Self-managed HOA software for volunteer treasurers

No. You can keep the books on this computer only, and download a copy whenever you like. Google Drive is what lets the board open the same books, keeps a version history and is where the owner portal lives. Most HOAs choose it.

No. The app runs in your browser and saves to your HOA’s Google Drive. There is no KeepHOA database of your books, and we can’t open your Drive. The few things that do reach us are listed in the next answer.

Only a little, and only for the features that need it. The purchase and renewal of a license. A small Google sign-in helper, through which your sign-in token, name and email address pass briefly so Google doesn’t keep asking you to sign in again. Reminder emails, if you sign up for them: your email address and the days you pick, never the books. Complaints from owners, if your board turns them on: each one is sealed on the owner’s device, so we can’t read it, and waits for your books to collect it and is deleted once they have. And one optional add-on, Autopilot ($49 a year), which runs your routines while nobody has the books open: it is off unless your board connects it, and while a run lasts your books are in its memory, never stored. Everything is spelled out in the privacy policy.

Real double-entry accounting, per fund, to the cent. Entries can’t be quietly edited or deleted. Corrections are voided and re-entered, so there’s always a trail. Your accountant gets a trial balance, general ledger and chart of accounts at year-end.

A Google account and the link. Share from inside KeepHOA as “Can edit” or “Can view”; Google emails them. There’s no charge per member.

Yes. When two people save around the same time, KeepHOA merges their changes automatically, record by record, keeping the books in balance, and shows who else has them open. If two people change the very same thing, it asks which version to keep rather than overwriting anyone.

Each home gets its own private page, if your board turns the owner portal on. The owner opens a link and types a code; there are no accounts or passwords to manage. They see their balance, their ledger since they became the owner, monthly statements as PDFs, the documents the board chooses to share, any open violation notice for their home, and a Pay button that goes to your own payment link. They never see other homes. The page is an encrypted file in your HOA’s Google Drive that only that code can open, so it needs books kept in Drive. You choose which sections owners see.

Yes, if the board switches that on. The owner writes from their portal page, with up to three photos, and it is sealed on their device so that only your books can open it. A board member’s KeepHOA collects it, files it in the complaints list and can reply; the reply goes back on the owner’s own page. A home that a complaint is about is never told who sent it.

Yes. Record a violation against a home with photos, then take it through courtesy notice, first and second notice, a fine and a hearing date and outcome, each step kept in a history. Notices are PDF letters, sent from your HOA’s Gmail or printed. A fine is posted to the home’s ledger from a preview, after one confirmation, and shows on its statement and in the owner portal. KeepHOA records a hearing but doesn’t run one, and the letters make no legal claims. Check your governing documents and state law for what a notice must say.

The month’s chores as a short checklist: start-of-month billing, late fees, bank import, month close, payment receipts, the delinquency ladder, recurring bills, the violation ladder and year-end. Each one shows a preview, and nothing touches money until a board member confirms. If you sign up, KeepHOA emails you on the days they fall due. Autopilot, an optional $49-a-year add-on, can run the routines you choose while nobody is in the books, and by default it only prepares the money steps and emails the board to approve them.

Yes. A guided path tells you which reports to export from the old tool and imports each file one step at a time: vendors, the chart of accounts, the budget, every home’s balance and the opening balances from a trial balance. You see every row as OK, check or error before anything is saved, and an opening balance that doesn’t balance to the cent is refused. Past years stay in the old tool, so keep its export in Documents. The 30-day trial is long enough to run both side by side.

Everything stays viewable, reports still print and export always works. Only recording new entries locks until you add a license ($149 a year for your HOA).

Stop renewing and you can still view, print and export everything. Only recording new entries locks. Your books stay in your own Google Drive either way.

Not for the first 100 associations. $149 a year is the founding price, and it stays locked for as long as you keep renewing. After the first 100 associations the price is $199 a year.

Reconcile your first month and produce a board packet within 30 days, or I refund every dollar. Your books stay in your own Google Drive either way. See the terms.

Your books are a file in your HOA’s Drive, with every receipt beside it. The handoff file holds the whole history, and the year-end export opens in any spreadsheet.

Any bank that lets you download transactions as CSV, OFX or QFX, which is nearly all of them. KeepHOA remembers each bank’s columns and never imports the same row twice.

It’s the broad name for software that runs an HOA or condo association: accounting, owner communication, owner portals, violations tracking and more. KeepHOA covers the money side for self-managed boards. Today that means dues and every home’s balance, bank reconciliation, operating and reserve funds, budgets, reports and the board packet; statements, letters and notices sent from your HOA’s own Gmail; routines for the monthly chores; a private page for every home; violations tracking; optional complaints from owners; and a place for the association’s documents. It has no community website and no homeowner accounts, and it doesn’t process payments: statements and owner pages carry your HOA’s own payment link or QR code.

Yes. A self-managed condo association keeps its books the same way an HOA does, so KeepHOA works the same, with units instead of homes. Each unit has its own ledger, dues are billed per unit, and operating and reserve funds are kept apart. A unit’s record can say whether it’s a condo, townhome, single-family home or lot.

Management-company software is built for a firm running many associations: staff logins, client billing, work orders and a website for each community. Self-managed HOA software is built for one volunteer board keeping its own books. KeepHOA is the second kind: one price per association, paid yearly, with unlimited board members and the books in your HOA’s own Google Drive.