The first homeowner’s association (HOA) in the United States was founded in the 1940s for a planned community called Levittown. Its goal was to offer low-interest homes to veterans returning from World War II. Although a formal association wasn’t created the way we’d see one today, there were rules and regulations to follow.
In the 1960s, the U.S. government encouraged residential developments. That activity caused people to leave the cities for the suburbs, increasing land costs.
Homes started being developed closer to each other, resulting in the need for common recreational spaces. Those communities are where the modern HOA models developed.
As of today, over 70 million residents live under HOA guidance or governance in the United States across more than 342,000 communities. About $5.5 trillion in real estate falls under this umbrella.
The Best HOA Management Software for 2023
The best HOA management software in 2023 is Condo Control. Rated at 4.6 out of 5 stars on Capterra, this product works to simplify management and communication needs for associations and property managers. It is a cloud-based system that operates a web-based platform for fast and easy access.
When a neighborhood or a community decides to create a homeowner’s association, the first choice is often self-management. It’s a logical decision because it prevents strangers from dictating how their homes are managed while avoiding hefty fees and costs.
Although it makes sense when looking at this issue initially, most HOAs decide to hire professional managers because of the time and effort it takes to handle everything.
If your HOA is thinking about self-management right now, the first step is to weigh the pros and cons of that decision.
| List of the Pros of HOA Self-Management | List of the Cons of HOA Self-Management |
| HOA self-management ensures the community gets to set its own rules and decide how they’re enforced. Although not everyone will agree with the rules, you have the power to deal with violations through grace and nuance instead of sticking to the line with the regulations. | The laws regarding HOAs are different in each state. For the most part, these associations have enforceable legal rights. Buyers that purchase properties within one agree to be a party to those guidelines. Failing to manage this process appropriately can lead to compliance problems. |
| Most self-managed HOAs have fewer rules to navigate compared to those run by property management agencies. Third-party providers make determinations from community suggestions to maintain high property prices. | Most HOA volunteers complete their duties while trying to juggle full-time employment and family duties. That leads to mistakes and sloppy management, including missed payments, deadlines, and receipts. It often takes longer for members to find solutions. |
| It costs less to operate an HOA through self-management techniques, including the use of operational software, than to hire someone else to manage the work. | Rivalries often develop in self-managed HOAs. Friction occurs when one neighbor wants to do something with their property, but others vote it down as board members. Violations, fines, and rules become stressful sticking points. |
| A self-managed HOA often leads to a stronger community. When a third-party agency is responsible for outcomes, members often feel less compelled to work with each other to achieve a common goal. | It is harder to find homebuyers when HOAs decide to be self-managed instead of having a professional agency operate them. Management software can ease this issue a little, but it can still cause some owners to accept a low offer just to leave the community. |
After you’ve considered the advantages and disadvantages of self-management, you may want to look at how HOA management software can simplify the work you’ll need to do.
What Are the Best HOA Management Software Options for 2023?
The best way to operate a self-managed HOA is to use management software built for that need. Although dozens of possibilities are available in the marketplace for 2023, only a handful of them stands out as viable options.
If you’re looking for ways to increase the efficiency of your self-managed HOA today, here are the best options to consider.
1. Condo Control
This software aims to use technology to help communities “operate with fewer glitches.” Instead of creating static results with this product, the goal is to create a fluid tool that incorporates honest client feedback to keep improving what you receive.
Condo Control is a robust solution that works to automate communications, simplify HOA record-keeping duties, and manage everyday operations with greater simplicity.
You’ll find six key points that the HOA software focuses on when used at the local level.
- Communication. You can share documents, messages, and events electronically to keep everyone informed and engaged.
- Record Keeping. When it’s easier to find what you need when it is required, the manual processes and paperwork piles start to disappear.
- Security. The entire system works to improve operations for all residents and any concierge staff, including visitor parking, package tracking, and security patrols.
- Mobile Convenience. Condo Control offers a mobile app that everyone can access at their convenience to ensure they’re informed of everything that happens in their community.
- Numerous Integrations. The software works with other programs to make self-management even easier to accomplish.
- Training. Having access to the right tools can make a big difference, but your HOA board needs to know how to use them. Condo Control provides online and in-person support.
The goal of Condo Control is to serve as a one-stop resource for HOA boards and residents. Although it could benefit from having more integration options, it is a straightforward resource that delivers multiple benefits.
2. Buildium
This HOA software is a cloud-based management solution that allows a board to take control of each aspect of their business. You can be in the office or fully remote with this product, including online payments, accounting benefits, maintenance cycle reviews, and vacancy management.
It is designed to be more of a lead-to-lease option for landlords and property managers, but the solutions are easily adaptable to the HOA environment. You receive full general ledger accounting, fee reminders, and on-demand reports to know what is happening at all times.
Buildium allows residents to set recurring payments through its dedicated mobile app or resident site if they pay monthly HOA fees instead of an annual amount.
You’ll find numerous tools available to manage the HOA with this software. You can easily switch between properties when the portfolio contains multiple assets, ensuring accurate tracking.
It would be helpful if the user experience were more intuitive, especially for self-managed HOAs. The software’s notes feature is nice to use, but it isn’t very prominent and feels cumbersome when utilizing it.
3. AppFolio Property Manager
This HOA software makes creating more efficiencies within each community or neighborhood much more manageable.
