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7 Benefits Of The Meeting Management Feature In HOA Software

HOA meeting management can be difficult for many homeowners associations. That’s because voting, counting ballots, meeting quorums, and organizing minutes can be tedious and challenging — even for experienced HOAs. Automating HOA meeting management may be more beneficial.


What Are the Advantages of HOA Meeting Management in HOA Software?

Self-managed associations and HOA management companies can benefit from automated HOA meeting management. How can this HOA software feature help? Here’s what associations and management companies can expect.


1. Convenience & Accessibility

Traditional HOA meeting management is far from convenient and accessible. Homeowners associations have to notify homeowners and ensure there’s a quorum for a board meeting. They must also hold the meeting at a reasonable time and location, so more people can attend. This can be time-consuming for both the board and the members. At times, some members can’t even be bothered to attend.

However, homeowners associations will have to worry less about this when they use proper HOA management software. That’s because good software has features that make meetings more accessible and convenient for everyone. Through it, homeowners associations can count quorums automatically. They may also send automated notifications to homeowners and even compile all the minutes.

In addition, some programs can even automate the voting and election process, reducing the board’s workload. A reliable HOA software even provides built-in virtual meetings so more homeowners can attend without being physically present. This helps the community reach a quorum and complete more agenda items.


2. Speed & Efficiency

Automated HOA meeting management can speed up the entire meeting process. This is because HOA software can automatically count quorum, allowing associations to waste no time doing a manual count. Moreover, they can even speed up the voting process by creating and printing ballots automatically. This allows people to vote and elect board members in no time.

In addition, an automated system can scan barcodes and count the ballots automatically so the election results can come out almost immediately. The HOA can transition much faster and allow the newly elected board members to work sooner.


3. Tracking Minutes of the Meeting

Homeowners associations are required to keep minutes of every board meeting that occurs. Moreover, they must allow members to review the meeting minutes afterward. Some states even provide a strict timeline for HOAs. For instance, California law states that board meeting minutes or a summary of the minutes must be available for viewing 30 days after the meeting.

Given how important meeting minutes are, homeowners associations must take their duties of keeping and archiving these documents seriously. However, it’s often hard to do as meeting minutes can get lost in a sea of the HOA’s files. They can also be destroyed by accidents or natural disasters like fires and floods.

This is where automated HOA meeting management comes in. Through this feature, an HOA can not only track their meeting minutes chronologically, but they can also keep an online archive of all the documents. This allows the association to keep their minutes safe from external forces. Moreover, it makes meeting minutes more accessible for board members and the homeowners. HOAs can easily comply with their state’s inspection requirements by offering electronic access.


4. Fair and Transparent Voting

HOA online votingElections and voting are often a point of contention for many homeowners associations. After all, the community’s board of directors takes charge of the association’s affairs and heavily influences community matters. Many homeowners associations complain when the board is heavy-handed or abusing its power.

This is why having a fair and transparent voting and elections process is vital. Homeowners associations must see that there isn’t any dishonesty or unfairness in the voting process. Sure, HOAs may hire inspectors and third parties to help, but the current board members themselves often hire those people. It may be wise for homeowners associations that want absolute transparency to use software with HOA meeting management capabilities instead.

Through HOA software, homeowners associations won’t have to worry about rigged votes. An automated system can create and print ballots electronically for HOAs to use. Not only that, HOA software can even scan the barcoded votes immediately so nobody can tamper with the results. The HOA’s elections can stay fair and transparent, letting the homeowners feel at ease with the results.


5. Promotes Trust in the HOA

Homeowners associations that use automated HOA meeting management can promote a sense of trust in the HOA board. That’s because the residents are more likely to trust that the results of an election are fair if the voting process is automated. This eliminates any suspicion and keeps chaos at bay.

In addition, because HOAs are more able to keep track of and archive minutes, the homeowners who request to see them will be able to access them when needed. This can limit any complaints that accuse the board of keeping information from the residents.


6. Keeps Members Happy

Homeowners often pay hefty HOA assessments to maintain the community. Hence, it’s no surprise that many residents complain when the HOA doesn’t handle meetings properly. HOA meeting management software can help streamline the process and ensure everything is organized. This can keep the residents happy and make them less likely to complain.

Moreover, it also reassures the members that their HOA dues are being used for good community management. They will see that the HOA is running well and that the board is not wasting the residents’ funds.


happy member of HOA7. Raises Reputation

A well-organized HOA will be able to raise its reputation much more than disorganized communities. This allows the HOA to fulfill its goal of raising and maintaining property values for the community members. It can also attract potential buyers to the homeowners association, thus raising more funds through assessments.


An Indispensable Feature

HOA meeting management might seem like an insignificant feature at first glance. But, it certainly benefits homeowners associations and can help the HOA operate well.

Are you on the lookout for HOA software with HOA meeting management capabilities? Look no further than Condo Manager, an industry-leading HOA management software for self-managed communities and management companies. Contact us online or call us now at (800) 626-1267 to find out more!



Self-Managed HOAs And HOA Management Companies: Why Use Software For HOA Management

Many are hesitant to use software for HOA management. But, the reality is that both self-managed communities and HOA management companies can benefit from the use of such software.


Why Should Self-Managed Communities Use Software for HOA Management?

A self-managed homeowners association relies solely on its HOA board to run the community. But, board members are only volunteers. More often than not, they lack the proper knowledge or skill needed to perform their various duties. On top of that, they usually lack enough time to devote to the association, especially with personal responsibilities in the balance as well.

If these problems sound all too familiar to you, then perhaps it is time to invest in HOA management software. Here are just a few ways such software can help with community management.


1. Easier Accounting

Accounting is often the most difficult aspect of HOA management since it requires more than just a passing familiarity with the subject matter. And there are a lot of tasks involved here. Managing an entire association’s finances means having to keep accurate books, tracking invoices, and staying on budget. It also means having to prepare monthly financial statements.

If you have no experience with these things, a software for HOA management can help. Most of these programs come equipped with full accounting systems that let you track your operating expenses, create special assessments, and adjust your budget. You can also keep separate accounts for your operating fund and your reserve fund.

Beyond that, many programs allow residents to pay their dues online. Besides being convenient for homeowners, this is also convenient for the board since the payments go directly to the HOA’s account. This also makes it easier to see which owners have paid and which ones are delinquent.


