Why Self-Managed HOAs Need Enterprise-Level Tools (Without the Overhead)

For years, self-managed HOAs have relied on hard work, spreadsheets, and sheer determination to keep their communities running. But as communities grow beyond a few hundred homes, complexity multiplies and so does the need for smarter systems.

The good news? You don’t need a large management company or an enterprise budget to achieve enterprise-level efficiency. You just need the right self-managed HOA software technology built to automate everyday tasks, strengthen transparency, and keep operations in your control.

The Modern Reality of Self-Managed HOAs

Self-managed communities today are bigger and more complex than ever. Many now oversee:

  • 1,000+ homes

  • Multiple amenities

  • Dozens of vendors and maintenance schedules

  • Financial reporting for board meetings

  • Resident communications across multiple platforms

Handling this volume manually drains time, accuracy, and patience. As responsibilities grow, so does the risk of error missed invoices, outdated resident records, inconsistent communication, and slow response times.

The result? More hours spent managing chaos and less time improving the community experience.

That’s where enterprise-level HOA management software changes everything.

What Enterprise-Level Tools Look Like Simplified for Self-Managed Teams

Enterprise platforms used to mean expensive, complex systems built for huge management companies. Smartwebs brings that same level of sophistication but with built-in simplicity.

Here’s what that looks like in practice:

  1. All-in-One Operations

    • Accounting, payables, and financial reports all connect seamlessly.

    • No more double entry or toggling between platforms.

    • Data accuracy improves, and time spent reconciling accounts drops dramatically.

  2. Smart Automation

    • Recurring payments, automated reminders, and digital violation tracking.

    • Forms and approvals that route automatically to the right person.

    • Streamlined communication between board, staff, and residents all in one platform.

  3. Built for Growth – Not Complexity

    • Designed to handle large communities without enterprise overhead.

    • Scales with your needs, so you can focus on service, not software management.

  4. Real-Time Transparency

    • Instant visibility into budgets, reports, and task progress.

    • Keeps boards informed, staff accountable, and residents confident in the process.

Innovation with Purpose: Smart Technology, Human Impact

At Smartwebs, our core value — Innovation with Purpose — means building technology that empowers people, not replaces them.

We design tools that simplify workflows and enhance decision-making so boards, managers, and staff can focus on what matters: community engagement and resident satisfaction.

Self-managed doesn’t have to mean small. It means self-sufficient. And with purpose-driven innovation, your team can operate like a large firm without losing the personal touch that makes self-managed HOAs unique.

The Real Cost of Staying Manual

Let’s be honest,  spreadsheets don’t scale.

Manual management comes with hidden costs:

  • Time lost to double entry and reconciliation

  • Risk of human error in accounting

  • Inefficient communication between staff and residents

  • Missed maintenance requests or violations tracking

The shift to digital automation isn’t just about convenience – it’s about long-term savings. With integrated tools, most self-managed HOAs save dozens of administrative hours per month and dramatically reduce reporting delays.

Connected, Compliant, and Community-Focused

A true community management platform doesn’t stop at automation. It strengthens trust.

Smartwebs’ cloud-based solution helps communities:

  • Maintain compliance with consistent processes and accurate documentation

  • Simplify vendor and payable workflows for transparent financial oversight

  • Create professional reports for every board meeting in seconds

  • Engage residents through streamlined communication tools

This transparency builds credibility and confidence among homeowners and board members alike; two ingredients that strengthen every successful HOA.

The Smartwebs Difference

Smartwebs was built for self-managed HOAs who expect more from their software and from their support.

Our team understands that technology should simplify operations, not complicate them. That’s why our platform delivers:

  • Ease of use: Designed for boards and staff, not IT specialists

  • Unified automation: Accounting, communication, violations, and maintenance under one login

  • Responsive support: Real people, real answers, when you need them most

With Smartwebs, your community runs smarter and your team gains back valuable hours to focus on what truly matters: improving community life.

