For self managed HOAs, the paperwork you handle day in and day out plays a critical role in running an organized and efficient association.
Yet, an accurate paper trail does more than just keep the management wheels spinning. Documentation of everything from finances to insurance coverage, to governing documents and more keeps an HOA compliant with legal obligations. These documents also create a necessary level of transparency with homeowners.
When associations have to physically document everything, organizing and maintaining paperwork can be time-consuming and lead to misplaced information or human error.
Homeowners Association Software gives self-managed boards the ability to store, organize, and access important documents digitally. HOA software uses AI-driven automation to streamline the tasks that eat up board volunteers’ time.
An HOA is liable to its members—and self-managed associations have even more responsibilities they’re accountable for.
Don’t let your volunteers get buried by the paperwork.
Here’s how Homeowners Association Software helps organize and maintain a digital paper trail, reducing the risk of mistakes, improving efficiency, and letting members focus their time where it’s most needed.
Table of contents:
1. Faster, Easier Digital Storage
2. Save Printer Ink for When You Need It Most
3. Centralized Access for a More Connected HOA
Faster, easier digital storage
Managing an HOA means handling a plethora of documents for a variety of purposes. Self managed HOAs keep a paper trail of everything and anything related to the day-to-day operation of the community, including:
· maintenance requests
· tracking rules violations
· dues invoicing and collection
· financial reports and accounting documents
· board meeting minutes
· vendor contracts
· information about units and homeowners
· insurance policies
· governing documents (CC&Rs, articles of incorporation, bylaws, etc.)
· real estate documents for property sales or refinancing
· other files and records
Each of these categories of documents fits into its own “box” of tasks. Managing each type of document separately creates inefficiencies and wastes a volunteer manager’s time.
Homeowners association software lets a board scan and maintain documents in centralized cloud storage.
By digitizing documents, HOAs can manage them with a holistic approach. For instance, you can send and track rules violations, digitally invoice and collect dues, respond to messages from homeowners, and produce and share financial reports all from the same online hub.
Managing association documents using an all-in-one software tool cuts down drastically on the time spent switching between systems and managing tasks individually. HOA software can sync banking data and uses automation to streamline processes like accounting, billing, and dues collection.
A digital paper trail also helps HOAs stay legally compliant and minimize risks. You can retrieve individual threads of conversations with residents and track files down to the exact time and date they were added.
If something goes wrong or the HOA falls short of its goals, you won’t have to sift through stacks of documents to find out why. Homeowners association software gives instant access to information and analytics that can help you locate pain points in your management process and set yourself up for future success.
Save printer ink for when you need it most
Digitizing your documents with homeowners association software helps you save money on ink and printer paper, and to be more environmentally friendly.
For instance, instead of printing and distributing financial reports, you can share them digitally. A welcome letter can become an email. In the past, each billing statement or other official document would need to be printed and mailed.
By digitizing document storage and management, homeowners receive invoices and violation notices, pay dues, send maintenance requests, and communicate with the association online using HOA software’s secure cloud storage.
Yet there are times an HOA needs to print and send important documents.
When necessary, HOA software gives boards the ability to manage the printing and mailing of billing statements, newsletters, and other critical documents. Use software to digitally track document delivery.
Homeowners association software lets you store and share documents depending on what solutions work best for your HOA’s needs. Whether you’re sharing community data digitally or sending physical documents, HOA software ensures a smooth and consistent flow of communication.
Centralized access for a more connected HOA
Homeowners are happiest when their HOA keeps them connected to the community. Residents want open communication and transparent access to important neighborhood information.
Homeowners Association Software lets HOAs achieve both these goals at once. Secure, centralized storage and mass communication and sharing capabilities ensure you always get the right information to the right person at the right time.
State law dictates a certain level of access for homeowners, such as to board meeting minutes and financial statements. But transparency really goes beyond the law.
By storing information in the cloud using HOA software, customized access lets you share neighborhood documents and critical updates with fellow board members and other residents. You can send critical communications to residents at the click of a button via mass email, text, or phone calls. Keep your finger on the pulse of your neighborhood by sending digital surveys to residents.
Homeowners association software records all communications permanently so they can be viewed by both residents and the HOA.
When transitioning new board members into volunteer roles, centralized digital information means minimal training without having to adapt to an entirely new system every election cycle.
With HOA software’s instantaneous and customizable access to information, HOAs can be more transparent and foster a community that’s better connected. With a more streamlined flow of information, communities can achieve their goals with a faster, more unified approach.
PayHOA’s holistic software tools help you seamlessly transition your physical documents to streamlined digital storage, so you can manage and share information more effectively and intuitively. Over 7,000 HOAs across the country trust PayHOA to help make their neighborhoods a better place to live, and 98% of our users recommend PayHOA.
PayHOA offers an HOA management software solution for HOAs of any size or managerial priorities. To find out if PayHOA fits all your HOA management needs, try our software free for 30 days.