Features
Everything a self-managed board does, in one place
Every plan includes every feature. You can switch off anything you don't use, and nothing is deleted when you do. This page lists only what is built today.
At a glance
Website
A public site your board updates itself
8Residents
The portal every household signs in to
12Money
Dues, payments and bank reconciliation
12Rules and requests
Violations, complaints and official notices
10The board
Seats, elections, committees and deadlines
13Upkeep
Work orders, assets, vendors and claims
7Community and access
Bookings, forum, fobs and parking
9Reports
Print them or download a spreadsheet
27Help and safeguards
Manual, roles, audit log and export
12The website
A public website your board updates itself
It is where neighbors check the next meeting date, buyers look before making an offer and title companies request a closing letter.
Front page
Shows the next meeting, the latest notice and quick links. The board can reorder, hide or reword any section.
About and the board
Explains what dues pay for, who serves on the board, when it meets and where to find past minutes.
Documents and forms
Post CC&Rs, bylaws, budgets and forms, and mark each one public, residents-only or board-only.
News and events
Post meeting summaries and project updates, and email them to residents who signed up for news.
Contact and pay
A single contact form reaches the board. Anyone can make a payment toward a home, with or without an account.
Closing letters
A title company requests and pays for a status letter online, and the board issues it from the board console.
Lost pets
Alerts can appear on a public page, so neighbors can share them beyond the community.
Your address, logo and color
Start at yourname.hoainabox.com, and move to your own domain name whenever you're ready.
For residents
Residents find answers without emailing the board
Each person has their own sign-in. Owners and renters see what applies to them, and the board's replies go to the person who asked.
At a glance
The home screen shows the balance, open requests, the next booking and any lost pets.
What the home owes
Residents see every charge and due date, and which charges each payment covered. It is the same account the treasurer sees.
Pay by card or bank
Payments go through Stripe Checkout, so card details never reach us. Bank transfer costs the association far less in fees.
Official notices
Every letter sent to the household appears here, with its number, a PDF copy and a place to reply.
One form for requests
Report a repair, file a complaint, request an exterior change or ask a question, with up to 8 photos or PDFs.
Hear back
The board's decision is posted on the request and emailed to the resident.
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Inspect the records
Owners can ask to inspect the association's records and see how long the board has left to respond.
Board elections
Owners see which seats are up, can run for one or give a proxy, and cast one ballot per lot.
My committees
Committee members see what they may decide, what is waiting on them and past decisions, without the board console.
Access and vehicles
Residents see the household's gate remotes, codes and fobs, registered cars, guest passes and parking notices.
Neighbor directory
Listing is optional. Each household chooses whether to share a phone number or email address.
Owners and renters
Renters see the community features. Balances, receipts and ballots stay with the owner.
Money
From setting dues to reconciling the bank statement
Dues, fines, booking fees and fob deposits all go on one list for each home. Owners pay from the portal, and anything overdue appears in the delinquency reports.
Dues
Charge a flat amount, by percentage interest or by home type, which suits condos. Preview what a billing period will raise first.
Special assessments
Propose and approve a special assessment, then bill every home in one step. No home is ever billed twice.
One list of what's owed
Fines, booking fees, deposits and dues sit together, and each payment clears the charges it was meant for.
Record checks and cash
Checks and cash you record go to the oldest open charge first. Online payments are recorded automatically.
Payment plans
Residents can ask to pay in 2 to 12 installments. The board approves or declines, with a note the resident sees.
Late fees Starts off
A late fee is added automatically once the grace period ends, only once per charge and never while a payment plan is active.
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Budget and expenses
Compare each budget line with actual spending. Bills are approved first, then marked paid.
Reserve funds
Set targets and track reserve study dates. A fixed share of every payment goes to the reserve automatically.
Bank reconciliation Starts off
Import the bank statement, match or explain every line, and sign off the month. It won't close until the numbers agree.
Collections and lien readiness
See who owes and, with the lien readiness check, which required records are still missing before the board can place a lien. Read more.
Suspend privileges Starts off
When an owner's balance passes your limit, amenity bookings and voting are paused. A written warning comes first by default, and nothing else is withheld.
Vendor payments for 1099s
See what the association paid each vendor this year, with each vendor's tax ID. It prepares the figures but doesn't file anything.
Rules and requests
A clear record of every complaint, decision and notice
Fair enforcement means handling every case the same way and being able to show that you did. Each letter you send updates the case, and the reason is always written down.
Violations and their letters
Sending a courtesy notice marks the violation as warned. Sending a fine notice charges the fine once. Nobody changes the status by hand.
Complaints
The board can act without every director learning who complained. A complaint that checks out becomes a linked violation.
Architectural requests
Approve a request with conditions or deny it with a reason. The owner sees exactly what you wrote.
Letter templates
The board approves standard wording once, and each letter fills in the case details. Nobody starts from a blank page.
Official notices
Each notice is numbered and saved as a PDF, along with how it was delivered: portal, email or mail.
Notices by mail Starts off
Send a notice by certified or standard mail from the board console. You see the price per letter before you send.
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Records inspection requests
Track what was asked for, the deadline, and what was provided or withheld and why. Copying fees become charges.
Reasonable accommodations
The board decides each request, with the response deadline in view. Only officers can see the supporting documents.
Legal matters Starts off
Track lawsuits, claims and your attorney's advice, with what each costs. A matter can be limited to one board office.
Messages
One inbox for every request, complaint and notice. You can log phone calls and letters too, and nothing can be deleted.
Running the board
Board records that stay when volunteers leave
The system tracks who holds each seat and until when, what each committee may decide, and which filings are due. New directors inherit all of it.
Dashboard
A "Needs attention" list shows everything residents and outside parties are waiting on, with a link to each item.