The Bottom Line

Self-managed doesn’t mean going it alone. It means having the freedom to manage your community your way with enterprise-level tools that keep you efficient, informed, and in control.

At Smartwebs, we’re redefining what’s possible for self-managed HOAs by delivering Innovation with Purpose technology that works hard, so your team doesn’t have to.

 Explore the Smatwebs Platform

And see how simple self-management can be.

Why Self-Managed HOAs Are Turning to Smartwebs

Running a self-managed HOA takes heart, patience, and an incredible amount of organization. For years, volunteer boards have balanced budgets, tracked violations, and handled homeowner requests with spreadsheets and sticky notes. But times are changing.
Across the country, self-managed communities are turning to Smartwebs to simplify operations and regain peace of mind. Why? Because our platform, and our people, are built around the same core values that define great communities: Empowerment, Innovation, and Integrity.

Empowerment – Giving Boards Confidence and Control

At Smartwebs, we believe that self-managed doesn’t mean alone. Our software gives board members the confidence to run their community like seasoned professionals.
Automation takes care of repetitive tasks such as assessments, violations, and maintenance tracking so boards can focus on decision-making instead of data entry. Real-time dashboards offer instant visibility into finances and open tasks, putting control back where it belongs: in your hands.

This is what empowerment looks like clarity, confidence, and freedom to lead.

Innovation – Simplifying the Complex

Technology should make life easier, not harder. That’s why Smartwebs continuously evolves to meet the needs of today’s self-managed communities.
Our all-in-one platform unites accounting, communication, and operations in one place; accessible anytime, anywhere. Whether you’re approving architectural requests, sending community notices, or reconciling budgets, everything works together seamlessly.

That’s innovation with purpose – transforming complexity into clarity and helping communities operate with the efficiency once reserved for large management firms.

Integrity – Building Trust Through Transparency

Trust is the foundation of every successful community. Smartwebs helps protect that trust by making transparency effortless.
Homeowners can log into their portal, view balances, track maintenance updates, and communicate directly with the board. Every record, payment, and note is stored securely – no hidden data, no lost paper trails.

When information is clear, accountability follows. That’s how Smartwebs helps boards lead with integrity, every day.

Affordable Automation That Scales With You

Growth shouldn’t mean growing pains. Smartwebs scales with your community, whether you manage fifty homes or five hundred. Start with the tools you need now and expand as your responsibilities grow, without the cost or complexity of switching systems.

Innovation doesn’t have to come with a premium price tag; it just needs to come from a partner who understands your goals.

Real Support From Real People

Empowerment also means having help when you need it. The Smartwebs support team is made up of experts who know the HOA world inside and out. We’re responsive, resourceful, and ready to help your board succeed. Because technology is only as powerful as the people who stand behind it.

Conclusion

Self-managed communities are proving that professional-grade results don’t require professional management—just the right technology and the right partner.
With Smartwebs, you’re not just adopting software—you’re embracing a platform built on Empowerment, Innovation, and Integrity.

That’s the Smartwebs way: simplifying HOA management so every community can thrive.


👉 Book a Demo Today

See how Smartwebs helps self-managed HOAs lead with confidence.

The 10 Best HOA Accounting Software Solutions (and Why Smartwebs Is the Smarter Choice)

Best HOA Accounting Software

If your HOA still depends on spreadsheets or manual bookkeeping, you’re losing valuable hours each month. Modern HOA accounting software automates repetitive tasks, improves accuracy, and provides real-time financial visibility, so your board, managers, and homeowners all stay aligned.

Below, we break down what to look for in HOA accounting software, the essential features that matter most, and how Smartwebs compares to other industry options.

What Is HOA Accounting Software?

HOA accounting software helps community associations manage financial operations with accuracy and efficiency. From automated assessments and payables to reconciliations and financial reporting, this software keeps your books balanced and your operations transparent.

While many systems focus solely on accounting, the best HOA accounting solution, like Smartwebs, extend far beyond basic ledgers. They integrate accounting with management tools for work orders, violations, architectural requests, and communications, all within one cloud-based platform.

