Features
Everything a self-managed board does, in one place
Every feature is in every plan. Switch off what you don't use; nothing is deleted. If it isn't here, it isn't built yet.
At a glance
Website
A site the board edits itself
8Residents
The portal every household signs in to
12Money
Dues to a reconciled bank figure
12Rules and requests
Violations, complaints, notices, records
10The board
Seats, elections, committees, deadlines
13Upkeep
Work orders, assets, vendors, claims
7Community and access
Bookings, forum, fobs, parking
9Reports
Printable or spreadsheet
27Help and safeguards
Manual, roles, audit log, export
12The website
A site the board edits itself
Where a neighbor checks the meeting date, a buyer looks before an offer, and a title company requests a closing letter.
Front page
Next meeting, latest notice and shortcuts. Reorder, hide and reword sections from the console.
About and the board
What dues pay for, who serves, when they meet, and past minutes.
Documents and forms
CC&Rs, bylaws, budgets and forms, each marked public, residents-only or board-only.
News and events
Meeting write-ups and project news, emailed to residents who asked for news.
Contact and pay
One form to reach the board. Anyone can pay toward a home, with or without an account.
Closing letters
A title company requests and pays for a status letter; the board issues it from the console.
Lost pets
A public page, so an alert can be shared beyond the neighborhood.
Your address, logo and color
Start at yourname.hoainabox.com. Point your own domain whenever you're ready.
For residents
What they'd otherwise email the board about
One sign-in per person. Owners and renters each see what applies to them, and answers come back to the person who asked.
At a glance
Four tiles: balance, open requests, next booking, lost pets. Anything I need to do?
What the home owes
Each charge and due date, and what each payment cleared. The same record the treasurer sees.
Pay by card or bank
Stripe Checkout, so card details never reach us. Bank transfer costs the association far less.
Official notices
Every letter sent to the household, numbered, with a PDF and a reply thread.
One form for requests
A repair, a complaint, an exterior change or a question. Up to 8 photos or PDFs.
Hear back
The decision is posted to that request's thread and emailed to the resident.
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Inspect the records
Ask to see the association's records, and watch the response deadline count down.
Board elections
Owners see whose seat is up, stand for election, give a proxy, and cast one ballot per lot.
My committees
Committee members see what they may decide, what's waiting, and past decisions. No console needed.
Access and vehicles
The household's remotes, codes and fobs, registered cars, guest passes and parking notices.
Neighbor directory
Opt-in only. Each household decides whether to share a phone number or email.
Owners and renters
Renters get the community side. Balances, receipts and ballots stay with the owner.
Money
From the dues rate to a reconciled bank figure
Everything owed lives in one list (dues, fines, booking fees, fob deposits), payable in the portal and visible in delinquency reports.
Dues
Flat, by percentage interest, or by home type. Preview what a period raises before billing. Works for condos.
Special assessments
Proposed, approved, then billed to every home in one step. Never billed twice.
One list of what's owed
Fines, booking fees, deposits and dues together. A payment clears the charges it was for.
Record checks and cash
Applied to the oldest open item. Card payments arrive on their own.
Payment plans
Residents request 2 to 12 installments. The board approves or declines, with a note they see.
Late fees Starts off
Charged each morning after the grace period, once per item, never during an active plan.
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Budget and expenses
Each line against actual spend. Bills are approved, then marked paid.
Reserve funds
Targets, study dates, and a set share of every payment designated to the fund automatically.
Bank reconciliation Starts off
Import the statement, explain every line, sign off the month. It won't close unless it adds up.
Collections and lien readiness
Who owes, and which preconditions are unproven before the board could act. The long version.
Suspend privileges Starts off
Past your threshold, amenity bookings and voting pause. A warning comes first by default. Nothing else is withheld.
Vendor payments for 1099s
What each vendor was paid this year, with their tax ID. It prepares figures and files nothing.
Rules and requests
What was raised, what was decided, who was told
Fair enforcement means doing the same thing every time and showing you did. The letter sets the status; the reason is written down.