2. Track Maintenance Issues

Track Maintenance Issues | hoa softwareIt is the homeowners association’s job to maintain the common areas of a community. When you have a particularly large community, though, maintenance issues can quickly multiply.

With the help of HOA software, you can easily stay on top of maintenance issues. You can create service requests and oversee them every step of the way until work orders are fulfilled.

Maintenance modules also let you communicate with vendors directly via email so you can request a quotation or issue a work order. If a vendor’s insurance has reached its expiry, the system will also alert you. You can also schedule preventive maintenance so issues don’t snowball. Beyond that, many programs come with data analytics that help identify trends.

3. Manage Violations

An HOA management software can also help you track architectural requests and manage covenant violations. It comes with a built-in notification system that will alert you when it is time to inspect an owner’s property. You can also access the history of inspections and easily send violation letters once needed.


4. Grows With Your Community

Although expanding your community is good, it also means added work for your HOA board. The beauty of a software for HOA management, though, is that it can accommodate growing communities. You can simply add new members to the system and set them up with their own online accounts. The work largely remains the same, too, because the system is scalable and mostly automated.


5. Accessible from Anywhere

Thanks to technology, managing your homeowners association has never been easier. You can access the program from virtually anywhere with a connection, even using portable devices such as smartphones or tablets. This is perfect for board members who are always on the go and can’t find the time to stop by at the office.


Why Should HOA Management Companies Use HOA Software?

Self-managed homeowners associations are not the only ones that can benefit from HOA software. Companies that specialize in HOA management or provide it as a service can also make use of such programs. Here are just a few ways such software can help your HOA management company.


1. Faster Setup

When you sign a new community as a client, an HOA management software allows you to seamlessly set up their profiles. You can easily copy key information with the help of a user-friendly interface and straightforward menus.


2. Stay Competitive

Staying relevant and profitable is crucial in a highly competitive market. Because everything you need is already within the software, your company can look forward to time saved. This will allow your staff to become more efficient and give you time to focus on improving your profit margins.


3. Full Community Management Features

An HOA management software comes with all of the features you could possibly need to successfully manage communities. This includes communication tools, resident management, accounting, covenant enforcement tools, and request tracking. With fully integrated HOA software, you can run communities more efficiently and effectively.


4. Manage Multiple Communities

Manage Multiple Communities | hoa management softwareIt is nearly impossible to keep up with the demands of multiple communities at once when using manual processes.

There is so much time and resources wasted on flipping through physical documents, making copies for safekeeping, and storing mountains of paperwork in a very limited space. Add to that your obligation to maintain financial records for every community and you have got yourself a circus of probable errors.

With an HOA management software, though, all these problems just go away. You can manage multiple communities simultaneously and waste no time doing so. Search for documents easily in just a few seconds and copy key information with the press of a single button. Expandable storage also means you can store as much data as you want.


5. Client Retention

With the help of software for HOA management, you can look forward to reduced administrative work thanks to automated processes. Because staff members spend less time on such tasks, they can concentrate on keeping clients happy. This all goes toward client retention and possible referrals, thereby having a positive effect on your bottom line.


The Best Option in the Market

When it comes down to it, software for HOA management is simply essential. It is clear that both self-managed communities and HOA management companies have something to gain from it. But, finding the right one is not always easy.

If you need a fully integrated HOA management software, look no further than Condo Manager. Give us a call today at (800) 626-1267 or contact us online for a free demo of our product.



Why A Self Managed HOA Software Is Invaluable To An HOA

While there are some homeowners associations that receive help from a management company, there are many others that rely solely on the board for guidance. And it is these types of communities that usually require self-managed HOA software.


Features Critical to an Effective Self-Managed HOA Software

At a glance, it may seem like managing a homeowners association is easy. But, there are so many things that go into the process that it almost seems impossible without outside help. For some communities, that means hiring an HOA manager or management firm to pick up some of the slack. Others, though, opt to go for the more traditional route of using self-managed HOA software.

But, with countless options currently on the market, it can be difficult to tell which software is the best for your community. You may feel tempted to just go with the first free HOA software you can find, but taking such a relaxed approach to the selection process might come back to bite you in the end.

With that in mind, here are the four features you should look for in self-managed HOA software.


Accounting and Financial Management

accounting and financing software | free hoa softwareIf you ask anyone on an HOA board what the most challenging aspect of running an HOA is, chances are most people will say financial management.

Yet, accounting and financial management remain essential to your operations. Thus, it only makes sense to look for an HOA management software that boasts excellent accounting and financial management modules.

Of course, you can always hire an accountant to do all this work for you, albeit manually. But, with self-managed HOA software, you can do the work yourself and have more control over your association’s finances. Plus, your accountant will find this aspect of your software useful as well.

To break it down further, look for software that offers bookkeeping capabilities, cash flow management, bank reconciliation, financial reporting, and invoice processing. It also helps to have a program readily equipped with an online payment system. Not only will this help you streamline your process but it will also make it easier for both your association and its members to settle balances.



Homeowner communications are one of the more significant yet overlooked aspects of HOA management. People underestimate just how often board members need to distribute information to residents. And while you can get away with some parts of this using email or snail mail, it is wiser to use management software with built-in HOA communication tools.

Many programs allow you to create your regular newsletter right from the software itself, using templates and easy-to-use editing tools. From there, you can send the newsletter directly to homeowners with the help of a native email system. Several programs also come with a website and let you maintain it without hassle. This way, you can keep your online calendar up-to-date and easily upload any crucial documents or make important announcements.


Covenant/Rule Enforcement

Rule enforcement is definitely one of the more time-consuming parts of managing an HOA community. Board members need to conduct regular inspections for any violations, send out notices to homeowners, track progress, and keep up with reports. All things considered, next to financial management, this task is probably the most taxing.

But, since enforcing the CC&Rs is something every HOA board must do, you can’t just ignore it. You can, however, make the process much easier with help from a self-managed HOA software. Some programs come with a compatible mobile app, which you can use to snap photos of violations during your inspections. Then, you can import this data directly to the software. From there, you can start generating violation letters and automatically update your reports.

Beyond simplifying this aspect of community management, HOA software also allows you to enforce rules in an equal and consistent manner. Say goodbye to complaints and accusations of selective enforcement!


Maintenance Tracking

It is the primary job of a homeowners association to maintain the common areas of the community. Staying on top of maintenance tasks, though, does not come easy when done manually. Therefore, it is best to go with HOA software that offers maintenance management and tracking features as well.

