Your HOA mailing made simple.
Send letters, invoices, and notices to homeowners without the printer, the envelopes, or a trip to the post office. Track every letter from your Mail Room, with certified mail when you need it.
- From $49/mo, every feature included
- No credit card required
- Free data import
- Cancel anytime
4.7 stars from 1,000+ reviews on G2 and Capterra · 6,000+ communities
The Mail Room in PayHOA for Maple Ridge HOA. A board member clicks New Paper Mail, chooses Custom PDF, uploads a two-page fall newsletter, turns on Certified Mail, which switches it to first class, then reviews the estimated delivery for 42 recipients and clicks Send Mail. The Mail in Process card completes, and the new batch of 42 letters appears in the Mailed PDFs tab.
What’s included
Everything your association needs for mailers, all handled from PayHOA.
Skip the printer and post office.
Our HOA mailing services print and mail invoices, vendor checks, violation notices, and custom PDFs for you by USPS.
Mail that looks professional.
Invoices carry your association’s logo, and letters print in color or black and white.
Certified or registered when it counts.
Add certified or registered mail when your governing documents call for proof of delivery.
Know every letter arrived.
Follow each letter’s USPS status, from sent to delivered.
Invoices and checks, mailed for you.
Mail invoices to owners who prefer paper, each with a payment slip and return envelope so paying is easy. Pay vendors by check the same way, without buying stamps or check stock.
Violation letters, sent on time.
Mail notices right from the violation, so every owner gets the same letter on the same timeline. The mailing is logged on the unit’s record, and a copy stays in your Mail Room if it’s ever disputed.
Newsletters, notices, and welcome packets.
Upload a letter-size PDF of up to 12 pages, from the annual meeting notice to a welcome packet for new owners, choose the homeowners, and PayHOA handles the mail from there.
Every letter on the record.
Each letter shows its USPS status from submitted to delivered, and every mailing is saved to the unit’s history. When an owner says it never came, you’ll know exactly where it went.
Gable in the Mail Room
Gable, your community’s AI assistant, answers questions about your mailings and can cancel a letter before it’s printed, with your approval.
See what Gable does- Answers
“How many letter mailings did we send this year?”
- Answers
“Were any of last month’s mailings cancelled?”
- Tasks
“Cancel the letter we just mailed to Unit 14. It has the wrong address.”
Questions about the Mail Room
Something else on your mind? Our US-based team is happy to walk you through it.
Talk to our teamPick what to mail (a PDF, invoices or violation letters), choose the units and the mailing options, review the estimated delivery, and send. PayHOA prints and mails each letter by USPS, and you track them in your Mail Room.
You pay per letter, based on the mail class, page count and options like color or certified mail. The Mail Room shows the price per letter for your options before you send (a minimum for invoices, whose page count varies), and each mailing’s cost afterwards.
Yes. Add certified or registered mail to any first-class letter, invoice or violation letter, and follow it with its USPS tracking number. PayHOA doesn’t offer return receipts.
Yes. Mail a violation letter from the violation or from the Violations list, by standard or first class, with certified or registered mail if you need it.
Yes. Each letter shows its USPS status, like sent, in transit or delivered, with a timeline of events. Certified and registered letters also have a USPS tracking number.
Yes. Every mailing shows on the unit’s communication history and in the Communications Log, and you can open a copy of each letter from the Mail Room.
Store it on the owner’s profile, then send to owner mailing addresses. If an owner doesn’t have one, PayHOA uses the unit’s address.
Yes, up to an hour after you send it. Cancel one letter or the whole batch from the Mail Room.