Why Your Association Needs HOA Accounting Software

Managing an HOA involves countless moving parts; budgets, payments, reports, and resident communications. Doing all that manually leaves too much room for error.

With the right HOA accounting software, you can:

  • Automate assessments and late fees for faster, error-free billing

  • Simplify payables and streamline vendor payments

  • Generate board-ready reports in seconds, not hours

  • Access real-time financial data from anywhere

  • Ensure compliance and transparency with accurate audit trails

  • Enhance homeowner trust through modern, mobile-friendly tools

Cloud-based HOA platforms like Smartwebs make management seamless, whether you oversee 100 homes or 10,000.

The Smartwebs Advantage

Smartwebs is more than accounting software – it’s an all-in-one HOA management solution built to simplify every aspect of community operations.

Why thousands of communities choose Smartwebs:

  • Automated Receivables & Payables – Reduce errors and speed up collections.

  • Advanced Financial Reporting – Real-time dashboards and customizable statements.

  • Mobile-Ready for Managers & Boards – Manage finances and requests on the go.

  • Bank-Grade Integrations – Stronger, faster, and more secure connections with major financial institutions.

  • Architectural, Violation, and Work Order Management – Keep everything in one place—no more switching between systems.

  • Transparent Pricing – Starts at just $0.40 per door, making it scalable for any size association.

Experience it firsthand:
Schedule a free Smartwebs demo and see how we streamline accounting, reporting, and community management from one intuitive dashboard.

Other HOA Accounting Software Options (and How They Compare)

While Smartwebs leads the way in HOA-specific innovation, here’s how other solutions stack up in the market:

  • AppFolio: Great for property management, but not purpose-built for HOAs. Costs start higher and include features most associations won’t use.

  • Buildium: Strong on rental property tools but lacks HOA-centric modules like violations and ARC workflows.

  • CINC Systems: Offers solid accounting tools, though setup and training can be complex for smaller teams.

  • FrontSteps: Primarily a website and portal builder with limited accounting depth.

  • PayHOA: Simple and affordable for small, self-managed associations, but scalability is limited.

  • MoneyMinder & QuickBooks: Useful for basic bookkeeping, but not tailored to HOA workflows or board approvals.

Each has merits, but Smartwebs stands apart for combining accounting accuracy, communication tools, and homeowner transparency in one seamless experience.

Key Features to Look For

When evaluating any HOA accounting solution, ensure it includes:

  1. Budgeting & Forecasting Tools
    Create accurate annual budgets, track reserves, and compare projections vs. actuals.

  2. Accounts Payable & Receivable Management
    Automate dues collection, track late payments, and simplify vendor billing.

  3. General Ledger & Financial Reporting
    Generate balance sheets, income statements, and variance reports in real time.

  4. Secure Cloud Access
    Access all data anytime, anywhere, with encrypted, permission-based security.

  5. Bank Reconciliation & Integrations
    Sync transactions automatically and reconcile accounts faster.

  6. Mobile Dashboards for Boards & Managers
    Manage finances, approve expenses, and review reports on any device.

Smartwebs delivers all of these and ties them together in a single, intuitive platform that eliminates the need for multiple logins or third-party add-ons.

Selecting the Right Software for Your Community

When choosing HOA accounting software, consider:

  • The size and complexity of your community

  • Whether you need all-in-one management or accounting-only

  • How easily the system integrates with your current bank and vendors

  • The level of reporting and transparency expected by your board

If your goal is clarity, simplicity, and smarter community management, Smartwebs checks every box.

Take the Next Step Toward Smarter Accounting

You’ve compared the options. Now experience the difference.
Smartwebs delivers simplicity, accuracy, and insight in one powerful HOA management platform.

✅ Automate assessments and payments
✅ View real-time financials and reports
✅ Simplify community operations, all in one login

 

 Schedule a Free Demo Today

Discover how Smartwebs can transform your HOA’s accounting and management efficiency.

