Best HOA Software

The HOA industry is steadily growing and benefitting millions of residents every day.  However, as the HOA is getting massive in both resident numbers and its operations, the administrators are finding it challenging to manage it. They find themselves involved in various activities such as collecting membership fees, resolving maintenance issues, monitoring properties, sending updates to members, managing accounts, dealing with non-compliant owners, tenant screening, etc. It becomes a mammoth task when an individual does not have a centralized system to manage all these activities.  Mismanagement of HOA tasks can instill a sense of distrust among residents, and it can lead to chaos. In the worst scenario, it can end up in legal battles and a disharmonized community.  To handle the HOA tasks smoothly and build good relationships with the residents, the Homeowner Association Software (HOA Software) can be a pretty useful tool.  HOA software gives centralized control over the HOA tasks and ensures that administrators conduct their routine work effortlessly. However, the HOA software market is very wide and users can have a lot of options. By selecting some random HOA software users cannot achieve high ROI, for its optimum use, homeowners association must choose the best HOA software for its association.

This buyer guide on HOA software is designed to help homeowner associations to get a fair idea of the software’s usability. It sheds light on important topics of the HOA system such as cost, benefits, time-saving features, latest trends, etc.  This information could be vital for homeowners associations while deciding on the best HOA management software.

• Communication gap: For smooth functioning of HOA, they must have an effective communication channel, and with a large number of members, HOA usually struggles to establish effective communication.  With the communication gap, some members are not informed about the latest development, often resulting in disputes.
• Less engagement of members:  A common scenario in HOA is that members don’t respond to the HOA promptly. Sometimes the communication mode they choose is ineffective to reach the members, or they are not consistent with their communication. 
• Violation of rules: HOA that is fragmented and does not have an organized framework often sees a breach of rules.  HOA that does not practice strict policy and does not have a plan to monitor the properties can see more violations.
• Maintaining property efficiently:  HOA can manage few to large numbers of properties, and keeping a record of every tiny detail of the property is a tough job.  Without a proper tracking system, the administrators cannot track the past or undergoing maintenance work.  For HOA, efficient property maintenance is always a standing issue.

HOA software or Homeowner Association Software is a tool that helps homeowners association members or managers to streamline their day-to-day operations and automate the HOA tasks. It can be used for tenant screening, online payments, accounting, marketing, submitting maintenance requests, making announcements, etc.

• HOA board of directors
• HOA manager
• Third-party property management companies

• AMS software: AMS or Association Management Software is used for managing organization membership and allows users with various tasks such as registration, email marketing, membership engagement report, track staff, dues renewal, event planning, etc.  It can address the needs of any association, and it does not target any particular association.

• HOA software: HOA software is mainly designed for homeowner associations.  It assists homeowners associations in managing various HOA tasks and keeping the community organized.

The HOA software is closely related to AMS software because many of the HOA software features overlap with AMS software.  The AMS software has a broader application, and any association or committee can use it. Many HOA also uses AMS software, but they cannot leverage few features that are particularly available in HOA software.   

HOA software is mandatory for today’s homeowner association.  It helps users to automate everyday tasks and reduce the overall workload. . The best homeowners association management software helps to build a sense of trust between HOA and residents.  It even reduces the conflicts that occur due to a lack of transparency in the HOA operations.  The HOA software solutions give an administrator a clear view of the areas that need immediate attention and plan their work accordingly.  They can even know things like which violation occurs most and take appropriate measures to control it.  Some of the top HOA software extends their features to tenant screening, violation tracking, and managing accounts. The top homeowners association software can help residents to stay connected with the community and remain updated on all the announcements.  The software is beneficial for both HOA administrators and for residents. The residents can perform many activities such as pay bills online, request maintenance, check request status, etc. Even if the residents fail to attend the annual HOA meeting, they can still have their opinions to share through the HOA software.

The HOA software programs simplify the management of HOA tasks and help administrators in making important decisions that make the community a better place to reside.  The homeowners association can make the best use of the software if users are well aware about the benefits of the homeowners association software.

