Dashboard
The whole HOA on one screen
KPIs and charts the board actually asks for — collection rate, dues posted, and who is behind — updated as payments are recorded.
For boards & officers
Production-Ready & Actively Deployed
The Complete HOA Management Platform
Automated billing, double-entry accounting, financial reports, and homeowner self-service — all from one system, already live and proven in daily use.
56+
Features
43+
Live & Deployed
3
User Portals
24/7
Cloud Access
See It In Action
The screens that replace the spreadsheets
Seven of the places your officers, homeowners, and guards actually work — drag the rail to browse.
Dashboard
Billing
Dues posted for every property, on schedule
On your configured date the system computes ₱/sqm × lot area and posts dues for every billable property. No manual computation, no missed lots.
See how automation works
Statements
SOAs generated and emailed in bulk
Previous balance, current charges, penalties, and payments — rendered as a professional PDF and delivered to every homeowner without manual follow-up.
Explore all features
Collections
Every account classified, continuously
Good Standing, Delinquent, or On Terms — assigned automatically, with late penalties applied after your grace period and overdue reminders emailed on your schedule.
See the reminder engine
Accounting
Double-entry books, twelve ready reports
Every collection and disbursement hits the ledger properly, so the audit trail and the reports you hand the board always agree.
See the report list
Portal
Homeowners stop calling the office
Balance, SOA, and payment history in one place — plus car sticker registration, visitor pre-registration, and a direct line to the HOA office.
For homeowners
Gate
Standing checked before the boom lifts
Instant plate and sticker lookup that surfaces the owner's standing at the gate, with entry and exit logged and visitors checked in as they arrive.
See all three portalsThe Problem
Running an HOA Shouldn't Be This Hard
Most HOAs still rely on spreadsheets, manual tracking, and paper-based processes. This leads to:
Spreadsheet Chaos
Multiple Excel files, version confusion, formula errors, and no audit trail. One wrong edit can corrupt months of financial data.
Time-Consuming Manual Work
Officers spend 20+ hours/month manually computing dues, generating SOAs, tracking payments, and sending notices one by one.
Revenue Leakage
Without proper tracking, delinquencies pile up, payment terms go unmonitored, and collection rates stay below 70%.
Complete Solution
Everything Your HOA Needs in One Platform
56+ integrated modules — 43+ already live and battle-tested in production. No more juggling between different tools.
Property & Owner Management
Complete registry of all properties, lots, owners, and occupancy status with full history tracking.
- Block/lot registry with lot area & status
- Owner contact management & history
- Pasalo (transfer) tracking
- Consolidated lot support
- Property activity timeline
- Bulk import from CSV/Excel
Automated Billing, Penalties & Arrears
Monthly dues computed and posted automatically. Late penalties enforced by configurable rules. No more manual spreadsheet calculations.
- Auto-compute: ₱/sqm × lot area
- Scheduled monthly arrears generation
- Automatic late penalty engine (% or fixed)
- Configurable grace period & penalty cap
- Partial payment tracking & FIFO credits
- Email reminders to delinquent accounts
Payment Processing & POS
Built-in Point-of-Sale system for cashiers. Record payments with OR numbers and instant receipt generation.
- POS interface for cashier use
- OR/AR number tracking
- Multi-type: Dues, bonds, membership, custom
- Payment proof uploads
- Payment reconciliation module
- Bulk payment import from CSV
SOA & Document Generation
Generate professional PDFs — SOAs, receipts, demand letters, bond receipts — in bulk with one click.
- Statement of Account (single/bulk PDF)
- Payment receipts with company header
- Delinquent demand letters
- Bond receipts (AR)
- Customizable letter templates
- Auto-email with PDF attachments
Delinquency & Standing Tracking
Automatic classification of homeowners by payment standing with payment terms support.
- Auto-classify: Good / Delinquent / On Terms
- Payment behavior analysis
- Critical/Warning severity levels
- Flexible payment terms (3/6/12 months)
- Bulk delinquent notices (email + print)
- Delinquency hotspot detection
Construction Bonds & Refunds
End-to-end bond lifecycle: collection, tracking, forfeit, and refund workflow with approval process.
