What are the benefits of HOA management software?

With management software, your self-managed HOA can streamline various processes, digitize records and communications, track requests efficiently, and generate real-time accounting and financial reports. Additionally, software is both eco-friendly and cost-efficient.

What are the benefits of HOA software for vendor management?

Vendor management for HOAs becomes simpler and easier with the help of software. HOA software allows you to build a comprehensive database of vendors, streamline communications with vendors, keep track of invoices and payments for vendors, simplify work orders, and record and deliver feedback on vendor services.

How does Condo Manager software improve HOA communications?

Condo Manager is an all-in-one HOA software that features a comprehensive database, detailed communication logs, streamlined communications, convenient reminders and to-do items, and mobile compatibility. These HOA communication tools will help improve the communication process of your community for better and more efficient operations.

How can an association management software help HOAs?

Association management software can help HOAs with accounting, financial and business reporting, invoicing and payment, member communication, work order automation, committee management, and event management. It also typically has an online member portal for resident use.

What questions should I ask HOA management software providers?

Make sure to ask vital questions — questions that product pages usually skip over. How will their software make your operations smoother? How long have they been providing HOA management solutions to communities? Can they customize the software based on your specific needs? Do they offer updates or software upgrades for free?

HOA Management Software Archives - Page 2 of 2

Management Software For Self-Managed HOAs: How Can It Help?

admin on June 3, 2020

Many homeowners associations across the country choose self-management over hiring professional services. This can prove difficult as the association grows bigger and more tasks start piling up. If that situation sounds all too familiar to you, consider getting software for self-managed HOA communities.

Benefits of Software for Self-Managed HOA Communities

It is easy to dismiss self-managed HOA software in favor of doing things the traditional way. But, with the ever-evolving landscape of technology, self-managed HOAs can quickly fall behind. One of the primary benefits of hiring a professional management company is access to the latest tools and software. Though, there is also software for self-managed HOA communities, specifically designed to fit their needs and make the board’s jobs easier.

Still on the fence? Take a look at the many benefits of getting software for self-managed HOA communities:

1. Access to Association Records Anytime

With using a program, you no longer need to flip through hundreds of physical records to find the one you are looking for. All you need to do is type in the record’s filename and locate it with just the click of a button.

If you have got a printer hooked up, you can print out multiple copies without missing a beat.

Physical records also take up a lot of space. As the years go by, you will need more and more space to accommodate new records and documents. Furthermore, it is not advisable to throw away association records once you are through with them. With software, you can keep all association records indefinitely, provided you have enough storage space either internally or in the cloud.

2. Easy Homeowner and Vendor Communications

Communication is an integral part of running an HOA community. Normally, professional management companies take care of homeowners and vendor communications. But, for self-managed HOAs, getting software is the way to go.

Management software allows you to print out or email customizable letters to homeowners. It can also keep track of every email you send so you can refer back to such data in the future. Being an HOA board member also means you take calls and emails from homeowners and vendors all the time. With software, you can take down notes easily and log in the number of hours you spend monthly on communications.

3. Efficient Request Tracking

Requests from homeowners can quickly accumulate and bury you under a mountain of paperwork. Worse yet, hard copies get lost or damaged. With software, you no longer need to worry about that.

Management software lets you track requests in real-time, making sure no request is left unanswered. Any architectural change requests can go right through the software. Your ARC committee can then review these requests and send approval or denial letters using the software.

4. Streamlined Processes (Violations, Invoicing, Collections)

As with requests, invoicing, collections, payments, and violations management can get lost in the shuffle. And, as any self-managed HOA board knows, inefficient processes can have serious consequences. For instance, late payments to vendors can lead to a strained working relationship or service interruptions.

With using management software, you can streamline all your HOA processes. That includes utility billing, payment processing, invoicing, and assessment collections. You can even track homeowner violations for effective covenant enforcement. With faster and more functional tools at your fingertips, you can look forward to a successful self-managed HOA.

5. Real-Time Accounting and Financial Reporting

By far, one of the most challenging aspects of HOA management is accounting and financial management. Not all board members have the background to deal with financial reporting. This is why management software can be beneficial to self-managed HOAs.