• Accounting:  Transparency is a critical factor when a group of people or committee is managing the funds. Homeowners association software helps administrators with accounting and bookkeeping. The HOA committee can reduce the conflict due to inaccurate entry of the financial transaction and track expenses efficiently.
• Analytics and reporting:  HOA members often have to make decisions on allocating budgets and future developments.  Without a clear picture of the financial status, it would be difficult to make crucial decisions.  The reporting and analytics feature of HOA software can help users to have clear visibility over various aspects of a home owner’s property. These metrics could be beneficial for users in making decisions on homeowners property.
• Better communication: Homeowner association software allows to establish smooth communication and keeps everybody on the same page.  Users can use the AMS system to post announcements, distribute e-letters, send violation notices and collection letters.  Even if there is any suggestion from any particular member, it can quickly reach the authorized person.
• Reduce workload: Homeowner association software automates many repetitive tasks such as generating maintenance bills or printing newsletters in bulk. It reduces the workload of the homeowner association and makes them more efficient in their work.
• Faster response time:  Whether there is any emergency maintenance work or informing tenants about the change in HOA fees, the homeowners association management (HOA) solution ensures that the messages are delivered to the right person, at the right time. It results in faster response time, and issues can be mitigated well in advance.   
• Common database: One of the most significant advantages of having a homeowners association management (HOA) solution is that it has a common database. It means that everybody having access to the software can see the change whenever there is any update in the information.  It saves a lot of time and effort for the SOA members. This is particularly helpful when some new rules are implemented, or existing ones are revised. 
• Cost-saving:  Homeowners association management software is indeed cost-saving.  It can help to reduce the labor costs it takes to operate various activities. Besides that, it replaces paper-based administrative work with digital media.
• Centralized storage system: Homeowners association management software provides a centralized storage system that stores various data such as property plans and government permits.  They can easily retrieve this information and do not have to stress out the documents required for future developments or get approval for the development.   

• Member database
• Member portal
• Online payment
• Robust communication system
• Reporting and analytics
• Event management
• Violation tracking
• Accounting
• Marketing

• Pricing: Pricing is the crucial factor in deciding the HOA software.  Usually, while buying any software, the software vendors charge extra for their exclusive services such as customer support or software training.  But in the case of HOA software, there are few more hidden charges that users have to verify. HOA software vendors can charge users additionally for tenant screening, software maintenance costs, and setup fees.  If pricing is the roadblock in leveraging the benefits of HOA software then users can tap on the free HOA software. For limited use, the free HOA software is a good option.
• User-friendly interface: User-friendly HOA software can be helpful in engaging the community and give a sense of comfort to the users.  HOA board can expect a higher response rate from the residents by having user-friendly HOA software.
• Customization:  HOA sometimes needs features that are not available in the HOA system, and in such cases, customization features can be useful.  Users can modify features that are more specific to the community and make it more productive.
• Security:  HOA software holds critical information of residents, such as bank details and personal information.  It is essential that software is PCI compliant and has robust security measures to protect the data.
• Customer support: HOA software with robust customer support can help users to get regular updates on the software.
• Meet HOA requirements:  There are wide options of HOA software solutions available in the market, but for optimum use, homeowner associations must analyze the software in detail.  They should match their requirements with HOA software solutions and pick the best out of them.  They can take the help of GoodFirms’ list of top HOA software and filter the best HOA software.
• Scalable:  Homeowner association manages a community that envelops members from a few to hundreds of residents.  As the number of residents increases, the HOA software that offers minimal and basic features will not be sufficient,  and it becomes necessary that the association uses a premium HOA software that offers extended and expandable features.  It is recommended that users choose Top HOA software programs that are scalable.
• Integration with other tools:  Not all HOA software solutions come with inbuilt features for other processes like accounting or marketing.  So, if the association is looking for such facilities, it becomes necessary that they pick up  HOA software that supports third-party tool integration.   

The bondage between a homeowners association and community residents is quite sensitive. Any small dispute between these two can spoil the relationship and bring a bad reputation to the HOA. It can directly impact the property values and prevents new residents from buying the property in the area.  Therefore, it is necessary that a strong relationship exists between residents and the HOA board.  The HOA needs to analyze the common reasons for disputes and look for ways to tackle these issues without offending the residents.  The best tool that could assist HOA in building a strong relationship with residents and identifying the areas for disputes is HOA management software. One of the areas where the HOA management system is effective is accountability of every process, and this is supported by the communication enabled by the HOA system. It assists board members to communicate effectively with the residents and maintain uniformity. It ensures that no residents are left unheard about their issues and vice versa.  They can even interact with them through their social media accounts and track their response rate through HOA software.  It helps them to increase the resident’s engagement level.  The other aspect of HOA software that enhances the relationship with the resident is transparency.  The residents would appreciate it if there is clear visibility on their fund’s expenditure. The HOA systems have features to generate various financial reports and track expenses.  If these reports are shared with residents regularly, it helps to project a positive image of HOA.  The HOA image is very critical in building a strong relationship with residents.  

