Software built for self-managed HOA boards

What software should a self-managed HOA use?

For most self-managed boards the shortlist is PayHOA, EasyHOA, RunHOA, HOA Start and HOA-OS. RunHOA is the cheapest full-featured option at $399 a year for unlimited units. PayHOA has the longest operating history of the group. HOA-OS holds a flat price per community at $49 or $89 a month at any size, and it builds AI into every tier: newsletter drafting from Starter, the AI website builder and the board packet from Community, all for the board to approve. Which one fits depends on the community's size and on whether the board's problem is collecting money, keeping the books, producing the paperwork, documenting decisions, or surviving turnover. Prices checked 2026-08-16.

How do we run our HOA without a management company?

Divide the work across the board so no single volunteer holds all of it. Keep the association's money in accounts in the association's name with two people in every approval, and reconcile monthly. Adopt a written collection policy and apply it the same way every time. Keep a CPA and an attorney on call for taxes and legal questions rather than trying to cover those in-house. Then put the administrative work on software: dues with autopay, violation tracking with a documented process, elections with a real ballot, and a document record that lives under the association's own account. Software covers the administration. The fiduciary duty stays with the board.

Is there AI software for HOA management?

Yes, and the question that decides the bill is whether the AI is included or sold on top. TownSq sells request interception and suggested replies as a $20 monthly add-on per community, checked 2026-08-16. PayHOA and RunHOA list no AI features on their pricing pages as of 2026-08-16. Vantaca with HOAi and CINC with Cephai+ are the AI-forward platforms in this market and both are built for professional management companies running portfolios. HOA-OS includes AI at every tier: newsletter drafting at Starter, the AI website builder at Community, and a 24/7 AI homeowner assistant plus an autonomous agent at Premium.

How much does software for a self-managed HOA cost?

Starting prices for software built for volunteer boards run about $24 to $90 a month. The cheapest full-featured option for unlimited units is RunHOA at $399 a year flat. Most vendors price by unit count, so the entry price tells you very little: on their yearly plan PayHOA is $49 a month at 25 units, $199 at 300 and $249 at 500, and EasyHOA is $49 at 25 units and $99 at 150. HOA-OS is flat at $49 for Community or $89 for Premium at any community size, with a $24 Starter tier below them. HOA-OS also runs a 30-day free trial on the plan you choose, with no credit card. Competitor prices checked 2026-08-16, PayHOA upper bands 2026-08-12.

Do we need software if we only have 20 homes?

Probably not yet. If the association bills dues once a year, has no pool or clubhouse, files a simple 1120-H, and is small enough that the treasurer knows every owner by name, a well-kept spreadsheet and a dedicated bank account in the association's name will do the job. Three things end that arrangement: switching to monthly billing, the treasurer moving away and taking the spreadsheet's logic with them, and the first serious dispute, audit or records request. Moving before one of those arrives costs less than moving after.

Read the full buyer's guide: best HOA software for self-managed boards →