Top 10 Features of HOA Accounting Software That Save Time and Money

If your HOA accounting process still relies on spreadsheets, email attachments, and manual reconciliations, you’re paying a hidden cost in lost time and accuracy. The right HOA accounting software transforms your workflow from automated assessments to real-time reconciliation so every report, packet, and payment aligns perfectly. 

These are the 10 money-saving features that streamline community financial management and give your team hours back every month. 

 

  1. Automated Assessments & Fee Rules

Set it once, never worry again. Automate recurring charges, proration, and late-fee logic to eliminate manual entry and reduce billing errors. 

  1. Integrated Payments That Auto-Post

When ACH, card, or auto-pay transactions post directly to the right owner ledger and GL account, you avoid rekeying and mismatched totals. 

  1. Bank Feeds & Fast Reconciliation

Daily bank feeds and smart matching minimize reconciliation time and flag discrepancies early, helping you close books faster and with confidence.  

  1. Budget vs Actuals With Drill-Down

Stop guessing at line items. Click through to transaction-level details, fix discrepancies, and stay on top of community budgets in real time.  

  1. Collections Workflow (Not Just Aging)

Move beyond static aging reports. Automate reminders, track payment plans, and log promises-to-pay directly in the ledger for consistent cash flow.  

  1. Board-Ready Financial Packets

Generate professional, complete board packets in a single click – no copy-paste gymnastics. Include statements, AR aging, reconciliations, and notes.  

  1. Property/Fund Accounting

Keep operating and reserve accounts accurate and reportable. True fund accounting ensures compliance across communities and portfolios.  

  1. Vendor Bills & Approvals

Digitize invoice capture and routing. Send bills for approval, tag them to the right community, and track with a full audit trail.  

  1. Role-Based Permissions & Audit Logs

Protect sensitive data and trace changes. See who approved, edited, or posted transactions – vital for compliance and transparency.  

  1. Scheduled Reports & Alerts

Deliver critical reports to boards and managers automatically. Set alerts for unusual balances or missed reconciliations before they become issues. 

 

Quick Wins (This Month) 

  • Turn on auto-posting for payments. 
  • Standardize your board packet template. 
  • Schedule budget vs. actuals before meetings. 
  • Pilot collections workflows with one community. 

 

What It Looks Like Day-to-Day 

Month-end closes faster, packets are consistent, and your team spends less time reconciling and more time managing. 

 See Smartwebs Accounting in Action.

 Book A Demo

 

Community Association Management Software: Features Every HOA Needs in 2025 

At-a-Glance 

In 2025, calm beats cobbled. One platform that runs accounting, violations, ARC, work orders, portals, and payments in a single flow means fewer logins, fewer errors, and faster resolutions for self-managed communities and community management companies alike. 

Why this guide 

You don’t need another software tool. You need fewer steps. This guide is the 2025 feature checklist HOAs actually use day to day, with the practical “why” behind each one: cleaner numbers, automated workflows, and better resident experience. 

  1. Accounting built for HOAs (not generic small businesses)

What matters 

  • Fund accounting and reserves tracking 
  • Automated assessments, late fee rules, and clear collection workflows 
  • Live bank integration with auto-reconciliation 
  • Budget vs. actuals with drill-downs 
  • Board-ready financial packets 

Why it matters 

When accounting, payments, and portals share one ledger, you stop reconciling spreadsheets and start making decisions with numbers everyone trusts. 

  1. Violations & inspections that go from visual photos to closed case.

Must-haves 

  • Mobile photo capture with date, time, and address stamp 
  • Auto-letter templates and CC&R referenced 
  • Escalation rules and appeal tracking 
  • Photo evidence and history by property 
  • Status visibility for staff and boards 

Outcome

Fewer drive-backs, fewer missed steps, and a consistent, defensible record. 

  1. ARC (Architectural Review) that actually shortens the timeline

Non-negotiables 

  • Online submissions with required fields and attachments 
  • Auto-routing to the right reviewers; CC&R rules 
  • Decision history logged with comments 
  • Policy-based templates for common requests 
  • Clear resident notifications (approved/denied/more info) 

Why it matters

Guided intake + audit trail = faster decisions and less back-and-forth. 