Violations and their letters
A courtesy notice marks it warned. A fine notice charges the fine once. Status can't be set by hand.
Complaints
Act without every director learning who filed. A founded complaint becomes a linked violation.
Architectural requests
Approve with conditions or refuse with a reason. The owner sees exactly what you wrote.
Letter templates
Standard wording approved once, filled from the record. No blank page at 9 p.m.
Official notices
Numbered, filed as PDFs, with how each was delivered: portal, email or mail.
Notices by mail Starts off
Certified or standard mail sent from the console, priced per letter before you send.
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Records inspection requests
What was asked, the deadline, and what was produced or withheld and why. Copying fees become charges.
Reasonable accommodations
The board decides. The medical basis is visible to officers only, and the clock is visible.
Legal matters Starts off
Lawsuits, claims and counsel's advice, with costs. A matter can be restricted to one office.
Messages
One inbox for every request, complaint and notice. Log calls and letters too. Nothing can be deleted.
Running the board
The record outlives the volunteers
Who holds each seat and until when, what a committee may decide, which filing is due. New directors inherit all of it.
Dashboard
"Needs attention" lists everything residents and outsiders are waiting on, each linked to the work.
Board elections Starts off
A frozen roll, nominations, proxies, a sign-in desk, quorum calculated for you, one vote per lot, and a certified result.
Seats and terms
Seats as your bylaws describe them, so "whose seat is up?" is answered by the record.
Ballots
Residents vote from the portal between dates the board sets. Results are recorded.
Committees Starts off
Charters, members, and exact authority: up to how much, how many must agree, whether the board ratifies.
Conflicts of interest
An annual declaration per director, "nothing to declare" included. Recusals recorded against the vote.
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Board obligations calendar
Filings, renewals, studies and meeting notices, rolled forward yearly and reminded by position.
Meetings
Scheduling a meeting posts it and emails residents, which is your notice. Minutes go in the library.
Documents by access level
Public, residents-only or board-only, enforced by the database.
Properties and people
Every lot, its owner of record, who lives there, and each login's seat.
A sale in one step
Mark it sold. The seller's access, remotes and committee seats end, and the buyer goes on file.
Who gets notified
Route each request type to a position, so the next treasurer inherits the mail.
Announcements
Post once to the site and the portal. It's emailed to residents who opted in.
Upkeep and operations
The gutters in October, the backflow test in April
Jobs someone reported, jobs nobody has reported yet, what the association owns, who it pays, and the claim after the storm.
Work orders
At a home or in the common area: who's doing it, when, and what it cost.
Preventive maintenance
Backflow test, pool permit, gutters: schedules raise the work order before it's due.
Residents report a job
Raised from the portal, then followed through scheduled, assigned and done.
Assets
What the association owns, where it's kept, and its maintenance log and running cost.
Vendors
License, insurance and contract dates, with a weekly reminder once one lapses.
Insurance policies
Property, liability, and directors and officers cover, with deductible, premium and expiration.
Insurance claims
Date of loss to payout: the adjuster, the deductible under the policy then in force, expenses, and which fund paid.
Community and access
Bookings, fobs, and the car on the grass
The everyday side of living somewhere. It doesn't control a gate; it's the record of who holds which remote and who authorized a tow.
Amenity bookings
Hours, notice, capacity and approval rules are enforced. Closing for repairs cancels bookings and tells households why.
Booking fees and deposits
Approving a booking posts its fee and deposit to the household's account.
Community forum
Board-set categories, "Ask the board", pinned and locked topics, and board posts labeled as such.
Pets and lost-pet alerts
One alert goes to every resident's portal and, if chosen, a public page.
Yard of the Month
Residents can recommend a home, one vote per household. The board still makes the award.
Credentials Starts off
Every remote, code, fob and permit: who holds it, when it expires, revoked when their seat ends.
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Vehicles
Cars registered to each home, so a reported plate can be checked before anyone acts.
Guest passes
Numbered passes within caps the board sets. Residents can issue their own, if allowed.
Tow log
Sightings, warnings and tows with photos. Your warning period and authorizer are enforced.
