HOAOS
LandlordOS
PraxiOSTrial balance, balance sheet, income statement
Accrual or cash basis, plus account activity. CSV export.
HOAOS Dues & payments
HOA dues
collection software
HOAOS is HOA dues collection software that keeps a ledger for every unit and lets owners pay online. It adds late fees on its own and takes payments by bank transfer or card, with the money settling in the association's own Stripe account. Every charge and payment also posts to a double-entry general ledger the treasurer can reconcile against the bank.
- Included on every plan
- Bank (ACH) & card
- HOAOS never holds the money
Example HOAOS unit ledger: August dues paid, September dues pending by bank transfer, October dues overdue with a $25 late fee, $375 balance due.
Key facts
- Who it's for
- HOA and condo association boardsIncluding self-managed volunteer boards, and the managers who work for them
- What's included
- Assessment schedules, special assessments with installments, a ledger per unit, receipts, late fees, delinquency tracking, owner statements, a general ledger and bank reconciliation
- Online payments
- Bank (ACH) and card through StripePaid straight into the association's own Stripe account; available as soon as the board finishes Stripe setup
- Fees
- Bank payments cost $2.45Or Stripe's 0.8% if that's higher, up to $5. The board chooses whether the association or the owner pays it. On cards the board chooses too: owners pay a service fee at checkout, or the association absorbs it. HOAOS's own fees are included in these.
- Plans
- From $50/moIncluded on every plan: Small $50/mo (up to 50 units), Medium $95/mo (up to 200), Large $195/mo (up to 500)
01 / Assessments
How do you bill HOA assessments in HOAOS?
You set up an assessment schedule once, then generate each period's charges with one click. A schedule has a name, an amount, a frequency (monthly, quarterly or annual), the day of the period it's due, a grace period and a late fee. When you choose Generate charges, HOAOS adds that charge to the ledger of every active unit.
Special assessments are separate: give one a name, amount, reason and due date, apply it to every unit or just some, and split it into installments if owners need a payment plan. HOAOS shows each unit's status as unpaid, partial or paid.
- Monthly, quarterly or annual schedules, as many as you need
- Special assessments for all units or a subset, with installment plans
- Other charges on the same ledger: violation fines, service fees, manual charges and credits
- Owners can formally dispute a charge; if the board approves, HOAOS posts the credit
02 / Online payments
How do owners pay HOA dues online?
Owners sign in to the resident portal, open Pay Dues, enter an amount and pay by bank account or card on a Stripe checkout page. The payment is a direct charge on the association's own Stripe account and settles in the association's bank account; HOAOS never holds the money. The payment posts to the unit's ledger on its own.
A bank payment counts toward the owner's balance as Pending from the day it starts, so no late fee lands while it clears. Owners can also link a bank account and turn on auto-pay: on the day of the month the board picks, HOAOS debits their full balance. After three failed debits in a row, auto-pay turns itself off and the owner is emailed.
How online payments are switched onA board member opens Payments, completes Stripe's setup for the association (its details and bank account; Stripe verifies identity), and chooses the accepted methods and who pays the card fee. Pay Dues then opens for owners. Until then, owners see that online payments aren't available yet, and the board records checks and cash by hand.
Payments in HOAOS
- Online methods
- Bank (ACH) and credit or debit cardThe board can turn either off
- Card fee
- The board decidesA service fee added at checkout, or absorbed by the association. The Payments page shows what a sample payment costs either way
- Bank fee
- $2.45 a paymentOr 0.8% if higher, up to $5. The board decides whether the association or the owner pays it
- Recorded by hand
- Checks, cash and other payments, with a referenceDeposit slips record a stack of checks at once and refuse duplicate check numbers
- Receipts
- A printable receipt for every payment
- Refunds and chargebacks
- The board refunds from the Payments pageBank disputes are tracked with their evidence deadline; the board answers them in Stripe
03 / Late fees & delinquency
How does HOAOS handle late fees and delinquent owners?
Late fees are automatic. Each night HOAOS checks every schedule that has a late fee, and once a charge is past its grace period and still unpaid, it adds the fee, flat or a percentage, once per overdue charge. Seven days before an assessment is due, owners get an email reminder.