With software, you can enter your financial transactions and get real-time reporting. The software will take care of the books for you. You receive monthly reports, take care of bank reconciliations with ease, and get help with budget planning through historical data and projections.

Fraud and embezzlement are also growing concerns among HOA communities. Traditional methods make it all too easy to falsify financial records. A management software fights fraud with the incorporation of an audit trail. This lets you see who added or changed each record. With software, you can run your association with accountability and transparency.

6. Built-In Calendar

Far too often, self-managed associations fall behind on tasks and schedules. This is because HOA boards typically consist of community volunteers with full-time jobs and other priorities.

When juggling your personal and professional lives, it can be easy to forget about HOA activities. Unfortunately, a missed deadline can give rise to other problems.

Management software usually comes with a built-in calendar. From there, you can plot all the important tasks and deadlines you must remember. Some programs even come with alert systems to remind you of an upcoming event, such as a board meeting or spring cleaning day. With software, you can stay on top of all your duties and responsibilities without trouble.

7. Eco-Friendly

In addition to being beneficial to the association, using a program can also be beneficial to the environment. By adopting a management software, your HOA can significantly reduce paper use. No more having to fill up forms in triplicate and then having those forms pile up needlessly in a corner.

8. Cost-Efficient

Contrary to popular belief, using management software can actually save you money in the long run. The cost of the investment may seem high to you now, but keep in mind that your HOA will be using this software for many years to come. Additionally, by cutting back on paper use, you can also find more room in your budget.

The Best Software for Self-Managed HOA

Your HOA board may be reluctant to switch over to management software, and that is understandable. Switching to using a program and learning how to use it can take a lot of time and effort. But, the process is relatively simple if you put in the right amount of work. As you can see, the benefits of software for self-managed HOA communities clearly outweigh the time and cost it will require to start using it.

If your association is looking at HOA software options, consider Condo Manager USA. Contact us today and ask for a free demo!

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HOA Vendor Management: Keep Track Of Your Vendors With Ease

admin on March 29, 2019

Great, reliable service from vendors can be hard to find so when you do, it’s important to nurture the business relationship. However, with so many things going in, board members can easily lose track of homeowners association payments, vendor contracts, and other important documentation. If you want your vendors to deliver a high level of service, homeowners association vendor management is a must.

What Is HOA Vendor Management?

HOA vendor management is the process of developing, managing, and controlling vendor activities and performance. The overall goal is to establish a strong relationship that will drive a vendor to deliver excellent service throughout the contract period. Through vendor management, HOAs can reduce the risks and get the most value out of the business relationship.

Vendor management seems like a simple process but when the association is dealing with more than a handful of vendors, it can become complicated. Each vendor will have its own contract, work orders, pricing, payment schedules, communication line. Without an organized document management system, an HOA is more likely to miss payments, lose contracts, and have misunderstandings — all of which can deteriorate the HOA-vendor relationship.

If you are having a hard time keeping track of vendors, it might be time to consider a digital solution. Investing in HOA software can help you manage vendors effectively and efficiently so that there are no service failures and service disruptions in your community.

Benefits of Using HOA Software for Vendor Management

Vendor management for HOAs becomes simpler and easier with the help of software. Here are some of the benefits you can expect.

1. A Comprehensive Database of Vendors

Searching for a new vendor is quite tedious. You need to find potential companies online, perform enough research to narrow down the choices, request for bid proposals, and then negotiate the terms of the contract. After all that, you’ll end up choosing only one.

Rather than have valuable vendor information get lost in your file cabinets or end up in the trash, HOA software enables you to store all the information electronically. They won’t take up space and clutter your office space. And when the time comes when you need a new vendor, you can quickly search your database for their contact information.

You can even view vendors based on their quoted prices to narrow your choices. No need to go through the grueling search process all over again. Just call up the vendor and request an updated proposal. Thus, HOA software can save you a lot of time and effort.

HOA software can also store vendor contracts. You can easily research and refer to a contract when talking to a vendor and potentially renewing the business relationship. If there are issues with their services, you can also quickly bring up the terms of the vendor contract.