It’s a robust system with a simplified onboarding process that stays dependable and easy to use.
The developers encourage user feedback to develop more features and continue evolving the benefits received with this product.
There is only one role with AppFolio Property Manager, and the modules all work seamlessly with each other to create a simplified approach.
If there were one thing to change about this software, it would be the layout of the financial statements.
It can be difficult for the average person to understand, especially if they don’t have a background in accounting.
There’s a general lack of customization, so HOAs with multi-family or commercial properties may not find it as applicable.
The software can also be too efficient for some users. You don’t always get the chance to alter an entry error before it posts, leading to extra work.
4. PayHOA
This software solution provides a complete cloud-based HOA product with strengths in e-filing, payment collection, and invoicing. One of its key features involves a survey collection element to provide information to the board for more effective decision-making processes.
If your HOA works on individualized maintenance issues, managers can connect with each resident to track and resolve their issues. Property documents are archivable, and the dashboard makes it easy to keep appointments or send out notifications of company events.
The interface for PayHOA is one of the easiest to learn right now in the marketplace. When updates occur, subscribers don’t need to pay more to access the new features.
Server issues can be a problem with this HOA self-management software. Some lag seems to occur when you log into your account in the middle of the day.
Possible upgrades could help create better speeds or efficiencies, but overall, this investment creates a straightforward resource that makes it easier to manage communities of any size.
5. CINC Systems
Founded in 2005, this HOA SaaS product provides four critical areas of support for communities who decide to take a self-managed approach to their needs.
- Financial Controls. You receive updated reporting at all times to improve the financial transparency of your HOA. Fewer members will have the standing to question where their money goes with the information provided in this category.
- Property Management. The software provides streamlined workflows and strategic automation to maximize your productivity time when you can take a moment to manage the community outside of everything else you do.
- Communication Improvements. You have access to customized homeowner’s association portals that make it easier to speak with the people who need to be involved in various tasks or decisions.
- Homeowner Engagement. With this software, an HOA can offer more payment visibility, track violations, complete work orders, and handle the other maintenance tasks that work hard to keep property values high.
It would help if the administrator could perform all tasks, even if the batches have different dates. The support network isn’t always helpful when you have issues with the software.
Many users report that they need to research and figure out the problems themselves, which takes even more time out of their day.
6. Vantaca
When looking at Vantaca as a self-managed HOA software solution, a few specific advantages and disadvantages come to mind immediately.
| Advantages of Using Vantaca | Disadvantages of Using Vantaca |
| It is effortless to access Vantaca’s database. If you have a homeowner with questions, you can access the information right away while they’re on the phone with you or stopping by the HOA office while you’re there. | Finding an appropriate workaround can be challenging when something doesn’t work as it should. Communication from the company’s customer service department could improve compared to other HOA systems. |
| The software provides workflows that let you manipulate its actions to fit your HOA processes. When combined with the fast import-export process, you’ll find that your efficiencies increase exponentially with this investment. | If you don’t do any training on Vantaca before attempting to use the HOA software, the system can look a bit intimidating. There’s a learning curve to follow, which requires using the system. |
| Once you’ve had some training, it’s an intuitive system that makes it simple to move around, find what you need, or learn new processes. | Some processes are more complex to manage than others, especially for rule violations. Vantaca doesn’t allow users to set different database models in this category. |
Instead of looking like an accounting software framework that got tweaked to help HOAs, Vantaca feels more like a task management solution.
It has some potential disadvantages to consider, but it does an excellent job of helping you get your work done efficiently.
7. Rent Manager
The best feature of this HOA software option is its customizable dashboard. You can put all the information you need into one spot for a quick review. It provides access to over 450 different reports, has an API that integrates with PropTech providers, and even lets you use double-entry accounting.
You’ll find the software to be extensive and efficient. You can keep each property categorized while keeping homeowner information private and secure.
It’s a straightforward SaaS product. The dropdown menus tend to be a little narrow, and loading images can be a challenge, but the results speak for themselves. You can manage your HOA (and any rental properties under your control) with a few clicks.
Do I Need to Use HOA Management Software?
The best HOA management software makes it easier to track tasks, funds, violations, and other service work for communities of any size. Although a board could decide to follow manual processes to save money, the time commitment to that approach could cost more than the subscription price of a SaaS solution.
When I purchased my first house in 2006, it was in a new community where construction was still happening.
The mortgage was approved before the home was completed, which allowed me to supervise the finishing work. It was a great experience.
After the builder gave me the keys, the HOA approached me about being on the board. Since there were only five completed houses at the time, it made sense to fill the final position. I agreed.
The first year went smoothly. We put our money toward community improvements with five of us and five homes. I was particularly proud of the Braille paving we installed.
Over the next four years, the position became less enjoyable. The community expanded to its full potential, which meant we managed over 50 properties.
Trying to collect HOA dues, enforcing the rules, and dealing with the basic politics of people became a nightmare.
By 2011, the original five of us had all moved away from the neighborhood. It became too much of a headache.
If HOA software had been readily available then, perhaps things would have been different. Cloud-based solutions were rare, which meant buying proprietary software each year, and that was too expensive for our little community.
With today’s low monthly costs and comprehensive settings, HOA management has never been easier, thanks to the best software solutions in 2023. It’s worth taking a closer look at each one.