- Interior & exterior bond types
- Non-refundable portion tracking
- Bond receipt PDF (AR number)
- Refund request → Approval → Processing
- Forfeit (convert to revenue)
- Batch refund export
Full Financial Accounting
Double-entry bookkeeping with auto-journal bridge. Every payment, expense, and transfer creates proper journal entries automatically.
- Chart of Accounts (32 pre-seeded HOA accounts)
- Double-entry journal system
- Auto-journal bridge (payment/expense → JE)
- Fund transfers between accounts
- General Ledger with running balances
- Trial Balance verification
12 Financial Reports
Complete financial reporting suite — P&L, Balance Sheet, Cash Flow, Aging, and more. Audit-ready and exportable.
- Profit & Loss Statement
- Balance Sheet (Assets/Liabilities/Equity)
- Cash Flow Statement (Operating/Investing)
- AR Aging Report (30/60/90/120+ days)
- Daily & Monthly Income/Expense Reports
- Budget Variance & Reconciliation Reports
Expense & Budget Management
Track all HOA expenses by category, set annual budgets, and monitor variance in real time.
- Expense CRUD with categories & vendors
- Annual budget allocation per category
- Budget vs. Actual variance charts
- Vendor spending analysis
- Monthly expense KPIs
- Receipt/invoice upload
Invoice & Billing Engine
Full invoicing system with line items, payment linking, status tracking, and automated monthly dues generation.
- Invoice CRUD with line items
- Auto-generated monthly dues invoices
- Payment linking & partial payments
- Products & Services catalog
- Discount rules & approval workflow
- Summary dashboard with KPIs
Concerns & Ticket System
Homeowners submit concerns; officers track, assign, and resolve them with a full ticket workflow and portal integration.
- Ticket numbers with status workflow
- Assignment to specific officers
- Threaded comments & updates
- Portal-integrated submissions
- Priority levels & resolution tracking
- Per-property concern history
Violations & Fines System
Issue violations, manage fines, track resolution — with full compliance audit trail.
- Custom violation types
- Priority & status workflow
- Photo/document attachments
- Fine issuance & waiver
- Fine payment tracking
- Per-property violation history
Communications & Announcements
Email blasts, announcements, direct messaging — all channels in one place with delivery tracking.
- Rich-text announcements with pin/recall
- Admin ↔ Homeowner messaging
- Automated overdue email reminders
- Bulk email with SOA PDF attachment
- SMTP configuration (TLS/SSL)
- Communication log & history
Maintenance & Facilities
Receive maintenance requests, assign to staff, track completion, and manage equipment inventory.
- Maintenance request workflow
- Priority: Low to Urgent
- Staff assignment & tracking
- Equipment inventory system
- Equipment rental program
- Cost estimation vs. actual
Dashboard, Analytics & AI
Real-time dashboard KPIs, interactive charts, AI-powered insights, and weekly automated summaries for board meetings.
- Collection rate trends (12-month)
- Standing distribution & delinquency map
- AI-generated insights & recommendations
- Weekly automated report delivery
- Audit report builder
- Export to CSV/PDF
Enterprise Security
Bank-grade security: role-based access, OTP, session management, audit trails, and OWASP compliance.
- 7 user roles with custom permissions
- Two-factor OTP authentication
- Account lockout (5 failed attempts)
- Complete action audit log
- SQL injection & XSS protection
- HTTPS with security headers
Plus these additional modules:
Automatic Late Penalties
Email Reminders (Bulk & Individual)
Discounts (Early Pay, Special)
Products & Services Catalog
Overdue Management (Auto-Flag)
Payment Proof Approval
Payment Reconciliation
Construction Bonds & Refunds
Property Transfer Wizard
Renter Portal Access
Tenant Tracking
Chart of Accounts
Fund Transfers
Auto-Journal Bridge
General Ledger
Trial Balance
Aging Report (30/60/90/120+)
Cash Flow Statement
Budget Variance Report
Reconciliation Report
Audit Report Builder
Interactive Module Tutorials
Car Sticker Registry
Document Library
Bookings & Reservations
Events Calendar
Data Import/Export
Backup & Export
Module Management
Portal Customization
Save 20+ Hours/Month
Automate the Repetitive Work
The system handles what used to take hours of manual spreadsheet work — automatically, accurately, and on schedule.