2. Streamlined Communications

Vendor management can become confusing if both parties are dealing with different people every time. Communication lines get crossed, resulting in miscommunications or even disagreements.

It’s also a waste of time to be constantly repeating or relaying information. HOA software can help prevent communication breakdowns.

By limiting communication to a single channel, HOAs can easily keep track of messages exchanged with a specific vendor. If you need clarification, you can first read through previous responses before inquiring with the vendor. If there are relevant updates with the community, the association can also use the HOA software to send messages to its entire list of vendors.

3. Keep Track of Invoices and Payments

HOA software can help you keep track of invoices and payments. The program allows you to process invoices, issue payments, and print out checks. You can even print out one check for multiple invoices to be more efficient. Not only that, but the HOA can also save on paper, ink, and other office supplies.

When it comes to payments, HOA software can help you monitor payment schedules so that each vendor is paid on time — despite having different payment schedules. You can also set up recurring payments for your vendors so that you don’t have to process them each time.

4. Simplified Work Orders

HOA software simplifies work orders for easier vendor management. The program keeps all previous work orders so you can simply duplicate and adjust them when generating future work orders. It’s also easy to refer to previous work orders when there are issues or clarifications from either party. Since HOAs may be dealing with work orders from different vendors at any given time, the software will make everything organized and manageable.

5. Record and Deliver Feedback on Services

HOA software can also keep a record of your comments and feedback regarding a specific vendor. You can also take note of the goals and objectives for your relationship with vendors.

If you want to convey points for improvement to your vendors, you can send them via software’s HOA communication tools. Thus, there is a record of all correspondences should there be any dispute or disagreement. Conversely, you can also send positive feedback to your vendors for HOA vendor relationship management.

HOA Vendor Management Tips for Better Relationships

Apart from utilizing software, there are also many other ways to strengthen your relationship with vendors. Here are some helpful HOA vendor management tips to keep in mind.

Communicate to Vendors Clearly and Openly: Right from the start, make sure that communication lines are always open between the HOA and your vendors. Make sure to clearly state your goals and objectives so that vendors can adjust their services accordingly. If there are changes that affect the services they provide, make sure that your vendors are informed as soon as possible.
Maintain Reasonable Expectations: All HOAs will want excellent service from their vendors. However, it’s unfair to hold your vendors to unrealistic demands. Your expectations should be reasonable based on the vendor’s capabilities and pricing. Do not ask for things that are already outside the scope of services outlined in the contract.
Address Issues Promptly: If there are things you do not like regarding your vendor or their services, address them as soon as possible. If not, the vendor will not have the chance to correct these issues. It will be hard to build a good relationship with your vendor if there are lingering or unresolved issues.

HOA Vendor Management for Long-Lasting Business Relationships

Vendors deliver essential services that allow an HOA to run smoothly and efficiently. If you want to develop long-lasting business relationships, consider investing in HOA vendor management software. It’ll be easier to juggle the many schedules, financial obligations, and work orders of your vendors. As vendors see your effort in maintaining the relationship, they will also be encouraged to deliver better service. They may even offer better deals when it’s time to renew the contract.

If you’re on the lookout for HOA vendor management software, feel free to reach out to the Condo Manager team today! Call us at (800) 626-1267, email us at sales@condomanagerusa.com, or contact us online to learn more about our HOA software solutions.

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5 Ways The Condo Manager Software Improves HOA Communication

admin on January 2, 2019

Communication in homeowners associations is crucial for success. However, with so many tasks and responsibilities, it can be easy to forget appointments, misplace paperwork, or lose track of conversations — leading to communication breakdowns between homeowners, board members, and their association managers. Condo Manager software improves HOA communication so you can enjoy more seamless and efficient operations.

How Condo Manager Software Improves HOA Communication

Condo Manager is designed by association management experts and created specifically to address the needs of HOA communities, both big and small. Our software is equipped with HOA communication tools that you can use to improve the communication process of your community. Here’s what you can expect from Condo Manager.