HOA software solutions certainly help in enhancing the relationship between HOA board members and residents; they can further strengthen this relationship by tapping on the latest trends in HOA software.

• AI based voice assistant: AI-based voice assistant is a marvelous piece of technology, and it can be used in various sectors to enhance the end-user experience.  The application of an AI-based voice assistant in HOA can help them to speed up many tasks such as making payments, answering queries, scheduling meetings, sending reminders, booking a reservation for health clubs, etc.  Some of the HOA software has already started testing the AI voice assistant in their software, and in the future, most HOA software can be found with voice assistant technology.
• Virtual meeting:  Virtual meeting has picked up pace in the recent breakout of Covid-19, where the association has been managing to discuss various matters with the home owners via virtual meeting.  The virtual meeting provides flexibility to join people from anywhere and through any device. This trend is likely to continue in the HOA association, where members can join the live meeting or can even see the recorded version of the meeting.  It helps them to stay updated on the latest developments taking place in the community.  HOA software that supports virtual meetings can make a huge impact in building a strong HOA community.
• Renewable energy: Energy cost is a major concern for HOA administrators, and in the future, HOA would be more focused on using more renewable energy.  They could use solar panels and other sources of renewable energy to reduce electricity bills and create an eco-friendly environment.  The HOA software that is capable of tracking the consumption of renewable energy and the cost of operation can be quite valuable from the point of the homeowner association.

The average cost of HOA software could be as low as $1/month and can go upto $250/month or more.  The software prices vary based on features, software deployment, and services.  There are also free HOA software solutions available, but they are limited in their functionality.  They are sufficient for users running a small society or having minimal requirements.

• Best HOA software for small home or housing associations:  The role of homeowners association management (HOA) solution is to simplify the tasks associated with homeowners association. The homeowners association that has only a few members can settle with HOA software that is low-budget and covers basic features. FrontSteps at the price of $1/unit/month is the best HOA software for small-scale organizations.  The software is laced with all standard features and is one of the reputed software in the industry.  Gogladly at a price of $9/month is another best HOA software for small-scale HOA committees.  The software has a user-friendly interface and is flexible in its pricing. Users can easily scale to a higher version if they require more features. Both these HOA tools offer a free trial.  Besides these, users can even consider a few more SOA tools for their organization which include CHOPAS, HOA Start, HOA Town, etc.

• Best HOA software for mid-size and large housing societies: HOA associations with more members should choose HOA software that can easily manage the workload.  Buildium at a price of $50/month is the best HOA management software for mid-size and large-scale associations.  The software offers a full set of features with customer support.  The software is scalable, and users can take advantage of the advanced features such as open API, performance analytics, unlimited eLeases, etc. AssociationVoice at a price of $50/month is also a good choice for users looking for HOA management software for mid-size and large-scale committees. Besides all standard HOA management features, the tool offers robust security features with daily data backup facility. Both these tools provide a free trial.  Few more HOA software programs fall in the same slot, such as MemberLeap, HOA Guru, Concierge Plus, etc.  For users aiming to automate most of their HOA-related tasks, then the premium range HOA tool can be an ideal choice. FULLfocus at a price of $250/month is the best high-end HOA system for the association.    

• Free and Open Source HOA software:  Free and open source HOA software allows users to take advantage of the HOA software at minimum costs. Users can customize the software and distribute them for free.  These attributes of free and open source HOA software make them an ideal choice among small-scale HOA organizations.

GoodFirms is a prominent review and rating platform for IT solutions. It has been listing software for various organizations and industries. The customers can choose the software solutions based on their business requirements. GoodFirms’ team follows unbiased and reliable methods to choose and list the software products. It ensures that customers get a genuine product suggestion for their organization. Customers can compare software products on various parameters like price, features, deployment options, and support services.

For most people, property buying is a one-time investment, and they put every effort to keep them fresh and new.  However, each property has its own requirement, and house owners sometimes fail to justify the property’s upkeep. This is where HOA can be pretty effective who take all the responsibilities of property maintenance. But HOA has its own set of challenges, just like any other organization. HOA software can be quite productive in managing the HOA tasks efficiently and reduce operating costs. If you are an HOA administrator or manager who is aiming to streamline the HOA tasks and keep residents upbeat, then do check the list of best HOA software prepared by the GoodFirms’ expert team.