For owners who stay behind, the board opens a delinquency case for the unit. HOAOS emails the first notice, then moves the case from First notice to Second notice to Collections after the number of days you set (30 and 60 by default), or the board advances or resolves it by hand. At collections, you record the lien referral with the attorney's contact details and notes.
- Delinquency aging report: current, 30–59, 60–89, 90–179 and 180+ days, with CSV export
- Monthly owner statements with balance forward and a running balance, emailed to owners who agreed to email and printed for the rest
- Optional print and mail: HOAOS can mail past-due notices and statements for you, first class or certified, billed per letter on your HOAOS invoice
04 / Accounting
Does HOAOS keep real books, or just a dues list?
Real books. HOAOS keeps a double-entry general ledger with a standard HOA chart of accounts for operating and reserve funds. Every charge, payment and reserve transaction posts a balanced journal entry automatically, and later changes post only the difference, so old entries are never edited. Vendor bills, bill payments and Stripe payouts post the same way.
- STEP 01
An owner pays $350 online
HOAOS posts it to the unit's ledger and to the general ledger as money in transit.
- STEP 02
Stripe pays out to the association's bank
HOAOS records the payout and moves the money from in transit to the bank account, less Stripe's fees.
- STEP 03
The bank line arrives
From a statement file (OFX, QFX or CSV) or a live bank feed through Plaid, and HOAOS suggests the match.
- STEP 04
At month end, reconcile
Tick cleared items until the difference is zero. An unreconciled month goes on the board's to-do list.
Cash flow, reserves, check register
Also budget vs. actual, vendor spending and deposits by day. CSV export.
QuickBooks import and year-end package
A QuickBooks Online journal import CSV for any period, and one zip of statements, ledger, aging and 1099 worksheet.
Inside HOAOS
See it in the app.
Real HOAOS screens, with demo data loaded.
Real HOAOS screens with demo data; names and figures are made up.
Limits
What HOAOS doesn't do (yet)
Manual step
Charges don't post themselves
A board member clicks Generate charges for each schedule each period. Late fees and reminders are automatic; the assessment itself is not.
Not yet
No live QuickBooks sync
Your accountant imports the QuickBooks journal CSV instead.
Not included
No lien filing
HOAOS records the referral and the attorney's details; the attorney files the lien.
Requires
Online payments need Stripe
They run only through the association's own Stripe account, and only after the board finishes Stripe setup.
FAQ
Dues questions boards ask
From the blog: How to collect HOA dues online: a guide for self-managed boards
Where does the money go when an owner pays dues in HOAOS?+
Straight to the association. HOAOS online payments are direct charges on the association's own Stripe account, and Stripe pays them out to the association's bank account. HOAOS never holds the funds; its fees are included in the $2.45 bank fee and the card service fee.
Can owners set up automatic dues payments in HOAOS?+
Yes. An owner can link a bank account in the HOAOS resident portal and turn on auto-pay. On the day of the month the board chooses, HOAOS debits the owner's full outstanding balance. If three debits in a row fail, auto-pay turns off and the owner is emailed.
Does HOAOS apply late fees automatically?+
Yes. Each assessment schedule in HOAOS can carry a grace period and a flat or percentage late fee. Every night, HOAOS adds the fee to each charge that is past its grace period and still unpaid, once per charge.
Can we still record checks and cash in HOAOS?+
Yes. The board records checks, cash and other payments against a unit with a reference such as the check number. A deposit slip records a stack of checks at once, and HOAOS suggests the slip as one match for the bank deposit.
Does HOAOS reconcile with our bank account?+
Yes. HOAOS imports bank transactions from OFX, QFX or CSV statement files, or through a live Plaid bank feed, matches them to the books and walks you through a monthly reconciliation until the difference is zero.
Does dues collection cost extra in HOAOS?+
No. Dues, late fees, delinquency tracking and the general ledger are included on every HOAOS plan, from $50 a month for up to 50 units. Online payments carry processing costs as described above, and mailed letters are billed per letter.
Keep exploring HOAOS
Get started
Retire the dues spreadsheet.
Set up your units and schedules, and give every owner a ledger they can see and pay.