1. Comprehensive HOA Database

Have all the information you’ll ever need at the touch of your fingertips. Condo Manager offers a web portal where you can create profiles for homeowners, tenants, vendors, properties, and associations.

The software will keep personal information such as names, addresses, phone numbers, email addresses, and emergency contact details. If there is an urgent matter, you can quickly lookup a homeowner’s contact information to quickly resolve the issue.

Condo Manager also keeps track of account balances and violation reports. Homeowners won’t have to call management to inquire about unsettled dues. They can just log into the web portal. As a result, associations won’t be overwhelmed with homeowner requests and can free up communication lines for more urgent matters.

2. Detailed Communication Logs

Condo Manager will store the full communication history of your association. The software allows you to monitor past letters, emails, and phone calls from homeowners, tenants, and vendors. The communication log will also show dates, times, call durations, notes, and personnel involved for your reference. Thus, you can always pick up where you left off. Associations won’t have to waste time retreating old ground and HOA members won’t become frustrated at having to repeat themselves during every call.

Condo Manager has robust tracking capabilities as well. For management companies handling multiple associations, the software can track how many hours were spent on communication. The Profitability Module will mark all billable items and generate a full report for easy invoicing. Since everything is detailed, companies can have effective communications with HOA associations that they handle.

3. Streamlined Communications

Associations spend a lot of time connecting accounting and service records with their communications. You have to jump between word processors and spreadsheets, cross-reference records, and double-check emails to get the information you need.

And even then, there are still a lot of opportunities for error. Condo Manager has streamlined the communication process so that your management team can work faster and more efficiently.

Our all-in-one-software has an integrated word processor. You can create letters for collections, violations, architectural requests without having to leave the program. There are custom options and templates so that you can quickly create letters and settle urgent issues in a timely manner.

Condo Manager also has email integration so you can send these letters, as well as financial reports, maintenance requests, and work orders, directly from the software. All you need to do is press the “Send by Email” button and it will be sent. You can also customize the settings to control when emails are sent and who they are sent to. Moreover, the software saves all the emails you send in case there is a need to retrieve the information later.

4. Convenient Reminders and To-Do Items

Condo Manager has built-in reminders and to-do tracking features so you’re always on top of association requests. For instance, you can set reminders to follow-up with homeowners. By keeping appointments, homeowners will feel seen and heard by their association.

The software can also create to-do lists to manage vendors‘ upcoming work orders. You can also set notifications for insurance expiration dates, utility payment due dates, or upcoming inspection dates to prevent lapses or service disruptions in your community.

5. Mobile Compatibility

We also offer Condo Manager Live, which allows you to access the software from a smartphone, tablet, or other mobile devices. Just as long as you have an internet connection, you can keep up with HOA communications.

You’ll be able to access account balances, violations, and work orders, as well as respond to emails and requests, even if you are out of the office. If managers or board members are unable to handle a certain request while off-site, they can easily send an email to concerned homeowners to ensure them that their request has been received.

Find Out How Condo Manager Improves Association Communication

The Condo Manager team understands the unique challenges that associations face, especially when it comes to HOA communications. With your specific issues and needs in mind, our association management experts developed software from the ground up to provide the solutions and support that you need.

Condo Manager is also more than just communications software. It features a full suite of services that can help with the day-to-day management of your community. For instance, simple but comprehensive accounting tools will make it easier to keep track of finances and maintain the financial health of your association.

Condo Manager can also be utilized as self-managed HOA software or by management companies handling multiple associations. The software can be tailored to deliver the association management services that you need the most.

Ready to find out how Condo Manager improves communication? Do not hesitate to call us at (800)-626-1267, email us at sales@condomanagerusa.com, or contact us online for a free demo or to learn more about our HOA software solutions.

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8 Things An Association Management Software Can Help Your HOA With

admin on November 6, 2017

Association management software is a valuable tool for any HOA community. It streamlines day-to-day operations and makes many tasks a breeze.

What Is AMS? Association Management Software Explained

As part of the leadership of an HOA community, it can sometimes be difficult to decide which investments are worth your time and the residents’ money. One of the investments you should look into, though, is purchasing or subscribing to an association management system.

