HOA & community management — Automation for HOA management companies
Homeowners call about dues and gate access, ARC requests arrive on paper, and violation letters are typed one at a time. These are the parts software can take over, with community managers and boards still deciding on violations, fines, approvals and anything unusual in a community. 39 automations fit, each with an example and workflow written for HOA & community management.
What HOA & community management automate
Showing 39 use cases for HOA & community management
- Calls & leadsPlanned for a clientAI receptionistAn AI assistant answers homeowner calls about dues, gate access and violations, and routes common-area emergencies.HOA & community managementHow it works
- Calls & leadsPlanned for a clientMissed-call text-backMissed homeowner calls get an automated text that asks the community and question, then routes it to the manager.HOA & community managementHow it works
- Calls & leadsBuilt for a clientInstant lead responseReplies to boards looking for a new management company right away and asks community size, type and current setup.HOA & community managementHow it works
- Calls & leadsBuilt for a clientLead qualification & routingBoard inquiries are sorted by community type, size and location, then sent to the right regional or condo lead.HOA & community managementHow it works
- Calls & leadsLead nurture sequencesBoards that aren't ready to switch managers get useful notes until their contract window opens.HOA & community managementHow it works
- Calls & leadsIn build for a clientWebsite chat assistantCommunity site chat answers questions on dues, rules, pool hours and ARC requests from the governing documents.HOA & community managementHow it works
- Calls & leadsPlanned for a clientQuote follow-upManagement proposals sent to boards get timed follow-ups before the board meeting, and replies reach the sales lead.HOA & community managementHow it works
- Calls & leadsBuilt for a clientQuote & proposal builderDrafts a management proposal from the community's size, amenities and services, priced from the firm's fee rules.HOA & community managementHow it works
- SchedulingBuilt for a clientOnline self-bookingHomeowners book the clubhouse, courts and pavilion online from the live amenity calendar and the community's rules.HOA & community managementHow it works
- SchedulingWaitlist & cancellation fillOffers open boat slips, RV lot spaces and garden plots to owners on the waitlist in order, and holds the first yes.HOA & community managementHow it works
- SchedulingPlanned for a clientDispatch schedulingTurns common-area requests into vendor work orders, picks the contracted vendor and keeps the board updated.HOA & community managementHow it works
- Intake & documentsBuilt for a clientDigital intake formsReplaces paper architectural requests with an online form that collects plans, photos and neighbor sign-offs.HOA & community managementHow it works
- Intake & documentsClient onboardingRuns the steps from a board signing the management agreement to day one: documents, bank accounts, owner data, vendors.HOA & community managementHow it works
- Intake & documentsDocument collectionCollects lease copies, tenant contacts and vehicle details from owners who rent out their homes, with reminders.HOA & community managementHow it works
- Intake & documentsBuilt for a clientDocument data extractionReads vendor bids for community projects and lays out scope, price and terms side by side for the board.HOA & community managementHow it works
- Intake & documentsBuilt for a clientDocument generationFills violation letters, resale disclosures and approval letters from the community's records and templates.HOA & community managementHow it works
- Intake & documentsDocument classificationSorts incoming mail and email: assessment checks, vendor invoices, ARC forms, legal notices, and routes each one.HOA & community managementHow it works
- Intake & documentsVisit reports from field notesTurns a site walk's photos and notes into a community inspection report with violations and repairs flagged.HOA & community managementHow it works
- Customer communicationCustomer status updatesUpdates homeowners when their architectural request, work order or account request moves to the next stage.HOA & community managementHow it works
- Customer communicationInbox triageSorts the community manager's inbox by community and topic, and flags board requests and urgent issues first.HOA & community managementHow it works
- Customer communicationAI reply draftingDrafts replies to homeowner emails from the governing documents and account records, for the manager to edit and send.HOA & community managementHow it works
- Customer communicationRenewal remindersReminds the firm and each board before management agreements come up for renewal, with a recap ready.HOA & community managementHow it works
- Customer communicationMeeting notes & follow-upsTurns a board meeting recording or notes into draft minutes, action items and a follow-up email for the manager.HOA & community managementHow it works
- Customer communicationSupport ticket triageTags homeowner portal requests by type and urgency, drafts answers from community documents and routes urgent ones.HOA & community managementHow it works
- Billing & paymentsBuilt for a clientInvoicing automationTurns approved owner charges like gate remotes, clubhouse cleanup and fines into draft charges on the owner ledger.HOA & community managementHow it works
- Billing & paymentsPayment remindersSends friendly assessment reminders before the due date and before late fees, and stops when the owner pays.HOA & community managementHow it works
- Billing & paymentsFailed payment recoveryWhen an owner's autopay assessment comes back returned, it asks them to update their bank details before late fees.HOA & community managementHow it works
- Billing & paymentsSupplier invoice processingReads vendor invoices for landscaping, pool and repairs, matches them to contracts and codes them to each association.HOA & community managementHow it works
- Billing & paymentsExpense receipt routingReads receipts from community managers' card purchases and codes each one to the right association and account.HOA & community managementHow it works
- Billing & paymentsBank and payment reconciliationMatches lockbox and online assessment payments to homeowner ledgers and flags what doesn't line up.HOA & community managementHow it works
- Billing & paymentsBooking deposits & no-show feesTakes a refundable clubhouse deposit at booking, shows the rules, and refunds or charges only after the manager checks.HOA & community managementHow it works
- Inventory & operationsBuilt for a clientApproval workflowsRoutes invoices, bids and ARC decisions to the right board members and records each vote.HOA & community managementHow it works
- Inventory & operationsCompliance trackingTracks vendor insurance, pool permits, elevator inspections, reserve studies and filings, and reminds before they lapse.HOA & community managementHow it works
- Inventory & operationsRecurring task coordinationCreates seasonal community tasks like pool opening, irrigation checks and annual meeting notices, and follows up.HOA & community managementHow it works
- Team & HREmployee onboardingGets a new community manager from offer to first site walk: paperwork, software access, portfolio and license.HOA & community managementHow it works
- Team & HRTimesheets & payroll prepSplits onsite staff hours by community so payroll is clean and each association is billed for its share.HOA & community managementHow it works
- Data & reportingBuilt for a clientSystem syncKeeps owner contacts, balances, violations and ARC requests in step between management, portal and violation tools.HOA & community managementHow it works
- Data & reportingAutomated reportingA monthly board report of delinquencies, open violations, ARC requests and work orders, with a short summary.HOA & community managementHow it works
- Data & reportingData cleanup and alertsFinds owner records with old contacts, missing mailing addresses or duplicates after sales, and alerts staff.HOA & community managementHow it works
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