With such a module in place, you can create service requests, track their progress, and fulfill work orders with ease. Many programs also allow you to email vendors directly from the software, receive alerts upon the expiry of a vendor’s insurance, and schedule preventive maintenance to address issues before they worsen.


Why You Need a Self-Managed HOA Software

It is easy to dismiss HOA software as “just another tool you buy but won’t use as much.” But, when it comes down to it, self-managed HOA software is something that every homeowners association can benefit from. Here are some of the reasons your HOA should invest in one today.


1. Saves Time

Running a homeowners association, even a small one, can eat up a lot of your time. When you have other priorities to juggle, HOA duties tend to get shoved into the back burner. But, because HOA software automates many of your tasks, the amount of time you need to spend on them is significantly reduced. If your software is cloud-based or comes with a mobile app, you can also do your work remotely.


2. Minimizes Errors

Completing HOA tasks manually opens up plenty of room for errors and inaccuracies. And this is only natural for humans. An HOA management software, though, is largely automated and reduces instances of errors. Some software can even spot inconsistencies in data and point them out to you.


3. Streamlines Processes

A management software eliminates the need for more laborious work and integrates all tasks in one neat place. Because much of the work is automated, it is a more efficient way of managing your community. You also don’t have to worry about important documents getting lost in a mountain of paperwork.


4. Helps With More Difficult Work

As explained above, self-managed HOA software can assist you with work that requires more skill or expertise. This includes accounting, bookkeeping, and financial management. You can prepare your budget, compare it with actual expenses, generate financial statements, and manage your accounts receivable with no worry.


5. Data All in One Place

cloud data storage | hoa communication toolsWhether your software is cloud-based or relies on a local server, you can’t deny that having easy access to data is a huge benefit. When you do things manually, you tend to organize your paperwork into piles or drawers. Searching for documents requires time and a lot of flipping through pages. Software, though, makes this process infinitely simpler. You can search for documents using keywords and organize them with just a few clicks.


6. Makes for an Easy Transition

Board members don’t hold onto their positions forever. In time, you will eventually need to pass on your duties to someone else. Without self-managed software, this usually involves having to hand over digital files and needing to explain where everything is kept. With software, though, the data remains in the same place. This makes the transition much smoother for both outgoing and incoming board members.


An Easier Time for All

After examining all the facts, it is undeniable that self-managed HOA software is essential to your homeowners association. When looking for the best one, though, financial management, communications, rule enforcement, and maintenance tracking are non-negotiable features. These features will not only make your job as a board member simpler, but they will also give residents an easier time.

Condo Manager offers the best HOA management software for self-managed communities. Call us today at (800) 626-1267 for more information or contact us online for a free demo.



Using An HOA Management Software During The COVID-19 Pandemic

Why should homeowners associations start using an HOA management software during COVID-19? Given the state of the world right now, there are many reasons.


The Rise of HOA Management Software During COVID-19

Before the coronavirus pandemic hit, many homeowners associations relied on traditional processes or the help of a management company for their day-to-day operations. It was just the way HOA communities did things, and people felt there was no need to change their ways if it had worked for them this long. Older communities, in particular, felt more apprehensive about incorporating digital technologies into their procedures, as it meant learning new methods all over again.

Then, COVID-19 happened, sending the world into a spin. Authorities and health officials encouraged people to stay inside their homes. They advised people to wear face masks and practice social distancing when outside. The sudden outbreak forced businesses to temporarily close and countless employees to lose their job. Even homeowners associations felt the effects and began asking whether or not it was right to shut down amenities or continue to collect dues even amid the economic turmoil.

To homeowners associations, it soon became clear that face-to-face operations were no longer realistic — or safe. The need for contactless interactions welcomed the rise of digital solutions, including the adoption of HOA management software.

For some communities, HOA software is nothing new. Plenty of self-managed associations have been using HOA software even before the COVID-19 pandemic. Those that employ management companies are also probably familiar with such programs. But, for others, the concept of HOA management software and the idea of adopting it became a saving grace for the continuation of operations. As a result, more and more associations are now investing in HOA management software.


The Benefits of Adopting HOA Management Software During COVID-19

HOA Management Software During COVID-19Even though an HOA management software is a useful tool, and not just during times of crisis, many homeowners associations still feel hesitant about purchasing one.

This reluctance is understandable considering the financial and technological obligations that come with it. But, HOA software is an investment. It is designed to last for years on end, even after the pandemic has subsided. It might mean having to learn something new, but a willingness to learn is a quality that every board member should have.

If you still remain on the fence about it, here are the reasons you should invest in HOA software during COVID-19:


Supports the Health and Safety of Members

The coronavirus disease transmits from person to person primarily through respiratory droplets. This is why authorities and experts advise everyone to wear face masks and keep at least 6 feet away from other people. But, many homeowners and HOA board members find it difficult to carry on without leaving their homes. Homeowners have to pay their monthly dues, and board members need to attend meetings to discuss community issues.

An HOA management software, though, can streamline these processes while keeping members safe. Many programs allow members to pay their dues online, which is not only more convenient but is also safer than having to go to the bank or mail a check. Members can also submit requests and applications digitally, which board members can review and approve in the same manner. Some programs even come with website capabilities, making document requests much easier.

You can perform all of these things from the comfort of your own home. Whether you are a board member or not, you will surely benefit from the use of HOA management software during COVID-19. Cast your worries away and let the program do most of the work for you.


Allows for Continued Operations With Minimal Risk

hoa software during covid-19Given the highly contagious nature of COVID-19, homeowners associations should avoid holding in-person meetings. This includes board meetings and annual or general assembly meetings, especially in enclosed or indoor spaces.

The problem is, homeowners associations heavily rely on meetings and face-to-face discussions to get things done. In fact, many associations prohibit board members from conducting official business outside of a meeting with a quorum.

The good news is, many associations also allow virtual or email meetings. And most HOA management software comes equipped with communication tools like email. Some even have video conferencing capabilities, though there is nothing wrong with using third-party providers such as Zoom or Skype. Keep in mind, though, that not all states and governing documents permit this type of setup, so make sure to check with your attorney first.

With an HOA management software, you can address complaints, handle requests, manage finances, and generally proceed with operations without needing to meet physically. And, even after the pandemic, the software can still be of great use to your association.