  1. Work orders & vendor management that close loop

Key features 

  • Create from the office or on the go (mobile app) 
  • Assign vendors, set SLA dates, track costs 
  • Before/after photos and completion notes 
  • Work Order reports and category breakdowns 
  • History of all work orders completed 

Impact

Less “who has this?”—more “done.” 

  1. Resident & board portals that reduce tickets 

Essentials 

  • Secure payments and statement history 
  • Governing docs, announcements, and amenity bookings 
  • Two-way messaging with the right permissions 
  • Online ARC submittals, view violations, send work orders 

Result

Self-service for residents, visibility for boards, fewer emails for staff. 

  1. Integrated payments & collections (fees without friction)  

Look for 

  • ACH, card, and auto-pay options with transparent fees 
  • Auto-posting to the right owner ledger and GL 
  • Reminder tools, late fees, and payment plans 

Why it matters

Collections stay current and the ledger stays clean, no duplicate data entry. 

  1. Smart communications that reach the right people, right awa

Core capabilities 

  • Email, Text, Voice Message push by role, list, or property 
  • Emergency alerts with templates 
  • Personalization (name, address) 
  • Read receipts and engagement metrics 

Outcome

Less noise, faster response, better records. 

  1. Mobile-first field tools (because most work isn’t at a desk)

Must-haves 

  • Offline capture for inspections and photos 
  • Quick-create for violations and work orders 
  • GPS/location context 
  • Sync that never loses your notes or images 

Why it matters

Your day is in the field; your system should be too. 

  1. Reporting & dashboards for decisions (not just archives)

Expect 

  • Real-time KPIs: collections %, open violations, ARC turnaround time, work order aging 
  • Export to PDF/CSV and scheduled delivery 
  • Filters by community, portfolio, or date range 

Impact

One meeting, one packet, consistent numbers. 

  1. Templates & automation (your extra team member)

Automate 

  • Violation letters and any fines 
  • ARC decisions and standard conditions 
  • Payment reminders and statements 
  • Recurring tasks and checklists 

Result

The routine runs the same way every time—fast and error-free. 

  1. Security, roles & audit trails (trust is part of service)

Minimum bar 

  • Role-based permissions and MFA options 
  • Encrypted payments and data at rest/in transit 
  • Detailed audit logs and regular backups 
  • High-uptime SLAs 

Why it matters

Boards change; standards shouldn’t. 

  1. Onboarding, support & scale (software is a partnership)

Look for 

  • Guided data import and checklist-driven onboarding 
  • Live training for managers and boards 
  • Knowledge base + fast response times 
  • A roadmap that actually ships 
  • Pricing that scales without surprise add-ons 

Outcome

Confidence from day one—and fewer fires later. 

For self-managed HOAs: the essentials in plain English 

  • Simple accounting without spreadsheet gymnastics 
  • Online payments that auto-post to the right ledger 
  • Mobile violations with photo proof and ready-to-send letters 
  • ARC online so no one is chasing attachments 
  • Clear portals so residents self-serve and boards stay informed 

 

One-page 2025 Feature Checklist (download)
Turn this guide into a quick comparison. Use the checklist to score platforms feature-by-feature and focus on the workflows you do every week. 

 

Quick compare: one platform vs. patchwork tools 

  • Violation → letter → follow-up 
  • One platform: 3 clicks with photos and auto-letters 
  • Patchwork: switching apps, copy/paste, manual letters 
  • ARC decision with audit trail 
  • One platform: guided intake → routed → timestamped 
  • Patchwork: email chaos and missing files 
  • Monthly financials 
  • One platform: one ledger, board-ready packet 
  • Patchwork: exports and reconciliation mismatches 
  • Work order closeout 
  • One platform: mobile photos, costs, SLA tracked 
  • Patchwork: unclear status and no photos 
  • Resident experience 
  • One platform: single login, real-time info 
  • Patchwork: multiple logins, conflicting updates 

Implementation tips (this month) 

  1. Inventory your top workflows (violations, ARC, work orders, monthly close). 
  2. Map the steps: count logins, hand-offs, and rework. 
  3. Prioritize the three biggest bottlenecks. 
  4. Pilot with one community to validate time saved. 
  5. Standardize templates and roll out portfolio-wide. 

