United States | Software
HOA Management Software for a Small Association
A self-managed HOA has the same legal duties as one with a management company. Software can keep track of them if it follows your state's rules. Below is what Florida and Texas law, and the IRS, make an association track. Test any product against it.
The short answer
- HOA management software keeps an association's money, owner accounts, notices, meetings, records and resale paperwork in one place.
- For a self-managed board, the test is whether it follows your state's deadlines: meeting notices, records requests, the yearly budget and financial report, and the certificate a buyer needs.
- State rules differ for HOAs and condos, and between states, so software set up for one state can give wrong dates in another.
- StraPlex is an app we are building for small associations that run themselves, with each state's rules set in. Join the waitlist below.
What the law makes an HOA track
Each item says what the software should do and the rule behind it.
Owner accounts and assessments
Bill each home its share from the budget, record payments, and apply them in the order the law sets.
FL: assessments in each member's proportional share (s. 720.308); payments go to interest, then late fees, then costs, then the assessment. TX HOA: delinquent assessments are paid off first (209.0063). FL condo: billed at least quarterly.
Late fees and interest
Charge only what the documents and the statute allow.
FL: 18% simple a year if the documents name no rate; late fee no more than $25 or 5%, whichever is greater. TX condo: a lawful rate the association sets.
Collection notices
Send each notice by the method and with the waiting period the law requires before the next step.
FL HOA: 30-day notice before attorney fees, 45 days before a lien, 45 more before foreclosure. TX HOA: 45 days to cure before agency fees; two notices and 90 days before a lien; payment plans above 14 lots.
Budget and reserves
Hold the yearly budget and reserve accounts, and print any warning the law requires.
FL condo: reserves required, budget adopted at least 14 days before the fiscal year. FL HOA without reserves: a printed warning on the financial report. TX: reserves stated on the resale certificate.
Financial report
Produce the yearly report at the level the association's revenue requires.
FL: within 90 days of year end for HOAs, 180 days for condos; under $150,000 of revenue, a report of cash receipts and spending; compiled, reviewed or audited statements above that.
Meeting notices
Work out each notice date and send it the way the statute allows.
FL HOA: 14 days for member meetings; board notice posted 48 hours or mailed 7 days before; 14 days for special assessments. TX HOA: board notice mailed 10 to 60 days before, or posted and emailed 144 hours (72 for special meetings).
Votes and elections
Offer the voting methods the law requires and keep the ballots.
TX HOA: absentee ballot, proxy or electronic ballot (from September 1, 2025). FL condo: board elected by written ballot or voting machine, first notice 60 days before. FL HOA: ballots kept 1 year.
Records requests
Log each request and the deadline, and keep records for the required period.
FL HOA: 10 business days; most records 7 years. TX HOA: 10 business days, or a date by the 15th; retention schedule above 14 lots.
Website or app posting
Post the documents the law lists, once the association reaches the size threshold.
FL: HOAs of 100 or more parcels; condos of 25 or more units. TX: HOAs of 60 or more lots and condos of 60 or more units, or any that use a management company.
Resale paperwork
Produce the estoppel or resale certificate from the association's own data, on time, within the fee cap.
FL: estoppel certificate within 10 business days, fee caps in s. 720.30851. TX: resale certificate within 10 business days, $375 cap, $75 update.
Tax filing
Remind the board of the Form 1120-H election and its due date.
IRS: generally the 15th day of the 4th month after the tax year ends.
Florida: 2026 Florida Statutes, Chapters 720 and 718. Texas: Property Code Chapters 82, 207 and 209, with the amendments effective September 1, 2025. IRS: Instructions for Form 1120-H (2025).
Questions to ask any software company
- Does it know whether we are an HOA or a condominium under our state's law?
- Does it work out notice dates and collection waiting periods for our state?
- Does it apply payments in the order our state requires?
- Can it produce our state's estoppel or resale certificate from our own data?
- Does it offer the voting methods our state requires?
- Can we download every record if we leave?
As one example of software sold to small self-managed boards: PayHOA's own pricing page, read on October 31, 2026, describes "All-in-one HOA software for self-managed associations and management companies" and lists $49 a month billed yearly, or $54 billed monthly, for 1 to 25 units. Those are the company's own figures. We do not rank or review products.
What StraPlex is building
StraPlex is an app for small associations that run themselves, starting with buildings of 2 to 6 homes. The plan is to hold the budget, reserves and assessments, work out each notice date and collection waiting period, run votes the way your state requires, keep records for the right period, and produce the resale paperwork. The rules for each state come from its own statutes, as on this page.
The app is not open yet. People on the waitlist get access first.
Common questions
What is HOA management software? +
Software that keeps an HOA or condo association's finances, owner accounts, assessments, notices, meetings, records and documents. Some products are sold to management companies; some are also sold to self-managed boards.
Does a self-managed HOA need software? +
No law requires it. A small association can keep its records and calendar on paper or in spreadsheets. What the law requires is the duties: notices, records within 10 business days in Florida and Texas, the budget and financial report, and the resale paperwork.
What should HOA software do for a small association? +
Bill assessments by each home's share, apply payments in the legal order, send collection notices with the right waiting periods, hold the budget and reserves, produce the financial report, work out meeting notice dates, keep ballots and records for the right period, and produce the resale or estoppel certificate. The checklist on this page lists each item with the Florida and Texas rule.
How much does HOA software cost? +
Each company sets its own prices. As one example, PayHOA's pricing page, read on October 31, 2026, describes "All-in-one HOA software for self-managed associations and management companies" and lists $49 a month billed yearly, or $54 billed monthly, for 1 to 25 units. Read each product's current pricing before you choose.
Is there free HOA software? +
Check each product's own pricing page, because plans and prices change. A spreadsheet and a shared calendar also work for a small association, as long as every legal deadline is on it.
What is HOA accounting software? +
The part of HOA software that keeps the association's books: owner accounts, assessments, payments, reserves and the yearly financial report. In Florida the report's level depends on revenue: a report of cash receipts and spending under $150,000, then compiled, reviewed or audited statements.
Can HOA software do online voting? +
Check that any product's voting matches your state: from September 1, 2025, Texas HOAs must let owners vote by absentee ballot, proxy or electronic ballot, and Texas condo voting may be conducted electronically (S.B. 2629). Florida condo boards are elected by written ballot or voting machine.
Can HOA software replace a management company? +
It can hold the records and remind the board of dates, but the duties stay with the association and its board. In Florida, anyone paid to manage an association of more than 10 units or with a budget over $100,000 needs a manager's license, and that rule is about the people doing the work.
Who owns the association's records in the software? +
The association. The retention rules apply whatever system holds the records, for example at least 7 years for most Florida HOA records. Before you sign up, ask how you can download everything if you leave.
What is StraPlex? +
StraPlex is an app VanPlex is building for small associations that run themselves. It is planned to keep the budget and reserves, assessments, meeting notices, votes, records and resale paperwork, set to the rules of each state. It is not open yet; join the waitlist to get access first.
Read next
Official Sources
StraPlex waitlist
Let StraPlex run your HOA
StraPlex is an app that does the work of running a small HOA. Its AI writes the notices, minutes and budgets, and the app tracks every deadline in your state's HOA and condo law, splits the fees and answers owners' questions. You approve, and it sends. Join the waitlist and get it first.