Ensures Compliance With Government Regulations

Imposing travel bans, business closures, and lockdowns are some of the most common ways countries responded to the pandemic. While the United States did not issue a nationwide lockdown, the government did institute other restrictions. This went on for many months.

Today, many businesses have reopened and government restrictions have somewhat relaxed. Even though this is the case, some areas still advise residents to stay home. Others still have limitations on indoor and outdoor gatherings. To comply with these mandates, it is imperative to have a way to conduct association business from home. Every state has its own coronavirus-related restrictions, though, so it is important to know those in yours.


The Future of HOA Management Software

The industry of HOA management software is expected to trend upwards in the coming years. While the pandemic forced many associations to adopt HOA software, it also opened their eyes to the usefulness of such programs. HOA software is convenient and time-efficient, so its continued rise in popularity in a post-COVID world is inevitable. If you have yet to join the countless communities benefiting from HOA software, now is the time to do so.

If you need HOA management software during COVID-19, Condo Manager is your best option. Call us today at (800) 626-1267 or contact us online for a free demo.



What Is A Bank Reconciliation? And How Can An HOA Management Software Help With That?

Managing the finances of a community can be taxing, and bank reconciliation is one of the more tedious tasks associated with that. Discover the process of reconciling your bank statements and how an HOA management software can help.


Understanding the Bank Reconciliation Definition

What is a bank reconciliation? To put it simply, bank reconciliation is the act of matching up your bank statement with their corresponding cash account titles. The purpose of bank reconciliation is to verify whether these two records coincide with one another and identify any differences. If there are discrepancies, it is imperative to then make the appropriate changes to the accounting records. This is typically accomplished using bank reconciliation journal entries.

When preparing your bank reconciliation statement, it is important to keep in mind that the ending cash balance as it appears on your statement and as it appears in your accounting records may be different. In fact, these two records rarely match up right down to the decimal point.

This is due to a number of reasons. For one thing, you may have deposits that are still in transit, which means you have already recorded them in your accounting records but they have yet to reflect on your bank statement. Other reasons include overdraft fees and bank service fees that you have yet to record.


How to Do Bank Reconciliation

Once you receive your bank statement, it is time to start the process of reconciliation. First, take a look at the ending cash balance as it appears on your bank statement. Take that amount and add any deposits in transit. Then, subtract any outstanding checks you have — these are checks that have yet to clear. If there are any other items you must add or deduct, this is the point to do them.

Now, it is time to move over to the ending cash balance as it appears in your accounting records. From this amount, deduct any NSF checks, service fees, and penalties. Add the amount in interest earned (if any), and this will give you the HOA’s ending adjusted cash balance. Take note that this amount should now equal the adjusted bank balance.

For a better understanding of the process, take a look at the bank reconciliation example below:

Condo Manager HOA Bank Reconciliation Statement | bank reconciliation


When to Do Bank Reconciliation

A bank reconciliation should be prepared regularly for all of the association’s bank accounts. This is to help guarantee that the HOA’s cash records have no errors. Failing to reconcile your association’s bank accounts can result in a number of problems. For instance, you might end up with a lower cash balance than anticipated. This ultimately leads to overdraft fees or bounced checks. Another thing this process can help with is identifying potential fraud within the association.

At a minimum, your association should reconcile its bank accounts after receiving each statement. This usually happens at the end of each month. The statement will include the beginning and ending cash balance of your association’s bank account as well as all the transactions that occurred during the past month.

Ideally, though, bank reconciliation should take place every day so that you can better track your HOA’s finances and immediately spot any anomalies such as unauthorized debits. Most banks allow you to access your account information through their website.

If you barely use your HOA’s bank account, you can get away with a monthly reconciliation instead of a daily one. But then, if the bank account sees little to no activity per month, it may be wiser to simply close the account altogether and transfer the remaining funds to an account you do use regularly. This eliminates the need to reconcile multiple bank accounts.


Make the Process Easier With an HOA Management Software

Manually reconciling your bank accounts is often a time-consuming and tedious endeavor. But, it remains an integral part of managing your association’s finances. Thankfully, the advent of HOA management software has made the process much easier.


Fast and Convenient

bank reconciliation softwareAn HOA management software usually comes with a bank reconciliation system, allowing you to reconcile bank accounts in one easy place.

Enter the bank reconciliation software or module and check off all the applicable uncleared checks and deposits. After that, you can simply enter any expenses you have yet to record but can be found on your bank statement.

This includes bank service fees, overdraft fees, and the like. Then, enter the ending balance as it appears on your bank statement.

At this point, you only need to compare the two balances. If they match, simply post the changes and the job is complete. If not, go through the checks, deposits, and fees again to see whether you missed anything. The best part about this type of software is that most of the work is done for you. Plus, you can manage an unlimited number of bank accounts without fear of mixing them up.


Streamlined Methods

Because everything can be performed from one screen, HOA management software gets rid of any extra steps. After completing the reconciliation process, you can also scan the statement and automatically include it with your monthly reports.

There is also no need to keep physical records of every statement, which is what usually happens when the process is done manually. With an HOA management software, you can pull up any past bank reconciliation records in one easy go.


All-in-One Solution

The beauty of HOA management software is that it boasts complete functionality. That means you gain access to a multitude of accounting tools such as budget planning, financial report generation, and the like. Most programs already come with a bank reconciliation template, too.

Apart from that, other non-accounting features are also made available to you. Typical features you can expect from management software include service request management, CC&R violations management, architectural request management, communication tools, and more.


    A Necessary Task for Every HOA

    Whether you are a board member overseeing a self-managed community or an HOA manager in charge of multiple communities, bank reconciliation can be a pain to handle. Still, it is not like you can skip the process altogether since it is absolutely critical in ensuring your accounting records accurately reflect your cash balance.

    Every homeowners association can benefit from the use of HOA management software. And, for that, Condo Manager is your best bet. Call us today at (800) 626-1267 or contact us online for a free demo.



    How Can An HOA Management Software Help Delinquent Accounts

    Just like any organization, homeowners associations are no stranger to bad debt. When homeowners fail to pay their dues on time, it results in delinquencies. But, did you know that management software can help you with HOA delinquent accounts?


    What an Increase in HOA Delinquent Accounts Means for Your Community

    A homeowners association is responsible for maintaining a community. It does this by providing services and amenities as well as enforcing covenants and rules. But, the money used to fund these things must come from somewhere. And, for HOAs, it comes from the homeowners themselves.