FAQs

Is this overkill for a small or self-managed HOA? No. The right platform removes busywork so volunteers focus on decisions, not data entry. 

Can we keep our current accounting but use the field tools? You can, but you’ll lose the biggest benefit: one ledger powering everything. 

How fast can we go live? Most HOAs onboard core modules in weeks, not months, when data and templates are ready. 

What about board training?
Choose a vendor with short, role-based sessions and self-serve guides so turnover isn’t a setback. 

Download the 1-page Feature Checklist (PDF) 

 

Where to go next 

  • Deep-dive the costs: “The Hidden Costs of Outdated HOA Systems” (publishing Thursday) with a simple calculator and three-step fix. 
  • See it in action: Book a live walkthrough and bring your top two workflows—we’ll time them. 

 

 See It Live: Book A Demo

 

What Is HOA Management Software?

The all-in-one, accounting-first platform built for community management companies and self-managed HOAs

Managing communities means keeping up with dues, violations, ARC requests, work orders, and nonstop communication. HOA management software brings it all into one platform, so data, tasks, and reporting stay connected. The payoff: fewer errors, audit-ready financials, and a smoother workday. 

What does it include? 

  • Accounting (core): assessments, AR/AP, bank syncs, GL, collections, audit-ready reports. 
  • Violations (Smartwebs specialty): mobile inspections (offline capable), time-stamped photos, letter templates, and one-click escalation. 
  • ARC (architectural requests): Online ARC submittal, review and vote, with same day approvals 
  • Work orders & maintenance: create/assign on desktop or mobile, assign vendors, and update progress in real-time. 
  • Portals (office/resident/mobile): payments, requests, announcements, and two-way messaging. 
  • Automation & dashboards: scheduled notices, reminders, recurring tasks, KPI views for leadership. 

How it works (day in the life) 

  • Morning: AR aging, assessment exceptions, and delinquency follow-ups appear on your dashboard. 
  • Midday: Inspectors run mobile violation drives, snap photos, and generate letters instantly. 
  • Afternoon: ARC approvals route automatically; work orders update vendor status and costs. 
  • End of day: Finance exports audit-ready reports; managers view KPIs. 

All-in-one vs. patchwork tools 

  • Patchwork: multiple logins, double entry, conflicting data, and manual reporting. 
  • All-in-one: one login, shared data, end-to-end automation, and real-time visibility. 

Must-have features in 2025 

  • Accounting-first design with live bank integrations 
  • Mobile-first inspections (offline capable) with maps and time-stamped photos 
  • Automated notices, escalations, and recurring tasks 
  • Role-based permissions and audit logs 
  • KPI dashboards (violations, AR aging, ARC approvals) 
  • Secure resident and board portals 
  • Fast-track training & onboarding for quick ROI 

Who is it for? 

  • Community management companies that need standardized, scalable operations across dozens (or hundreds) of HOAs.  
  • Self-managed HOAs that want professional-grade accounting and compliance without duct-taping multiple tools together. 

Why teams choose Smartwebs 

Smartwebs is all-in-one HOA & Community Association Management Software—accounting-first, violations-strong, and client-centric. Consolidate accounting, violations, ARC, work orders, and portals into one easy-to-use platform with automation and mobile at the core. 

 

Ready to streamline the workday?