What does AMS mean? AMS, which is short for association management software, is a program that easily and effectively organizes a wide variety of information relating to your association. This type of software combines the management of finances, resident payments, event planning, and many other useful tools to efficiently run your community.

Benefits of Association Management Solutions

Community association management software can be wonderfully freeing. Because it can take care of many tedious tasks, association leaders can focus more time on building a great community. An AMS system can also save your association money in the long run.

When administrative tasks are delegated to a system, your association’s productivity will also increase exponentially. Along with this increased productivity comes the inevitability of fewer funds spent on these tasks.

To top it all off, investing in AMS software is also eco-friendly. Transferring many of the daily tasks from paper to a digital platform can minimize the carbon footprint of your community. Many things that would normally use paper and ink, such as announcements and events calendars, can all be posted online.

Here are things the best association management software can help your HOA with:

1. Accounting

Accounting is perhaps one of the most challenging aspects of managing a community. It takes an accountant, or at least someone with sufficient accounting knowledge, to handle the intricacies of accounting and bookkeeping. With an AMS system, though, the task is made simpler.

An AMS can provide general ledger accounting, making it easy for you to balance your books. It can also juggle both your association’s receivables and payables, allowing you to stay on top of your financials.

Many systems even provide integrated bank reconciliation with a database for unlimited bank accounts, the ability to add bank fees and interests, and the ability to view updates in real-time. Say goodbye to manual journalizing and confusing spreadsheets — association management software is here.

2. Financial and Business Reporting

Because not everyone is a professional accountant, it can be immensely helpful to have financial reports drawn up quickly and in a way that is simple and readable for everyone on the board.

Most HOA software strives to make financial reports as self-explanatory and clear as possible with the benefit of including everyone in financial discussions and minimizing misunderstandings. Many systems also offer analytics and business intelligence that can help you make smart decisions.

3. Invoicing and Payment

Every HOA community relies on dues to survive. Unfortunately, sending invoices and collecting dues isn’t the easiest of tasks when done manually.

With an association management system, though, you can effortlessly manage billing and collection. Send invoices to members when fees become due. Many systems also allow members to pay their dues online without hassle. There are also systems that let you pro-rate dues if that ever becomes necessary.

4. Online Member Portal

Online member portals allow your association to be accessible all the time. With such a portal, members can log into their individual accounts and access information you make available to them. They can update their profiles, download copies of the HOA’s governing documents, and view the events calendar, too. Integrated systems can also make it easy for members to pay fees right from their accounts.

5. Member Communication

Communication is paramount in any given HOA community. You need to be able to talk to residents and disseminate critical information in a timely manner. With an AMS system, you can post announcements or updates, distribute e-newsletters, and also send notices such as violation notices and collection letters.

Some systems even have online reservation capabilities. This is particularly helpful if you need to control the number of people in a shared space at a given time. With this reservation system, you can eliminate redundancies in scheduling and make it easy for residents to save a spot.

6. Work Order Automation

Service requests are always a bother to manage, especially if you still do it the manual way. Some requests get lost in the shuffle, while others fail to even make their way to you. Automating your work orders with the help of association management software is a good solution to these problems.

Through the online member portal, residents can submit work orders or service requests. They can fill out the necessary fields and even attach photos as supporting documents.

Work order automation also benefits HOA board members or managers. You can track work orders in real-time, organize them according to priority or date, and even schedule repairs all from one neat place. Moreover, once a member’s request has been approved, you can send notice via the system, too.

7. Committee Management

Many HOA communities have committees that help the board with various tasks, from Architectural Review Committees to Events Committees. With the help of an AMS system, you can manage committees and sub-committees easily. Many programs also offer the ability for committees to interact and communicate. Other features usually include the recording of minutes and notes at committee meetings.

8. Event Management

If you need a comprehensive event management system, many association management systems come equipped with this feature.

You can organize one-day or multi-day events and communicate its details with members. Through the software, members can also register attendance and make payments. You can even plan every little detail right down to catering, audio/visual requirements, and room assignments (if necessary).