    Associations regularly collect dues from members and use the money to maintain the neighborhood. The HOA board, comprised of volunteer members elected into their positions, is in charge of determining the dollar amount of these dues by preparing a budget and anticipating the upcoming year’s expenses. And, ideally, all homeowners would pay their dues on time and in full. Unfortunately, that is not the case with all associations. In fact, many HOAs have delinquent accounts.

    But, what does it mean when an association experiences an increase in delinquent HOA dues? It can’t really be that bad, can it?

    Since HOA dues are an association’s primary source of income, if you take that away, then the HOA won’t have enough money to pay for operating expenses. The HOA won’t be able to maintain the community properly, which can lead to decreased curb appeal and plummeting property values. In the end, it is the homeowners who will suffer.

    The HOA board might try to recoup this loss using other means just to cover expenses. More often than not, this either involves raising dues the following year or charging special assessments. Neither of these options will go over well with homeowners. If the governing documents permit, an association may even take out a loan to pay for more urgent costs. But, loans bear interest, and the association will still need to take money from dues or special assessments just to pay off the loan.


    How an HOA Management Software Can Help

    All things considered, HOA delinquent accounts are never a good thing. They can signal something much direr, economy-wise, and can transfer most of the burden to paying homeowners. While it is clear that HOA delinquency is something all associations must steer away from, this is often easier said than done.

    As a member of your HOA board, it is only normal to rack your brain trying to think of ways to prevent or remedy HOA delinquent accounts. Believe it or not, though, an HOA management software can help you with this problem. Here are four ways an HOA management software can address delinquencies in your community.


    1. Send Out Automatic Notices and Reminders

    Send Out Automatic Notices and Reminders | delinquent hoa duesHomeowners are busy. Between 9-to-5 jobs and their personal lives, they don’t always remember to pay their dues on time.

    While you can argue that it is their responsibility to schedule it in their calendars, as a board member, it is your job to nudge them in the right direction. The problem is, sometimes you forget to send notices, too.

    With an HOA management software, this problem practically solves itself. Most management programs allow you to send automated notices and reminders to your membership. All you need to do is plug in the details and set the schedule. Then, let the software do everything for you. Not only does this lighten your workload, but it also minimizes delinquencies because homeowners don’t forget about the deadline.


    2. Convenient Payment Methods

    It is one thing to remind members to pay their dues on time, but you also have to make it easy for them to do so. Many associations still use the traditional method of asking owners to mail their checks in. This approach, though, is often time-consuming and inconvenient for owners.

    An HOA management system can step in and make the payment and collection process much more streamlined. Instead of mailing checks to the association, homeowners can simply pay their dues online. An HOA management software usually comes equipped with various online payment methods, including but not limited to credit cards, debit cards, ACH, and eChecks. When you make it easy for members to settle their dues, you can expect lower delinquency rates.


    3. Track Delinquencies

    How are you supposed to know how your HOA delinquent accounts are doing if you don’t track them? Sure, you can do it the old-fashioned way by recording them using pen and paper. You can even use a spreadsheet to do this. But, every time an owner settles their delinquent dues, you have to manually update your file.

    Many management software offers easy delinquent HOA account tracking. This lets you check how many homeowners are delinquent, how much they owe, and how long they have had outstanding dues. Additionally, you can deduct their payments directly from their delinquencies, eliminating the need for you to deduct it yourself and manually updating your records.


    4. Easy Escalation

    Although the penalties for delinquent dues can vary from association to association, it usually follows a general process that starts with sending a demand letter along with a fine. If a delinquent homeowner still fails or refuses to settle their unpaid dues after that, the association can set up a payment plan. Some states, like Colorado, even require them. The usual next steps in the escalation process are as follows: Suspend member privileges, refer to a collection agency, file a lawsuit, place a lien, and foreclose.

    If your association has a lot of HOA delinquent accounts, it can be difficult to know exactly where in the escalation map each one falls under. If you jump a few steps outlined within your governing documents, you may even find yourself in legal trouble. To avoid this and remain consistent with your policies, use HOA management software. This type of software allows for seamless escalation. Some even come with collection agency integration, making for easy referral and tracking.


    The Benefits Are Apparent

    Convenient Payment Methods | hoa delinquent accountsClearly, HOA delinquent accounts put homeowners associations at a disadvantage. They have a negative effect on your bottom line and can force your board to make unpopular decisions such as raise dues or levy special assessments.

    More importantly, they are unfair to homeowners who do pay their dues on time. If you want to reduce delinquencies in your community, or at least have some control over them, then it is time to invest in HOA management software.

    Self-managed communities can highly benefit from HOA management software, but looking for the perfect one is not always easy. Luckily, Condo Manager comes with all the features you will ever need. Call us today at 800-626-1267 or contact us online for a free demo.



    Can A Commercial Property Management Software Help You?

    Managing commercial properties is no longer an easy task when done manually. Commercial property owners find themselves needing to adjust to an ever-evolving technological landscape. And, for that, you must turn to commercial property management software.


    Understanding Commercial Property Management Software

    The road to successful commercial property management is paved with many difficulties and hindrances. In order to overcome these challenges, you must be equipped with the proper tools. One of these tools is a commercial property management system.

    Simply put, a commercial property management software helps you accomplish various day-to-day tasks and operations through automation in a digital platform.

    This kind of system enables property managers and owners like you to streamline processes, such as the collection of payments, maintenance tracking, and the like. It is designed for a wide range of commercial properties, including retail spaces and office buildings.


    Benefits of a Comprehensive Property Management Software

    If you remain unconvinced about the value a property management software can bring you, here are the benefits of investing in an end-to-end system:


    people giving a thumbs up | property management software1. Fewer Errors or Lost Data

    Before the advent of software, commercial property managers and owners used to rely on manual processes. With the introduction of technological developments, a shift soon began.

    More and more property managers started to adopt the use of multiple platforms. And while this helped digitize and automate some of the management processes, it still stands inferior to an end-to-end management system.

    A comprehensive commercial property management software provides you with all the features you need. It takes elements from multiple platforms and combines them into a single, all-inclusive system.

    Because you have everything you need in one place, it reduces the risk of errors. It also eliminates the chance of lost data stemming from transferring data sets across different platforms.