 See It Live: Book A Demo

 

Budget Season, Simplified – Your HOA Accounting Playbook (2025)

Budget season is a critical period for community management, it’s when spreadsheets multiply, deadlines tighten, and boards expect absolute clarity. With the right processes and the right platform, you can transition from a reactive stance to a strategic approach, enabling you to complete your budget faster and with fewer errors. With approximately 369,000 community associations in the U.S. serving around 77 million residents, you’re certainly not alone in the crunch. (Source: CAI Fact Book 2024 Statistical Review)  

Why Budget Season Gets Messy (and How to Fix It) 

Usual Pain Points:  

  • Rising vendor costs 
  • Unexcepted capital expenses 
  • Rising Insurance costs 
  • Inaccurate forecasting – budgets based on last year’s guesses 

The Fix:  

  • Centralized Vendor Management + Invoice Processing – Contracts, insurance, invoices and pricing live in one place 
  • Reserve fund planning – capital needs are forecasted and tracked 
  • Document management + Vendor records – policies, renewal dates, and premium history are visible 
  • Accurate forecasting: Budgets based on last year’s data that auto-populate 

CAI Standards Alignment: Ensure your budget reflects current reserve study standards for realistic and defendable contributions. (Helpful references: Smartwebs Portals, CAI National Reserve Study Standards) 

What Sets Smartwebs Apart – Accounting & Budgeting, Front-and-Center 

Accounting Built for HOAs:/

When budget season arrives, boards don’t need bells and whistles, they need clean numbers. Smartwebs is built with accounting workflows so you can close the month faster, forecast confidently, and present budgets. 

The 7-Step HOA Budget Playbook (2025) 

  1. Pull clean actuals (12–24 months). Export GL, AR, AP and bank activity. Tag one-time/non-recurring items and reclassify miscoded transactions so historical trends are usable.
     
  2. Normalize and trend expenses. Adjust for seasonality, contract escalators, and utility indexation. Use rolling averages and CPI adjustments where appropriate.
     
  3. Model revenue with delinquency scenarios. Build best/likely/worst revenue projections that incorporate current collection performance and plausible shifts in payer behavior.
     
  4. Pressure-test contractual & recurring costs. Load vendor contracts into the system, apply known escalators, and flag renewal windows. Assign budget owners for each major line.
     
  5. Translate reserve study to budgeted funding. Convert reserve timelines and replacement costs into scheduled contributions and link them to reserve GL accounts and projects.
     
  6. Lock budget with controls & approvals. Route the budget through AP/board approval workflows, lock the budget period, and preserve an approval audit trail for the CPA.
     
  7. Publish to board portal for review. Post the proposed budget to the board portal for review. Allows real-time access for HOA boards to review the budget. 

Built for Community Management Companies’ and Self-Managed HOA’s 

For Community Management Companies:

Easily manage multiple associations with portfolio rollups, consolidated financials, standardized workflows, and permission-based access — all designed to help your team scale efficiently without adding headcount. 

For Self-Managed HOAs:

Run like a pro with professional-grade accounting tools: automated AR, clear and customizable financial reports, and the ability to manage multiple bank accounts with ease. 

Accounting Features Checklist (Budget-Focused) 

  • Recurring assessments with proration and multi-period posting 
  • Automated statements, reminder cadence & payment plans 
  • Vendor management with contract dates, insurance docs, and PO approvals by role 
  • Project accounting for capital repairs with work-order cost capture 
  • Real-time bank feeds + automated reconciliation utilities 
  • Budget vs. actuals (accrual & cash views)  
  • Scenario modeling: delinquency, vendor escalation, special assessment options 
  • Period locks and audit trails 

 See It Live: Book a live demo of Smartwebs

Sources (quick reference) 

CAI — Community Association Fact Book 2024 Statistical Review (PDF); Fact Book 2024 Dashboard.
CAI — National Reserve Study Standards (July 2023); Reserve Studies & Funding Resources (Jan 2024).
AICPA — Segregation-of-duties charts: two-person, three-person, four-person.
First Citizens — 6 HOA payment options homeowners expect.
CPA explainers on HOA audits: HOA PPM; AcoBloom.
Smartwebs — Product overview; Portals; Reviews on G2 and Capterra