It connects
Do it once. The next record already knows.
With separate tools, someone copies each step into the next. Here each step runs once and leaves a record.
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AmenitiesApprove a clubhouse booking
then The household's accountIts fee and deposit are posted
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Official noticesSend the fine notice
then Violation and ledgerThe violation is marked "fine issued" and the fine is charged once
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ComplaintsA complaint proves founded
then ComplianceIt becomes a linked violation. The complainant is told, but not which home.
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Work ordersClose a scheduled maintenance job
then BudgetIts cost is booked to the budget line the schedule named
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AccessIssue a pool fob, and later take it back
then The household's accountThe deposit is charged, then credited on return
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PropertiesRecord a home sale
then People and accessThe seller's seats, remotes and committee places end, and the buyer goes on file
- A certified election puts the winners on the public Board page
- A records copying fee becomes a payable charge
- A tow's cost is booked as an expense
Reports
27 reports, printed or downloaded as a spreadsheet
Figures come live from the records. Pick a year or a property. Reports for switched-off features aren't listed.
Financial 13
- Delinquency
- Assessment collection
- Budget vs actual
- Expense summary by category
- Vendor spending
- Vendor payments for 1099s
- Reserve fund status
- Liens
- Statement of income and expenses
- Annual financial package
- Asset register
- Asset maintenance and spend
- Cash position
Property 5
- Property directory
- Occupancy status
- Individual property
- Move history
- Work order log
Compliance 4
- Violations
- Architectural requests
- Compliance
- Insurance policy status
Governance 5
- Board member directory
- Voting results
- Communication log
- Award history
- Award standings
Help built in
Written for people who've never done this
Nobody joins a board knowing what a records request is. The explanation sits on the screen where the question comes up.
The manual
More than a hundred pages, one per screen, with worked examples by role. Searchable, and filterable by role.
A question mark on every screen
Beside each page title. It opens that screen's entry.
A first-time tour
One for the console, one for the portal. It skips features you've switched off.
Eight starter guides
Setting up, first month on the board, who can do what, treasurer's month end, fair enforcement, moving in and out, first sign-in, owners and renters.
A screen hides a button. The database refuses.
Your own database
Your records aren't rows in a table shared with other associations. Why that matters.
Records that stay put
Money and notices aren't edited afterwards. A correcting entry fixes mistakes, and the original stays visible.
Roles and named permissions
Give someone the finances without the whole console.
Audit log
Who changed what, and what it was before: money, settings, console access.
Suggested starting values
Deadlines can start from a labeled common value. Your number wins, and your documents govern.
Email and push
Notices, replies and announcements go out the way each person chose.
Works on a phone
Site, portal and console. The console's sections tuck behind one button.
Exportable
It's the association's record. Ask, and you get all of it.
Switch off what you don't use
A 40-home HOA doesn't need a tow log
The President turns features on or off. Off means gone from site, portal and console, and the database refuses new records.
On to start Starts off Follows the switch above it
Money
- Pay online
- Pay by bank transfer
- Late fees
- Suspend privileges in arrears
- Bank reconciliation
Rules and requests
- Records inspection requests
- Reasonable accommodation requests
- Legal matters
- Closing-letter requests
- Mail notices by post
Running the board
- Voting
- Board elections
- Committees
- Conflict-of-interest declarations
- Board obligations calendar
Upkeep
- Work orders
- Preventive maintenance
- Residents report maintenance
- Assets
- Insurance claims
Community and access
- Amenity reservations
- Amenity fees and deposits
- Access and parking
- Guest passes
- Tow log
- Awards
- Residents vote on awards
- Pets and lost-pet alerts
- Community forum
Signing in
- Self-service sign-up
When this is off, a new resident's sign-up becomes an account request, and it goes nowhere until the board approves which home they belong to.
Child switches follow their parent. Turn Access and parking back on and guest passes return as you left them.
Easier to click through than read about
The demo has money owed, a complaint, a booking and a missing spaniel. Sign in as a homeowner, then the president.