    2. Automated Tenant Management

    Good tenants are not all that hard to come by — they just take more effort to find and land. If you want your vacant commercial spaces to be occupied by quality tenants, a property management software can help.

    Comprehensive digital platforms typically have tenant management functions in place. This functionality allows you to manage tenants from the screening process all the way through communicating with them and tracking their maintenance requests.


    3. Streamlined and Faster Cycle Times

    You know what they say, “time is money.” That saying rings especially true for businesses. Manual or disjointed processes are not only susceptible to errors and loss of data, they are also more time-consuming. Plus, the time you spend on management multiplies as you acquire more commercial properties.

    When you switch over to a computerized system, you can save a significant amount of time. Furthermore, when these systems are connected in an end-to-end management software, you can streamline processes and make way for faster cycle times.

    You also eliminate the need for you to run from one property to another. An all-in-one automated system will allow you to manage multiple properties simultaneously right from your computer.


    4. More Efficient Financial Management

    Perhaps one of the most difficult aspects of managing a commercial property is getting a handle on your finances. The main purpose of a business is to earn money, But it is not always easy to improve your cash flow, particularly when you have a lot of commercial properties you need to juggle.

    With a commercial property management program, you can look forward to more efficient and effective financial management. You can use technology to your advantage, accomplishing tasks ranging from automated billing to processing payments electronically.

    Accounting tools and functions will also make it simpler to get your finances in order. With such an asset on your side, you can pinpoint problem areas, keep costs low, and maximize your profitability.


    5. Easy Access to KPIs and Reporting

    A large pitfall of a manual or disjointed system is the lack of reporting and data analytics. So much of the business landscape revolves around the ability to obtain key statistics instantly. Let’s face it — no one has time to ruffle through past data records just to analyze them.

    This is where a property management software can help. With an automated and digitized system, you can promptly retrieve data for analysis and even generate reports on the spot. You can even set parameters according to a number of filters, such as date ranges and tenant types. Then, you can use the insight you gain from this data to inform your future business and financial decisions.


    6. A Sustainable Alternative

    Automation is all well and good, but an important yet often overlooked advantage of a property management software is sustainability. It is, now more than ever, glaringly clear that the world is experiencing a shift in favor of greener solutions. Younger generations, in particular, are more inclined to partner or work with companies that advocate and practice sustainability.

    A management software does not only save time and money, but it also has a significantly lower carbon footprint. It supports environmental sustainability in a number of realms, including invoice processing, tenant and vendor management, and maintenance requests.


    Features to Look for in a Commercial Property Software

    automation and optimisation concept, business process workflow | property management software

    When deciding on which software to use, it is essential to examine the features and functions each prospect offers.

    Some of the best commercial property management software come with a complete set of tools and features, such as:

    • Accounting Tools. Every transaction creates an accounting entry that goes straight to the general ledger and allows you to generate financial statements in real-time.
    • Analytics and Reporting Tools. Organized and categorized data can help property managers and owners analyze the performance of the business.
    • Automatic Alerts. A feature that automatically notifies you of important events and tasks can serve you well. You can also set it up to send automated reminders to tenants.
    • Budgeting. A budget module can help you keep track of your expenses and make sure you do not go over the set amount for each item during the time period.
    • Communication Tools. It is always a plus to have built-in communication tools such as emails and text messages.
    • Maintenance Management. Commercial properties require regular maintenance. Stay on top of maintenance requests, work orders, and quotations with a helpful maintenance management feature.
    • Mobile Applications. You are not always glued to your computer, and neither are your tenants. A mobile application for your property management software gives you access to your system on the go.
    • Online Payment Processing. With this feature, tenants can electronically send you payments for rent or other fees.
    • Online User Portal. An online portal will allow users (tenants and property owners) to access important information and financials without fear of viewing or tampering with confidential data.
    • Scheduling Tools. A calendar and scheduling tool can help you stay on track of events and tasks.
    • Third-Party Integrations. Your management software should be third-party integration-ready for seamless program-to-program functionality.


    The Price of a Commercial Property Management Software

    Management software for commercial properties can vary in cost depending on the developer or provider and your specific needs. Non-enterprise systems can run between $5,000 to $10,000 annually. Generally speaking, though, if you have more properties or units to manage, you should expect the price to go up along with it.

    While the cost of investing in such software can definitely sway your decision, you must remember that its benefits far outweigh the price. Additionally, many cheaper alternatives exist, although they do not typically come with extensive management tools.


    A Step into the Future

    Property managers and owners alike will benefit greatly from a commercial property management software. An end-to-end automated system offers many features that can lighten your workload, reduce errors or loss of data, and streamline processes. All you need to do is take that first step.



    HOA Billing And Payment Processing Made Easier With HOA Software

    Managing a condo or homeowners association is very time-consuming. Board members must be able to balance complex responsibilities including accounting, billing, and payment processing. Thankfully, there are HOA software programs that automate a lot of these responsibilities — resulting in more efficient day-to-day operations. If you’re interested in HOA billing and payment processing software, here’s what you need to know.


    Maximize Efficiency with HOA Billing and Payment Processing Software

    The latest advancements in technology have allowed community association management to evolve. Gone are the days when board members or managers had to file paperwork into cabinets, send notices by snail mail, or sit by the phone to await calls from homeowners. Today, HOA software has become the norm as it accomplishes the same tasks — but with increased efficiency, less operational expenses, and less effort.

    If you’re interested in automating your association’s day-to-day operations, HOA billing and payment processing is a great place to start. Here are the benefits of having HOA software.


    1. More Convenient Payment Options for Homeowners

    With HOA payment processing software, homeowners can settle their monthly or quarterly dues online. This is much more convenient than having to physically hand over cash payments to the association or deposit checks to the bank. Homeowners also have more payment options such as credit cards, debit cards, or e-checks. As an added benefit, the convenience of online payment can also increase on-time payments from homeowners.


    2. Easier Payment Tracking

    tracking | HOA utility billingThe HOA software payment processing feature means easier tracking for board members or managers. Since most payments are made online, you can use the software to track which homeowners have settled their accounts and which haven’t. Having digital records of financial transactions will make financial tasks such as accounting and bookkeeping much easier as well.


    3. Automated HOA Software Billing

    HOA billing is one of the most important tasks of an association. There are also many components such as HOA utility billing and HOA fee billing. If these tasks are done manually, they can take up most — if not all — of your time. HOA software can automate the billing process and make it more convenient for board members. Even if your community continues to welcome new members, the association won’t struggle with the billing process. With HOA software, you can also automatically send invoices and notices to the entire community.