Time Saved Per Month
8 hrs
Billing & SOA
6 hrs
Notices & Letters
8 hrs
Reports & Tracking
1
Automatic Monthly Billing
On your configured date, the system computes and posts dues for every billable property (₱/sqm × lot area). No manual computation needed.
Runs automatically2
SOA Generation & Email Delivery
Professional Statement of Account PDFs generated and emailed to homeowners automatically — previous balance, current charges, payments, and total due.
Generate + send in bulk3
Standing Classification & Payment Terms
Homeowners are auto-classified as Good Standing, Delinquent, or On Terms. Payment behavior analysis runs continuously to detect at-risk accounts.
Real-time classification4
Automated Email Reminders
Delinquent homeowners are automatically emailed overdue reminders with personalized SOA PDF attachments. Configurable schedule, once-per-month dedup, and bulk delivery — no manual follow-ups needed.
Runs automatically5
Automatic Late Penalty Engine
Overdue accounts are automatically assessed late surcharges after a configurable grace period. Supports percentage-based or fixed-amount penalties, monthly caps, and admin waiver. Penalties appear as distinct line items on the SOA.
Runs automatically6
AI-Powered Insights & Weekly Reports
The system automatically generates financial health summaries, delinquency trend analysis, collection rate tracking, and AI-driven recommendations — delivered to designated officers every week without lifting a finger.
Always-on AI analysisUnified Web Platform
Three Portals, One Website
Officers, homeowners, and guards each get a purpose-built portal — all hosted on your HOA domain, accessible from any device.
HOA Management System
yourhoa.hoaph.site
The main system for HOA officers, cashiers, auditors, and admin staff.
Provisioned at launch- Dashboard with KPIs & charts
- Complete billing & payment management
- Double-entry accounting & 12 reports
- Property & owner registry
- Reports, audit center, analytics
- User management with 7 roles
Homeowner Portal
yourhoa.hoaph.site/portal
Self-service portal where homeowners view their account, balance, and communicate with the HOA.
Provisioned at launch- View property info & payment history
- Check outstanding balance & SOA
- See violation & maintenance status
- Register car stickers
- Pre-register visitors
- Message the HOA office
Guard Gate Portal
yourhoa.hoaph.site/guardportal
Gate security portal for instant vehicle lookup, visitor check-in, incident reporting, and shift handover.
Provisioned at launch- Instant sticker & plate lookup with standing
- Vehicle entry/exit logging
- Visitor management & check-in
- Guard ↔ Homeowner direct chat
- Incident reporting & watchlist
- Shift handover notes
Questions
Frequently Asked Questions
Typical setup takes 3–5 business days. This includes system deployment, configuration of your HOA settings (dues rate, lot areas, SOA schedule), and data migration from your existing spreadsheets. You'll be operational within one week.
Yes. We support CSV/Excel import for properties, owners, payments, arrears, expenses, car stickers, and more. We handle the data cleaning and migration for you. Your historical data will be preserved.
Cancel anytime from your dashboard. Your access continues until the end of the billing period. We provide a full data export (CSV + database backup) so you never lose your data. Every Community plan subscription is backed by a 30-day money-back guarantee.
Data is encrypted in transit (HTTPS). Each HOA uses an isolated database. SMTP and payment-gateway secrets are encrypted at rest. Application records are protected by role-based access, OTP, audit logging, and daily backups — not by full-disk encryption of every row.
Homeowners can already upload payment proofs after a bank transfer or over-the-counter payment. Instant GCash/Maya confirmation through a payment gateway is on the roadmap. HOA PH subscription billing (the Community plan) uses PayMongo at checkout — that is separate from homeowner dues collection.
No app installation needed. The Homeowner Portal is a web application accessible from any browser on any device — phone, tablet, or computer. Just open the URL and log in.
The system is highly configurable: dues rate, SOA schedule, letter templates, company branding, feature toggles, user roles, and more — all without code changes. Custom module development is offered as a separate engagement on top of your Community plan subscription.