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HOA accounting software that keeps every fund straight
Stop keeping your HOA’s funds in one spreadsheet.
HOA accounting software has to keep separate funds and give every home its own balance. KeepHOA does both for $149 a year, with the books in your HOA’s Google Drive.
Import it in minutes, or I’ll do it for you (first 25 HOAs). Your files never touch our servers.
- Double-entry
- Funds kept apart
- Books in your Drive
Why HOA books are different
What makes HOA accounting different
Funds
Operating money pays for this year; reserve money is set aside for roofs, paving and pools. Owners, lenders and auditors expect to see them separately, and money moved between them is a transfer, not income and not an expense.
Assessments receivable, by home
Dues are billed to every home. The books need to know, for each home, what was charged, what was paid and what’s still owed, and keep that history across fiscal years because arrears don’t reset on January 1.
A board that reads the numbers
Volunteers who aren’t accountants approve budgets and spending. Reports have to be clear, consistent month to month, and easy to check.
KeepHOA is double-entry accounting underneath, with those three things built in. You record payments and expenses in plain words; the debits and credits are kept for you.
The reports your board and accountant ask for
Every report comes straight from the books, for any period, and prints or downloads as a PDF:
- Balance sheet by fund: what each fund has and owes.
- Income statement: income and expenses for the period and the year to date, per fund.
- Budget vs actual: every line against the budget the board approved, with the variance.
- Cash position: each bank account’s balance and when it was last reconciled.
- Receivables aging: what each home owes and for how long.
- Reserve summary: contributions, transfers, interest and spending from the reserve.
- Trial balance and general ledger: for the accountant.
The board packet puts the ones you choose into a single PDF with a note from the treasurer, ready to send before the meeting.
Reserve funds, kept apart
Reserve cash usually sits in its own savings account. In KeepHOA the reserve fund has:
- its own balance;
- its own share of each assessment, if you split dues between funds;
- its own report.
Moving money from operating to reserve is recorded as a transfer, so the operating fund doesn’t look like it spent money it only set aside.
Year-end without the scramble
Close each month once it’s reconciled; a closed month can’t be changed by accident, and a copy of the books as of that close is kept for good in your Google Drive’s version history.
At year-end, closing the year carries every balance forward and starts income and spending from zero. The accountant gets the trial balance, general ledger, chart of accounts and each home’s balance as CSV files.
An audit trail by default
Books you can trust later
No quiet edits
Posted entries can’t be quietly edited or deleted.
Void, then re-enter
A mistake is voided and re-entered, so there’s always a trail.
Every change has a name
Every change is recorded with the name of the Google account that made it.
Locked reconciliations
A completed bank reconciliation is locked.
General information, not accounting, legal or tax advice. Filing and audit requirements for associations vary by state and by governing documents; your accountant can tell you what yours are.
How it works
Tonight, not next quarter.
- 1
Create your books
Name your HOA and choose where the books live: your HOA’s Google Drive (to share with the board) or this computer only.
- 2
Paste your homes
The setup wizard takes your homes and owners from a spreadsheet, your funds, bank accounts, dues and opening balances.
- 3
Run the month
Bill dues, record payments and expenses, import the bank file, reconcile, and print the board packet.
Why not a spreadsheet, or general accounting software?
Both can work. Neither is built around the three things that make HOA books their own kind of problem: funds, a balance for every home, and a board that reads the numbers.
| What you need | KeepHOA | Spreadsheet | General accounting software |
|---|---|---|---|
| Built around an HOA’s books | YesFunds, homes and the board | NoWhatever you build | PartlyCan be bent into shape |
| Operating and reserve funds kept apart | YesBuilt in | PartlyBy hand | PartlySet up by hand, with class tracking |
| Balance per home, carried across years | YesBuilt in | PartlyBy hand | PartlySet up and kept up by hand |
| Who can work in the books | YesUnlimited board members | PartlyEmail attachments | PartlyOne plan seat per person |
| Price | $149 a year | Free, plus your evenings | A monthly plan |
Is KeepHOA right for your HOA?
We’d rather you choose the right tool than the wrong one.
A good fit if…
- Your HOA is self-managed, with a volunteer treasurer, and you want self-managed HOA software rather than a platform built for management companies.
- You want operating and reserve kept apart without building it yourself in general accounting software.
- The board wants clear monthly reports and the accountant wants clean year-end files.
- You want one yearly price for the whole board, and the books in the HOA’s own Google Drive.
Probably not the right tool if…
- You need homeowners to pay online through the software. KeepHOA records payments and puts your own payment link or QR code on statements, but doesn’t process payments.
- You’re a management company running many associations with staff logins and client billing.
- You need a community website or homeowner accounts and logins. KeepHOA gives each home a private page opened with a link and a code instead.
- You need live bank feeds. KeepHOA imports the bank’s CSV, OFX or QFX download instead.
One price for the whole board. $149 a year.
No per-home, per-user or per-seat charges. Try everything free for 30 days first, no credit card.
- 30-day free trial. Every feature, with the sample HOA or your own books. No credit card.
- Never held hostage. Stop renewing and you can still view, print and export everything. Only recording new entries locks.
- Your books, your Drive. They live in your HOA’s own Google Drive, not on our servers.
KeepHOA for one HOA
$149a year
Locked for as long as you stay.
First 100 associations, then $199 a year.
Autopilot is an optional $49 a year add-on. The first year is included with a founding licence.
- Every feature, from dues to year-end close
- Unlimited board members, editors and viewers
- Updates included
- Books in your HOA’s Google Drive, or on this computer
- Handoff file with every receipt and the full history
- Email support from a real person
Import it in minutes, or I’ll do it for you (first 25 HOAs). Your files never touch our servers.
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.
Straight answers.
Something else? Email support@keephoa.com. A person answers.
Does KeepHOA use fund accounting?
Yes. Every entry is recorded against an account and a fund (operating or reserve), so each fund has its own balance sheet and income statement, and money moved to the reserve is a transfer, not an expense.
Is it cash or accrual accounting?
Assessments are recorded when they’re billed, so each home’s balance is always what it truly owes, and it carries from one year to the next. Payments are applied to the oldest charge first; anything extra is held as a credit.
Will our accountant be able to use it?
At year-end KeepHOA exports the trial balance, general ledger, chart of accounts and home balances as CSV files, which an accountant can bring into their own software. KeepHOA does not prepare tax returns.
Does it do reserve studies?
No. KeepHOA keeps the reserve fund’s money apart and reports it (contributions, interest, spending, balance), and the budget includes the reserve. The study itself (what will need replacing and when) comes from a reserve study provider.
What does it cost?
$149 a year for your association, for the whole board. There’s a 30-day free trial with no credit card. 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 your HOA’s funds side by side
Try everything free for 30 days, no credit card. Then $149 a year, locked for as long as you stay.
Import it in minutes, or I’ll do it for you (first 25 HOAs). Your files never touch our servers.