Automate the Admin Process for Your HOA

Homeowners associations are on the rise throughout the country. Approximately 75.5 million Americans live in communities governed by HOAs, which represent 30% of the country’s housing stock. 

This means homeowners associations need to up their game so they can maintain well-run communities, boost their reputations, and attract new homeowners. But what if you’re an HOA board member struggling with outdated systems and processes? Manually completing the many administrative tasks required won’t cut it anymore. 

It’s time to make a major upgrade and start using an online HOA app that automates everything you and your board members need to support the community. This will bring your HOA into the modern world and save you and the homeowners time and stress. 

Let’s learn how HOA management software is the fastest way to an automated workflow. 

Financial Peace of Mind

When you started working for a self managed HOA, you may have thought the money management element would be as easy as online banking. As you probably now know, there are many layers of financial management involved in a homeowners association’s day-to-day operation. Trying to oversee all these moving parts manually is a recipe for disaster. 

With the right HOA management software in place, you maintain control. 

Save Precious Time 

Most of an HOA board’s money-related responsibilities are time-sensitive and recurring. These tasks include: 

• Invoicing homeowners 
• Collecting dues 
• General accounting 
• Paying vendors 
• Managing past due or violation fees
• Maintaining a budget
• Running financial reports 

If you’re only able to devote a handful of hours each week to your HOA, your best option is to control all these processes from a centralized location. Our software allows you to streamline your finances and automate many of these critical tasks. 

Instead of manually invoicing each homeowner, you can bill the whole community. You can also accept homeowners’ payments through a secure payment processor, which means no more tedious data entry. 

With HOA management software in place, you and the board can access financial data at any time, sync the program with the association’s bank account, and generate a wide range of financial reports. Add automated vendor payouts to your new functionality and you’ve already saved yourself hours of work each week. 

Say Goodbye to Errors 

If you’re still manually handling financial data and tasks, you’re setting yourself up for mistakes – and money mistakes aren’t something you want to be accountable for. That’s why HOA management software is such a no-brainer. 

When you automate your financial processes, you ensure homeowners get the correct invoices on time. This prevents confusion and friction between the HOA and residents in the community. 

The right software also helps you maintain a real-time view of the association’s accounts, something invaluable when it’s time for a budgeting meeting. Plus, you can automate the generation and filing of 1120-H and 1099 tax forms. You don’t have to set a reminder or lift a finger. We also provide CPA services for 1120H preparation. This ensures your HOA stays compliant and you don’t incur IRS fees. 

Community Communication Has Never Been Easier 

Let’s be real for a second – many HOAs have a less-than-stellar reputation with residents in their community. Often, homeowner unhappiness is caused by a lack of transparency around changes, fees, or goings-on in the neighborhood. You can avoid all this with a streamlined communication system.  

As a board member, so many of your administrative responsibilities involve connecting with the community. Ensuring homeowners can easily contact the board is also key. Our HOA software removes manual processes and allows you to create a positive, proactive, and open environment.

An Automated Communication Hub

With a phone and computer, you already have the primary modes of communication at your disposal. But manually sending emails, making phone calls, and texting still takes a lot of time. You also risk information falling through the cracks. 

HOA software brings everything under one umbrella so you can harness the power of mass communication. Our automated communication tool allows you to: 

• Send emails to the whole community or targeted groups.
• Set up scheduled broadcasts in advance. 
• Store and track communication history for your records.
• Send reminders via automated phone calls.
• Keep the community informed using an interactive calendar. 
• Send physical mail without having to make a trip to the post office. 

With such versatile functionality at your fingertips, your work for the HOA won’t feel like an administrative job. You’ll be able to set up an automated system of communication that suits the board and your community. 

Engagement is Everything 

Effective communication doesn’t only facilitate the transmission of information. It’s your best tool for creating a good relationship between the HOA and homeowners. 

Our software lets you provide the community with a platform where the board and homeowners can interact. Using a digital message board, you can open the lines of communication and start constructive discussions about community issues. This is your homeowners’ chance to share ideas and voice their opinions.  

A message board is also useful for communicating upcoming events, alerting homeowners in the event of an emergency, and informing everyone about policy changes. This helps build a healthy community based on trust, friendship, and transparency. It also saves you time and the unnecessary headache of manually reaching out to residents. 

Finally, our software makes it easy to create a branded HOA website homeowners can use to find community information and log in to their resident portal. A custom website is also great for the community’s reputation. 

Get Control of Your Management Process

Maintaining a bird’s-eye view of your HOA’s internal operations isn’t easy without the right technology. If you’re still doing things manually, simple tasks can quickly turn into a mess, leaving board members unhappy and homeowners frustrated. 

Automating your administrative processes with our HOA management software makes everyone’s lives easier. You’ll have the freedom to: 

• Automatically send violation messages and track fines. 
• Mail violation notices with the click of a button. 
• Set up online maintenance request forms with status updates. 
• Approve requests within the dashboard. 
• Run maintenance reports. 
• Create and send homeowner surveys. 

By automating these processes, you’ll avoid errors and streamline day-to-day operations for each board member. You’ll also have a record of everything, which is helpful if a discrepancy or dispute arises.  

Staying Secure

HOAs have a responsibility to keep their homeowner’s data safe. They also need to ensure their own information, such as bank accounts and financial data, is protected. 

Our HOA software provides unlimited document storage with high-end security and data encryption. You’ll have control of the permissions for each document so only certain board members have access. 

In addition to security, our document storage functionality lets you create a folder structure that’s right for your operation. Managing documents is fast and easy, giving you peace of mind that everything is exactly where you need it to be. 

Our HOA Management Software Makes Admin Work a Breeze 

Keeping your community running like a well-oiled machine shouldn’t be a hassle. But if you’re still handling administrative tasks manually, you’ll never get anywhere. 

At PayHOA, we understand the challenges self managed homeowners associations face. We designed our HOA management software with automation in mind so you can create the operational infrastructure best suited for your community. It’s our goal to help you provide the best support to your community while creating a culture that HOA board members will appreciate. 

Contact us today to learn more. 

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PayHOA offers an HOA management software solution for HOAs of any size or managerial priorities. To find out if PayHOA fits all your HOA management needs, try our software free for 30 days.