What Is HOA Management Software?
September 30, 2025 by Marcy Ann Villafaña
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.
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.
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
Questions to ask vendors
- Can your accounting and violations operate on the same system without reentry?
- Is their mobile inspection truly offline capable?
- What KPIs and reports are native (not spreadsheets)?
- How are roles/permissions and audit logs handled?
- What onboarding and support SLAs are included?
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?