    4. Accurate and Full-Service Accounting Features

    HOA software will have all the accounting functions you will ever need. You no longer have to switch between different programs, which can increase accounting errors or emissions. Associations can also easily modify or reverse transactions for more accurate accounting. Boards can be more efficient since accounts payable, accounts receivable, and other important financial documents can be found in one place.


    5. Real-Time Financial Reporting

    HOA software will automatically update your accounts based on money coming in and out. Thus, associations can create real-time financial reports whenever they need it. You can easily customize reports with cover pages and other available templates. These reports also present financial information clearly and simply. It will be easy for board members to understand.


    6. Simple and Easy-to-Use Interface

    A lot of associations are hesitant to use HOA software because it sounds complicated to use. However, this software is specifically designed for associations. Thus, it is very simple and easy to use. The interface is very intuitive so both board members and homeowners alike will not have a hard time navigating through the different features. Moreover, HOA software comes with a support team that can assist you with whatever you need.


    7. Mobile Compatibility

    mobile | HOA fee billingOne of the best things about HOA software is that you can access it anywhere and anytime. As long as you have an internet connection, you can use your desktop, laptop, tablet, or smartphone. Board members can continue to monitor the association even if they are outside the office.

    Likewise, homeowners no longer have to call or email the association in order to access important information. They can simply log on to the website portal and find the documents they are looking for.


    HOA Billing and Payment Processing Software Makes Community Association Management Easier

    HOA billing and payment processing software is a worthwhile investment for any association. With HOA software, benefits like increased efficiency and productivity far outweigh the costs. HOA board members can become more effective because of the automation of time-consuming tasks such as accounting and billing. Homeowners can also benefit from more convenient payment options and 24/7 access to important documents.

    Investing in HOA billing and payment processing also makes your community future-proof. It can stay competitive with other communities and continuously attract more homebuyers. If you have further questions, feel free to contact the Condo Manager team today!




    How Can A HOA Management Software Keep Up With Service Requests

    One of the duties of HOA boards and management companies is to oversee and respond to service requests from homeowners. Over time, requests and work orders begin to pile up, and manual processing no longer seems realistic.


    Track Your Service Requests Better With HOA Management Software

    In a homeowners or condominium association, residents make all kinds of requests all the time. From maintenance requests to architectural requests, board members must manage and respond to these requests in a timely manner. As associations grow larger, though, service requests can start to pour in by the hundreds. The same goes for HOA management companies with multiple associations under their supervision.

    When you have a lot of homeowners to please, you must avoid delays and unresponsiveness, especially when it comes to emergency requests. Thankfully, technological advancements have made it possible to simplify service request management.

    Today, community associations and management companies can purchase HOA management software as an all-around tool. This typically comes with a diverse set of modules, such as a Violations and Architectural Request module, designed to make processes more efficient.

    Here are the ways an HOA management software can help you keep up with service requests:


    1. All-in-One Location

    all in one | architectural requestsTraditional processes rely on physical copies of request forms, usually filed or submitted manually. This setup, though, requires you to sort through multiple forms and documents. It also carries the risk of misplacing forms, especially if you lack a good filing system.

    When you invest in HOA management software, you can access all the service requests in one neat location. With a few simple clicks of your mouse, you can also sort orders by date, name, nature, or sender. Best of all, you can look for specific documents using a search function.

    You can choose to put your system in the cloud or limit it to your network. Either way, a single location for all your service requests makes for easy access. Somehow, it is also much easier to manage work orders when they come in digital form rather than piles of paperwork.


    2. Streamline Processing

    When it comes to processing, manual setups usually require a team of people, each one with a specified task. As forms get passed around from one person to another, they can easily get lost in the hubbub.

    Before long, homeowners will be following up on the status of their request, and you either have to look for the form in a sea of records or ask the homeowner to file another request at the risk of igniting their wrath. Worse yet, you will start pointing fingers as to who is responsible for the loss.

    With an HOA management system, though, you can process service requests like a well-oiled machine. A typical work orders module will allow you to assign requests to individuals and even has an audit trail to pinpoint who exactly touched the request last. It is an asset to all self-managed HOAs.


    3. Faster Response Rate

    A more streamlined process will naturally lead to increased efficiency and a faster turnaround. With the help of an HOA management program, you can search, review, approve, or deny requests at a quicker rate. Most systems even come with email integration so that you can send work orders to vendors and reply to homeowners without leaving your seat. Plus, a faster response time equates to happier residents.


    4. Simplified Actions With the Use of Commands

    How many times have you come across the same request from different homeowners? Manual processing requires you to staple them all together. But, with HOA management software, you can merge similar tickets with ease.

    This will allow you to declutter your Inbox and free up some storage space without needing to delete any requests. All requesting homeowners will still be attached to the ticket, so you don’t have to worry about leaving anyone out. A lot of systems also allow you to duplicate requests if the need arises.


    5. User Access Control

    secure | violations and architectural request moduleYou may have a number of people using the same software for different purposes. The beauty of going digital is that you can restrict user access so that only individuals with clearance can manage certain modules.

    Those responsible for tracking and managing service requests can be limited to just that module. This way, they can’t obtain or view any sensitive information.


    6. Data Security

    The problem with physical request forms is the risk of getting lost or blemished. With the world moving to a largely digital format, the problem now lies with privacy, security, and data loss.

    Modern problems require modern solutions. Whether you put your system in the cloud or restrict it to a local network, performing backups is generally painless. Some programs can even execute automatic backups at fixed times. In terms of privacy and security, software developers make sure to place security protocols, such as SSL encryption, to protect your information. Password protection is also a standard.


    7. Assess Performance

    The best way to improve your process is to take a step back and review the statistics. This is nearly impossible with manual setup unless you are meticulous enough to time how long it takes for each service request to get processed. A digital approach, on the other hand, makes it easier to measure performance. Using management software, you can pinpoint areas of improvement, minimize delays, and optimize your system.


    8. Convenience

    Arguably the biggest selling point of a digital system is convenience. Gone are the days of filling out handwritten or printed forms and then sending them through mail or email. An HOA management software allows homeowners to send service requests directly to your inbox. Some programs even let you attach photos as supporting documents.