Association Management Software vs HOA Management Software

There might be some confusion regarding the difference between an AMS and an HOA management software. An association management software is broader and typically addresses the needs of a professional or trade association. On the other hand, HOA management software is software specifically designed to cater to HOA and COA communities.

Of course, that isn’t to say that AMS software can’t be used by homeowners associations. The features of both these programs usually overlap, which means HOAs can use either one. Though, since HOA software caters to HOA communities specifically, it normally has features that are friendlier to HOAs.

As for association management software vs property management software, the latter is used for managing real estate properties of both the residential and commercial variety. It also typically involves managing rent, tenants, and property maintenance.

An All-Around Management Tool

Association management software can be one of the best investments that you make for the community. Taking into account the amount of money it can help you save in many different areas, the program will pay for itself quite quickly. It can enhance the quality of the board, make you more efficient, and provide an easier way for residents to complete tasks online.

Condo Manager offers integrated association management solutions to self-managed communities and HOA management companies. Call us at (800) 626-1267 to learn more or schedule a free demo with us today.

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How To Choose The Right HOA Management Software For Your Association

admin on January 25, 2016

HOA management software can help companies and self-managed communities alike. But, choosing the right one for your community can come as a challenge without proper preparation.

The Do’s and Don’ts of Picking HOA Management Software

Anyone who has ever managed a community association knows how important it is to have the right software to help perform day-to-day tasks. But, HOA management software comes in many different kinds, and there are many different vendors who supply it. With so many options, it can be difficult to know exactly which one best suits your association.

As a guide, here are the do’s and don’ts of choosing an HOA or condo management software:

Do: Consider Your Needs

Before you decide which one you want, you need to reflect on your association and its needs. Take a hard look at your business processes and how each one affects the other. Evaluate which aspects of HOA management you often encounter problems in.

Perhaps your HOA finds it difficult to disseminate information in a timely manner. In that case, you need HOA software that offers communication tools. You might even benefit from a system that comes with an HOA website. If your HOA needs help tracking and managing service requests, then find a management program that comes with a work order module.

It is a good idea to sit down with your fellow board members and assess what you think the association lacks. Consider which features are non-negotiable and which ones you can do without. This will help you narrow down your choices.

Do: Research

Research is of paramount importance when it comes to any type of decision. You must do your due diligence and look at a number of possible options before choosing a provider.

Now that you have a list of features you want, you can cross-reference it with the ones software providers offer.

Your research should not stop there, though. It is also worth finding out what other users and clients have to say about the HOA software. Testimonials and reviews often give you a better look at what you can expect from a provider. Consider both positive and negative comments. If you cannot find reviews online, reach out to the software provider to ask for references.

Don’t: Skip Out on Accounting

Accounting is one of the most challenging parts of HOA management, so it is no wonder many HOAs deem this as a must-have feature. Financial management is not exactly the easiest aspect of running a community, and self-managed HOA software can help lighten the load.

Make sure to look for specific accounting features, such as real-time budget management, A/R and A/P modules, invoicing and billing, and even online dues payments. Having bank reconciliation, general ledger, and financial reporting capabilities is also a plus. Though setting up your chart of accounts and master lists will take some work at first, a comprehensive accounting feature will significantly ease the burden on your HOA board.

Do: Consider Mobile Applications

With the world rapidly embracing the transition to mobile, it almost seems foolish to go with HOA management software that refuses to get with the times. Whether it is in the form of a mobile app or a mobile-friendly website, you should look for a provider that places weight on mobile practices.

Mobile-friendly software will benefit both your HOA board and community members alike. Residents can access their accounts through a mobile online portal and pay their dues straight from their phone. Similarly, board members can retrieve documents, review and approve requests, and send notices while on-the-go.

Don’t: Be Afraid to Contact the Developer

There is only so much you can find out about community association management software through its website. If a provider leaves you wanting more information, you can always reach out to them directly. Most software providers post a number you can call or an online form you can fill out.

Make sure to ask vital questions — questions that product pages usually skip over. This includes questions such as:

How will their software make your operations smoother?
How long have they been providing HOA management solutions to communities?
Can they customize the software based on your specific needs?
Do they offer updates or software upgrades for free?

