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HOA bookkeeping software for the treasurer who isn’t a bookkeeper
Stop retyping the bank statement into a spreadsheet.
Bookkeeping is the weekly part: bill the dues, record who paid, enter the bills, match the bank. KeepHOA is self-managed HOA software that makes each one a short step. $149 a year for your whole board.
Import it in minutes, or I’ll do it for you (first 25 HOAs). Your files never touch our servers.
- CSV, OFX or QFX
- Works offline
- Whole board included
The monthly routine
What HOA bookkeeping involves each month
- 1
Bill the dues
Run the month’s billing for every home. A preview shows what will be charged, and a month can’t be billed twice.
- 2
Record payments as they arrive
Check, cash, Zelle, bank transfer. Each payment pays the home’s oldest charge first; anything extra is kept as a credit for next time.
- 3
Enter expenses and bills
Pay the landscaper, the water bill, the insurer, with the receipt attached. Or enter a bill now and pay it later.
- 4
Import the bank file
Download the month from your bank’s website and drop it in. Rows that match what you recorded are matched; the rest wait for you.
- 5
Reconcile
Tick what cleared, watch the difference reach $0.00, complete the reconciliation.
- 6
Apply late fees, if your HOA charges them
A rule you set once; preview who it affects before posting.
The dashboard keeps a checklist for the month (bill dues, record payments, enter expenses, reconcile, prepare the board report) and ticks steps off as the books show they’re done.
Payments: one line each
Pick the home, the amount and how it was paid. KeepHOA does the rest:
- it settles the oldest open charge;
- splits it between the operating and reserve funds the way the dues were billed;
- updates the home’s ledger and the aging.
A homeowner who pays three months at once simply has a credit that the next bills use up.
Import the bank’s file instead of typing
Most banks let you download transactions as CSV, OFX or QFX. KeepHOA:
- reads any of them, and remembers the columns for each account;
- never imports the same row twice, even if the files overlap;
- suggests matches with what you’ve already recorded;
- learns rules for the rest (“anything from CITY WATER is Utilities”).
Your books, your Drive
Shared, but never overwritten
Bookkeeping often falls to one person, but it shouldn’t live on one person’s laptop. The books are one file in the HOA’s Google Drive.
- Expenses with the receipt attached. Record an expense with its vendor, category and fund, and attach the receipt or invoice.
- Receipts beside the books. In Google Drive mode the file is saved in your HOA’s own Drive folder beside the books, so the next treasurer finds it too.
- The board sees the same numbers. Another board member can open the books, see the same numbers, and take over when needed.
- One person edits at a time. If two people ever saved different versions, KeepHOA asks which to keep instead of losing either.
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…
- You’re a volunteer doing the HOA’s books in the evenings.
- Homeowners pay by check, Zelle or transfer and you record it.
- You want the bank to match the books every month without retyping statements.
- You want a second board member to be able to step in.
Probably not the right tool if…
- You want homeowners to pay online inside the software, with automatic posting.
- You need live bank feeds; KeepHOA imports the bank’s file instead.
- A management company keeps your books and you only need to view them.
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.
Do I need bookkeeping experience?
No. You record things the way they happen (“Lot 7 paid $185 by check”, “paid the landscaper $420”) and KeepHOA keeps the double-entry books behind the scenes. The sample HOA lets you practise before touching your own.
Does it connect to our bank automatically?
No, there’s no live bank feed. You download the statement from your bank’s website as CSV, OFX or QFX and import it. KeepHOA remembers each bank’s format, never imports the same row twice, and suggests matches.
Can homeowners pay online through KeepHOA?
No. Homeowners pay the way they do today (check, Zelle, transfer, cash) and you record it. Statements can carry your HOA’s own payment link or QR code, so paying you is still easy.
Can two board members share the bookkeeping?
Yes. Share the books with them as “Can edit”. One person edits at a time, so no one overwrites anyone; the other sees who’s editing and can take over when they’re done.
What happens to our old spreadsheet?
Paste your homes and owners from it into the setup wizard, and enter each home’s opening balance. Start the books from the first day of a month or of your fiscal year.
Try a month of bookkeeping on the sample HOA
Record a payment, import a bank file, reconcile, then start your own books. Free for 30 days, then $149 a year.
Import it in minutes, or I’ll do it for you (first 25 HOAs). Your files never touch our servers.