 

HOA software anticipates your future needs

One of the biggest reasons for getting HOA management software may not be entirely obvious … at least not at first. But successful managers that use the technology can tell you that good software can provide functionalities that they don’t need at the moment, but will require later on. The right software will essentially solve problems for you before you even start to struggle with them.

Moreover, the reports that HOA software can produce will help you and the association with critical decision-making that will impact the future well-being of the development. Make informed choices based on numbers derived from the HOA.

 

Common HOA software FAQs

Is the software hard to use?

Generally speaking, no. Developers who create software exclusively for HOA boards and managers know that the software must be easy to use. Otherwise, people won’t use it. Most systems also have a mobile app option too.

What’s the average cost of HOA software?

That depends on the platform and package you choose. Most providers will set prices based on the number of units that the property has, and how long the subscription will last. Monthly fees range from $50 a month to more than $500 a month, but on average, a mid-sized association can expect to pay roughly $300 every month.

Is the software secure?

Yes, provided you select a reputable company! Most developers employ a layered security approach to safeguard your data and personal information. However, don’t expect the same protections from free software.

Is there a limit to how many units the platform can manage?

Cloud-based software can manage anywhere from 4 to 20,000 units. There is no limit to how many units you can register.

Can I use the software for more than one community?

Absolutely. Ask about the portfolio management feature to find out how you can keep tabs on all of your communities from one dashboard.

Does HOA software come with accounting?

It might, but that depends on the system you select. Some platforms offer accounting features while others do not.

 

Conclusion

There are many good reasons to invest in HOA management software. These programs can help you reach your goals while saving your properties money and connecting homeowners. HOA management software is an excellent tool for improving communications, simplifying or automating repetitive tasks, and gaining control over day-to-day operations. Different programs will have different qualities, but their core objectives are the same. Before investing in a solution, make sure that it has the proper features that you need to help lighten your workload.

HOA management software may appear to be a little overwhelming, but most programs are surprisingly user-friendly. They do not have a steep learning curve – and there is usually a team to help you out if anyone runs into trouble. Best of all, your entire community can benefit from HOA software.