Board elections Starts off
Includes a voter list fixed on the record date, nominations, proxies, a sign-in desk, automatic quorum, one vote per lot and a certified result.
Seats and terms
Set up seats the way your bylaws describe them, so anyone can see whose seat is up and when.
Ballots
Residents vote from the portal between dates the board sets, and the results are saved.
Committees Starts off
Record each committee's charter, members and authority, including its spending limit, how many members must agree and whether the board must ratify its decisions.
Conflicts of interest
Each director files a yearly declaration, even when there is nothing to declare. Recusals are recorded with the vote.
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Board obligations calendar
Filings, renewals, studies and meeting notices repeat each year, and reminders go to whoever holds the position.
Meetings
Scheduling a meeting posts it and emails residents, which serves as your notice. Minutes go in the document library.
Documents by access level
Each document is public, residents-only or board-only, and the database enforces it.
Properties and people
Track every lot, its owner of record, who lives there and which household each login belongs to.
A sale in one step
Mark a home as sold. The seller's access, remotes and committee seats end, and the buyer is added to the records.
Who gets notified
Send each type of request to a board position, so the next treasurer receives the right messages from day one.
Announcements
Post once and it appears on the site and in the portal. Residents who opted in also get it by email.
Upkeep and operations
Repairs and seasonal maintenance, tracked in one place
Track the repairs residents report, the routine maintenance nobody reports, what the association owns, the vendors it pays and the insurance claim after a storm.
Work orders
Track jobs at a home or in the common area, including who is doing the work, when, and what it cost.
Preventive maintenance
Schedule recurring jobs like the backflow test, pool permit or gutters, and the work order is created before each is due.
Residents report a job
Residents report a problem from the portal and can follow it as it is scheduled, assigned and completed.
Assets
Record what the association owns and where it's kept, with a maintenance log and running cost for each item.
Vendors
Track license, insurance and contract dates. You get a weekly reminder once any of them lapses.
Insurance policies
Track property, liability, and directors and officers coverage, with the deductible, premium and expiration date.
Insurance claims
Follow a claim from the date of loss to the payout, including the adjuster, the deductible under the policy at the time, expenses and which fund paid.
Community and access
Amenity bookings, access fobs and parking
These features cover the everyday side of community life. They don't operate your gate, but they record who holds each remote and who authorized each tow.
Amenity bookings
Your rules for hours, advance notice, capacity and approval are applied automatically. Closing an amenity for repairs cancels its bookings and tells households why.
Booking fees and deposits
When the board approves a booking, its fee and deposit are added to the household's account.
Community forum
The board chooses the categories. The forum has an "Ask the board" section, pinned and locked topics, and clearly labeled board posts.
Pets and lost-pet alerts
A lost-pet alert goes to residents who have chosen to receive these alerts and, if you choose, to a public page.
Yard of the Month
Residents can recommend a home, one vote per household. The board still decides the award.
Credentials Starts off
Track every remote, code, fob and permit, with who holds it and when it expires. Access is revoked when the holder moves out.
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Vehicles
Cars are registered to each home, so a reported license plate can be checked before anyone acts.
Guest passes
Passes are numbered and limited by rules the board sets. Residents can issue their own if the board allows it.
Tow log
Record sightings, warnings and tows with photos. Your warning period and who may approve a tow are enforced.
How it connects
Do each task once, and the related records update
With separate tools, someone has to copy each step into the next one. Here, each action happens once and updates everything it affects.
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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 accountThe violation is marked "fine issued" and the fine is charged once
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ComplaintsThe board confirms a complaint
then ComplianceIt becomes a linked violation. The resident who complained is told the board acted, without the case details.
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Work ordersClose a scheduled maintenance job
then BudgetIts cost is recorded against the budget line set on the schedule
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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 result puts the winners on the public Board page
- A records copying fee becomes a charge the owner can pay online
- A tow's cost is recorded as an expense
Reports
27 reports, printed or downloaded as a spreadsheet
Every report is built from your current records. Choose a year or a property. Reports for features you've switched off are hidden.
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
Help written for first-time board members
Nobody joins a board knowing what a records request is. The explanation appears on the screen where the question comes up.
The manual
More than a hundred pages, one for each screen, with worked examples. You can search it or filter it by role.
A question mark on every screen
It sits beside each page title and opens the manual entry for that screen.
A first-time tour
One tour for the board console and one for the resident portal. Both skip features you've switched off.
Eight starter guides
Short guides on setup, your first month on the board, who can do what, the treasurer's month end, fair enforcement, moving in and out, a first sign-in, and owners and renters.
Safeguards enforced by the database itself
Your own database
Your association gets its own database instead of sharing tables with other associations. Why that matters.
Corrections keep the original
Payments and notices are not overwritten. A correcting entry fixes a mistake, and the original stays on file.
Roles and permissions
Give a volunteer access to the finances without opening the whole board console.
Audit log
A record of who changed what and what it was before, covering money, settings and console access.
Suggested starting values
Deadlines can start from a common, clearly labeled value. You can change any number, and your governing documents take priority.
Email and push notifications
Notices, replies and announcements reach each person by email or push notification, as they prefer.
Works on a phone
The website, portal and board console all work on a phone. The console's menu folds behind one button.
Exportable
Your records belong to the association. Ask, and you get a copy of all of it.
Switch off what you don't use
A 40-home HOA doesn't need a tow log
The president decides which features are on. A feature that is off disappears from the website, portal and board console, and no new records can be added to it.
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. It stays on hold until the board confirms which home they belong to.
An indented switch follows the one above it. Turn Access and parking back on, and guest passes come back just as you left them.
The quickest way to see it is to try it
The demo community has an unpaid balance, a complaint, a booking and a missing spaniel. Sign in as a homeowner, then as the president.