    9. Scalable

    A chief concern among homeowners associations is how to scale their processes as the community grows. More new homeowners mean more service requests. Before you know it, you will find yourself buried in a mountain of paperwork. The beauty of HOA management software is that it is expansion-ready. The only real change you need to make is adding more user accounts to the homeowner online portal.


    The Future Is Digital

    Answering and addressing service requests is a primary responsibility of HOA boards and management companies. The job can come as a challenge, though, if you continue to use traditional methods. Step into the modern world and make life much easier with HOA management software.

    While you can buy separate modules with distinct functions and attempt to stitch them together yourself, it is much better to invest in an all-around HOA management system. This is where Condo Manager comes in. Call us at 800-626-1267 to learn more about our software or fill out an online form to schedule a free demo of our product.

    9 Non-Negotiable HOA Software Features

    HOA software is an essential tool that helps associations become more efficient. Since there are a lot of options to choose from, it can be difficult to determine the best HOA software for your community. To aid in your search, here are nine non-negotiable HOA software features to look out for.


    HOA Software Features: Why Do You Need Them?

    HOA board members know that it is not easy to manage a community. Apart from dealing with complex tasks such as common area maintenance and financial management, there are countless administrative tasks that eat up most of your time. For instance, it takes a lot of time and effort to manually look up association records, process homeowner requests, deposit checks to the bank, send mail to the post office, and so on.

    It’s important to remember that HOA board members are volunteer positions. Board members have full-time jobs and other responsibilities too. They cannot spend all their time dealing with association tasks. This is where HOA software comes in.

    HOA software is a digital tool that will eliminate most — if not all — of the manual administrative tasks. Depending on your homeowners association software features, it’s possible to accomplish all of the essential administrative tasks in one place. This will streamline your association’s processes and make it more efficient. Board members will not only be able to save time but having HOA software can be cost-effective for the HOA as well.

    As a board member, you have a lot of HOA software options to choose from. Some are all-in-one systems, which serve most associations’ general needs. Meanwhile, there are also specialized HOA software that can cater to the specific needs of your community. Regardless of which option you choose, there are some features of HOA software that are non-negotiable.


    9 Must-Have HOA Software Features

    HOA software is a major investment so it’s important to pick the best one for your community. Before you make your final choice, though, make sure that it has these nine must-have HOA software features.


    1. Accounting and Bookkeeping

    Keeping track of finances is one of the most complex and time-consuming aspects of managing an HOA. Proper financial management is also key to the success of your community.
    Having an accounting and bookkeeping feature in your HOA software means that you no longer have to manually keep track of all the financial documents.

    Since everything is uploaded to the system, it will only take you seconds to pull up the documents you need. A digital general ledger also makes it easier to keep track of all the money coming in and out of your accounts.


    2. Financial Reporting

    A financial reporting feature should go hand in hand with the accounting and bookkeeping feature. HOA software should allow you to create financial reports whenever you need them. Make sure that your software can create both simplified reports, which homeowners can easily understand, as well as comprehensive reports with graphs and charts to help the HOA board when making important financial decisions.


    3. HOA Member Portal

    HOA software should also make your homeowners’ life easier. With a member portal and log-in feature, homeowners can access their own accounts. They can keep track of assessments and overdue payments, make amenity reservations, and access the community’s governing documents. Since everything is available on the system, homeowners are less likely to call the HOA office. Fewer phone calls will free up a lot of the HOA boards’ time.


    4. HOA Resident Database

    An online resident database is also a must-have HOA software feature. The system will keep track of all homeowners and their personal information. When assisting homeowners with their requests, the HOA will be able to pull up their records quickly. Thus, communication with homeowners is faster and more efficient.


    5. Online Payment System and Bank Integration

    An online payment system is more convenient for both the HOA and the homeowners. You can automate the invoicing process, which means less expenditure on office supplies and postage costs. Meanwhile, homeowners can easily pay their monthly assessments from the comforts of their own homes. Since the payment process is more convenient, it can also help decrease delinquencies in your community.

    Then, with a bank integration feature, all payments will go directly to your account. You no longer have to personally deposit the checks to the bank each month.


    6. Maintenance Management

    Make sure to choose HOA software that has a maintenance management feature. Since maintenance tasks entail a lot of scheduling and monitoring, this feature will be able to save you a lot of time. The HOA will be able to track all the maintenance requests, work orders, and vendor payments.


    7. Violation Tracking

    Depending on your governing documents, violation letters should still be sent to homeowners via certified mail. However, HOA software with a violation tracking feature will still be very helpful. If you have a large community, you might have numerous violations at any given time. With this feature, you can easily monitor homeowners’ violations. You’ll also know which homeowners have been sent notices and which ones have not.


    8. Communications and Events Platform

    Sending newsletters and posting announcements is time-consuming and labor-intensive. You can save a lot of resources by having a communications and events platform integrated into your HOA software. The HOA can communicate with homeowners through the system. You can update homeowners on upcoming events — whether it’s a social gathering or a board meeting — which can help increase attendance and participation.


    9. Mobile Compatibility

    mobile phone | features of hoa softwareMobile compatibility is an important HOA software feature. Even if you are out of the office and far from a computer, you will still be able to accomplish important community management tasks. Homeowners will also be able to access all the information they need through their smartphones or other mobile devices.


    Additional Considerations for HOA Software Features

    Apart from the nine non-negotiable features, here are the other things you may want to have in your HOA software.

    • Simple and Clean Interface — Your HOA software should be intuitive and easy to use. It won’t matter if you have the most comprehensive HOA software if you cannot use it properly.
    • Versatile and Customizable — Your community’s needs today might be different tomorrow. Make sure to choose HOA software that can adapt as your community grows.
    • A Secure, Cloud-Based System — Since the HOA software will host all the important community documents you need to make sure that the system is secure. A cloud-based system also allows you to recover important data even if your computer hardware malfunctions.
    • Specialized Features — Your community may have additional management needs that can only be addressed by specialized HOA software.


    HOA Software Features to Secure Your Community’s Success

    A community’s success will depend on how the HOA is able to manage its finances and operations. Many HOA communities only realize this after they have made major missteps in their operations. HOA software is a big investment but it can make community management much easier and more efficient. As a result, the HOA board members have more time to focus on their tasks and responsibilities. As long as you consider these nine non-negotiable HOA software features, you’ll be able to choose the best one for your community.