HOAOS
LandlordOS
PraxiOSRequests on the unit page
Maintenance, service, ARC, resale and dispute requests for that unit in one list.
HOAOS Work orders
HOA maintenance and work order tracking
HOAOS tracks HOA maintenance requests from the resident's first report to a closed work order. Residents submit a request with a category, description and photo from the resident portal, and the board assigns it to a vendor and moves it from Submitted to Assigned, In Progress and Closed. The resident is emailed at each change, and every work order keeps its notes, vendor and billed cost.
- Included on every plan
- Requests from the resident portal
- Vendor directory
Example HOAOS work order list: a sink leak just submitted, a gutter assigned to a roofing vendor, a broken sprinkler in progress with a landscaper, and an exterior light closed with a $140 billed cost.
Key facts
- Who submits
- Residents, for a unit they live inFrom the resident portal
- Statuses
- Submitted → Assigned → In Progress → Closed
- Assignment
- A vendor from your directory, a person by name, or both
- Updates
- Email to the resident on every status changeBoard-only notes stay internal
- Not yet
- Work orders that aren't tied to a unit, such as common-area repairs
- Plans
- From $50/moIncluded on every plan, from $50/mo for up to 50 units
01 / Requests
How do residents submit maintenance requests?
From the resident portal. A resident opens Submit a Request, chooses Maintenance, picks the unit if they have more than one, chooses a category (general, plumbing, electrical, landscaping, roofing, HVAC or other), describes the problem and can attach a photo. The request arrives on the board's list as Submitted and on the board's to-do list until someone assigns it.
Maintenance requests are kept apart from administrative service requests, such as a gate fob, parking permit or pool pass, which have their own request types and an optional fee charged when the board fulfils them.
- Residents see their own requests, with status and public notes
- The unit page shows every request filed for that unit
- Photos are stored privately and only shown to people allowed to see the request
02 / Workflow
How does the board manage a work order?
From the work order's page. A board member or manager sets the status, picks the vendor and the person responsible, and adds a note. Every status change writes a note to the history, and the resident who filed the request is emailed the new status with the note.
- SUBMITTED
Request arrives
On the list and the board's to-do list as unassigned.
- ASSIGNED
Vendor picked
Choose a vendor from the directory and, if you like, name the person on it.
- IN PROGRESS
Work underway
Add notes as it goes: public ones the resident sees, or board-only ones.
- CLOSED
Done
Close one, or tick several and close them together. Rate the vendor afterward.
Resident updatesEvery status change emails the resident who filed the request, with the board's note.
03 / Vendors
How does HOAOS keep track of vendors?
With a vendor directory the board shares. Each vendor has a trade, contact details, website, notes and an insurance expiry date. HOAOS emails the vendor 60, 30 and 7 days before its certificate expires, asking for a new one, and the board can filter the list by trade or by insurance expiring soon.
Behind each vendor you can keep contracts with start and end dates and the signed file, ratings from 1 to 5 with notes after a job, and the money side: vendor bills with lines by account, linked to a work order, so the work order shows its billed cost once the bill is approved.
A vendor record in HOAOS
- Directory
- Company, trade, contact, phone, email, website, notes
- Insurance
- Expiry date, reminder emails to the vendor before it lapses, and an “expiring soon” filter
- Contracts
- Title, start and end dates, attached file
- Ratings
- 1–5 stars with notes, optionally tied to a work order; average shown
- Bills
- Vendor bills linked to a work order; approved bills show as its billed cost
- Taxes
- 1099 flag, tax ID stored encrypted and shown as the last four digits
04 / History & reports
Can you see a unit's maintenance history?
Yes. Each unit's page in HOAOS lists every request filed for it, together with its other requests, and each work order keeps its full history of status changes and notes. The board can export the work order list to CSV and run a yearly maintenance summary.
Maintenance summary
A year's requests by status and by category, with the average days to close.
Work order CSV
Lot, address, category, description, status, assignee, submitter and dates.
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)
Not yet
No common-area work orders
Every work order belongs to a unit and is filed by a resident of that unit. A resident can report a broken gate, but it is filed under their unit, and the board can't open a work order of its own.
Not included
Vendors aren't sent work orders and can't sign in
HOAOS records the assignment; you contact the vendor yourself.
Not included
No preventive maintenance schedules
HOAOS has no preventive maintenance schedules or recurring work orders.
Not included
One photo per request
A maintenance request carries a single photo.
Do residents get updates on their maintenance requests in HOAOS?+
Yes. HOAOS emails the resident who filed a request every time its status changes, with the board's note. Residents can also open the request in the portal at any time.
Can the board keep notes private from the resident in HOAOS?+
Yes. A note on a HOAOS work order can be marked board-only, and the resident never sees it. Notes written with a status change stay visible to the resident.
Can HOAOS track work on common areas like the pool or the gate?+
Not as their own work orders yet. Every HOAOS work order is tied to a unit and filed by a resident who lives there, so a resident can report a broken gate, but it is filed under their unit, and the board can't open a work order itself. Vendor bills, contracts and reserve fund spending for common areas are tracked separately.
Does HOAOS track what a repair cost?+
Yes. When a vendor bill in HOAOS is linked to a work order and approved, the work order shows its billed cost. The bill also posts to the association's general ledger.
Is maintenance tracking included in every HOAOS plan?+
Yes. Work orders, the vendor directory and maintenance reports are included on every HOAOS plan, from $50 a month for up to 50 units.
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Every request, in one place.
No more group texts and sticky notes. Residents ask once, and everyone can see where it stands.