HOA management is a special brand of management, and it takes a developer with sufficient knowledge of the industry to provide you with expert solutions.

Do: Ask About Support

The best-case scenario is that your HOA software will run continuously and smoothly without any hitches or problems. Unfortunately, software, no matter the type, usually comes with some bugs and errors.

You may even experience downtime or get locked out for some reason. If and when this happens, you need to be able to rely on your provider to fix the issue.

Therefore, it is imperative to learn how your prospective software provider handles customer support. Can you reach them 24/7? What communication avenues can you reach them through? How quickly will they respond to your concerns? How do they deal with various software problems?

It is also worth asking about the entire installation process. Who will set up the software? Do they offer data migration assistance? Clearing this up right from the get-go will eliminate any misapprehensions.

Don’t: Forget Security

It is impossible to discuss data management without mentioning security. Homeowners associations deal with all kinds of information, and a lot of them are personal or financial in nature. Therefore, it only makes sense to have concerns about security and privacy.

First of all, you should ask about data storage. Where does the provider keep your data? Do they have their own servers or will they store it in a cloud? Do you need your own on-site server?

You should also learn about the different ways they ensure security. How do they make sure your data stays safe and secure? Do they use SSL encryption?

Dealing with data also raises the possibility of corruption due to viruses or breaches in security. If one or the other occurs, what steps will they take to handle the situation? Do they back up your data? If so, how often?

Do: Take Advantage of Free Demos

Although you can get a somewhat fragmented understanding of how their product works, it is infinitely better to experience it firsthand. Many software providers offer free demos of their products for a limited amount of time.

Through demos, you can get a feel of what the software has to offer and how each module relates to the others. You can pinpoint gaps in processes and maybe even discover some features you previously failed to consider.

Making a Choice

Choosing HOA management software is a big decision for any size association. Before diving head-first into a decision that could very well waste your time and money, consider all your options, do your research, and find out everything you can about each prospect. In doing so, you can make the most out of your investment and use the software without any regrets.

If you need full-service HOA software with all the necessary features at an affordable price, Condo Manager is the one to beat. Give us a call today at (800) 626-1267 to learn more about our product. You can also get a Condo Manager HOA management software free demo by contacting us online.

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Everything You Need To Know About HOA Software

admin on October 16, 2013

Do you need help managing your condo or homeowners association? If you’re not ready to hire a professional management company, why not consider HOA software instead? To help you make this decision, here’s everything you need to know about HOA management software.

What Is HOA Software?

HOA software is an industry-specific computer program that performs essential community association management tasks. It functions as an all-in-one management tool that can make HOA board members’ lives easier. Condominium association software is the same thing, except that it is made for COAs.

HOA Software vs Generic Software

Generic software is designed to work across industries. It offers essential management features, which can be very helpful for HOAs. However, adjustments may be needed to adapt the generic software to the specific needs of your community. On the other hand, HOA software is already tailor-made for your association management needs. It will be easier and more intuitive to use.

HOA Software vs Spreadsheets

Many self-managed HOAs are likely familiar with Excel, Google Sheets, and other spreadsheet programs. It’s a low-cost option that allows HOAs to track their income, expenses, budgets, reconciliations, and other financial transactions. Spreadsheets can perform a wide variety of accounting functions. And even though macros and formulas can be difficult to learn, there are many tutorials and resources available to board members

The main drawback of spreadsheets is that it cannot perform more complex tasks that are essential to HOA management. Spreadsheets are also not efficient because it requires manual data entry, which can lead to as much as 88% errors. Scalability is another issue. While spreadsheets may be sufficient for a small HOA, it will become harder and harder as your community grows. While software may cost more, it’s much better at serving your current and future needs.

HOA Software vs Property Management Software

Property management software is also an industry-specific program. It is used by landlords to manage rental properties. Though they may have some overlaps, HOA management and property management also have unique responsibilities. As such, property management software may not have all the features that you will need to manage an HOA — and vice versa.

What Are the Features of HOA Software?

No two HOA software are exactly alike. Nevertheless, here are essential features that you should look for when choosing the best software for your community.

Accounting and Bookkeeping

Managing finances is one of the most difficult responsibilities of the board. As such, many look for HOA accounting software that can make financial tracking easier and less tedious. With a digital ledger, board members can easily keep track of money coming in and out of HOA accounts.

Communications Platform

With HOA software, the board can send announcements and updates to the entire community. The program also keeps track of all personal communications with homeowners so you won’t have to keep rehashing the same details over and over. In addition, some software options offer a forum or community board where homeowners can communicate with each other. These communication features are essential in creating a sense of community.

Financial Reporting

One of the best features of HOA software is robust financial reporting capabilities. You can create comprehensive and detailed reports that help keep track of the HOA’s finances. Financial reports are also customizable so you can make them as simple and easy to understand. This will help board members make accurate and sound financial decisions for the HOA.

Maintenance Management

Board members can use association management software to keep track of maintenance requests, work orders, and vendor payments. The association can also create maintenance schedules and to-do lists for each service provider.

Homeowner Portal

HOA or condo association software may include an online portal for the members of the community. Homeowners can log into their account to view assessment due dates, payment history, communication history, architectural review applications, amenity bookings, service requests, and events calendars. They can also conveniently access HOA reports and documents instead of having to request them from the management office.

Board Member Portal

HOA software may come with a separate HOA portal for board members. It comes with password protection to ensure that confidential or sensitive documents such as annual budgets, financial reports, delinquency reports, incident reports, and reserve studies are safe and secure. This ensures transparency among board members and can help them work more efficiently.

Violation Tracking

In a large community, software can be essential in keeping track of homeowners’ violations. With an all-in-one platform, each violation can be seamlessly integrated into homeowners’ accounts and the accounts receivable sheet. Automation also enables the software to send notices or emails to offending homeowners. Thus, the board can save a lot of time since they don’t have to manually perform these tasks one by one.

Should You Use Free Software?

HOA software is an investment. Associations that are hesitant to spend that kind of money may consider free software instead. Is this the right move for your HOA? Here are the pros and cons of free software.

Benefits of Free HOA Software

Little or No Cost: Free software is an attractive option for communities that have limited budgets. It allows them to experience the benefits of HOA software without having to shell out a lot of money.
Basic Features: Free software may not have extensive features, but it can still help associations perform essential administrative and management tasks.
Free Trial: Most software options have free trials so that you can experience the features first-hand. If you are stuck between two software options, you can use the free trial to determine which one is better suited for your community.

Drawbacks of Free HOA Software

Limited Features: Free software won’t have the same features as paid versions. It will perform basic functions but you won’t be able to access more complex features such as analytics, forecasting, and financial reporting.
Intrusive Ads: Free software may offer full features but with ads. These are not only intrusive and annoying but they also bring up security concerns. Make sure to read the fine print because some companies may be selling your data to third-party marketers.
Lack of Support: Don’t expect frequent updates — or if any at all — with free software. Since the software company isn’t making money from the program, it also won’t have the funds or resources to continuously update and improve the program.

Why Consider Paid HOA Software?

Going for the full, paid version is still the best option for associations. Contrary to popular belief, HOA software is not that expensive. Most companies offer different packages at different price points. It’s up to you to find the software that meets your community’s specific needs and budget. You can also start with the basic package then move up to higher tiers over time. This way, you won’t be spending more money than is currently needed.

Investing in HOA Software Is a Commitment to Your Growth and Success

There’s no doubt about it; HOA software can make board members’ lives easier. With essential features and automation capabilities, the association can save valuable time, money, and effort. Board members become more efficient and thus, are better able to serve the community. Though purchasing software may be a long-term financial commitment, it brings with it amazing benefits that can serve as the impetus for your community’s growth and success.

Interested in self-managed HOA software? Feel free to reach out to the Condo Manager team today! We have created comprehensive and innovative software solutions designed to meet the needs of HOAs and COAs. Call us at (800) 626-1267 or email us at sales@condomanagerusa.com for a free demo.

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