Accounting
See trust-account balances and differences together.
Know where the trust balance differs before the auditor asks. Compare the bank, the books and each resident’s deposit ledger in one reconciliation view.
Trust-account three-way tie
HOA MANAGEMENT SOFTWARE · COMMUNITY ASSOCIATIONS
Board-ready HOA management, without the spreadsheet scramble.
When an owner asks about dues, a violation or an open repair, the answer should already be there. Connect assessments, owner ledgers, maintenance, communication and board reports in one platform.
Your board needs a clear picture. Your manager needs time to act on it.
Let owners find the answers without another call.
An owner with a disputed balance shouldn’t force the manager to rebuild an account history. Put assessments, payments, violations, work orders and messages on the record the team already uses.
Owners who can see their balance and shared documents in the portal call the office less.
One clear picture of dues, assessments and reserves.
When dues, receivables and association budgets stay together, the board can focus on decisions rather than reconstructing the accounting during the meeting.
The general ledger, reconciliation and statements are included. When something is posted wrong, your accountant corrects it with a journal entry, not a support ticket.
HOA is its own property type in ExactEstate: dues post under an HOA charge code, CAM charges post by square foot, and everything runs on the same double-entry books.
Every maintenance request belongs to the right home.
Request
Residents raise requests for their unit in the portal. Managers raise them against a unit, a building or the whole property.
Work order
Each request becomes a work order with the location, the item, the resident's notes and photo. Every step is logged in its activity history.
Vendor or technician
The order is assigned, and whoever does the work sees exactly what was reported. Not a summary of it.
Documentation
Photos, notes and cost are recorded on the order as the job is done. Nothing to reconstruct later.
Close
The order closes with its evidence attached. The history stays with the property for the board and the next request. When the same repair comes back three times in 90 days, Fix It First offers a preventive visit and opens the task for maintenance.
EEVA PORTFOLIO INTELLIGENCE
Keep everyday association work moving.
These workflows keep recurring notices, dues follow-up and owner messages moving. Your team makes the decisions that matter.
Keep violations and follow-up on the same timeline.
Violation Desk drafts the notice with its cure date as soon as a violation is recorded, follows up if the cure date passes, gives staff a task to book the re-inspection and logs every step on the violation. Staff approve every notice.
Put every after-hours call on the right record.
Part of EEva Voice Agent: EEva answers your association's phone after hours, asks the triage questions, opens the work order and sends anything urgent to your on-call staff. Voicemails are transcribed and filed on the owner, unit or vendor they are about.
Stop paying the same invoice twice.
Every morning, Ledger Watch flags unusual invoices, utility charges and ledger differences, including the same vendor invoice entered twice. It drafts an email asking the vendor to confirm or correct, and gives your accountant a task to hold the payment.
Answer every owner message, even the ones that slipped.
When an owner repeats a request, waits two days for a reply or sounds unhappy, Resident Pulse brings it to a manager with the owner's history, drafts a personal follow-up and gives staff a task to reply and open a work order if one is needed.
Dues, violations and voting—together at last.
Violations, community votes and dues sit on the same unit records as the books, so you drop the separate HOA tool and the spreadsheet.
Violations
Violations are tracked next to the owner’s ledger and messages. The history is there for the board and the next manager.
Resident polls
Run community votes through the resident portal. No separate survey tool.
Dues and owner ledgers
Assess dues and association charges, and collect them online or on autopay. See who has paid, unit by unit.
Keep a record of every decision and conversation.
Owner messages are saved beside the owner's ledger and documents, so a new manager reads the whole thread, not a forwarded email chain.
Each association chooses the channels it sends through, and every conversation stays on record when the manager changes.
Turn board prep from a scramble into a review.
Owner balances, budget against actual and work-order aging come from the live books, so the board packet is pulled, not built in a spreadsheet.
Owners
Balances, delinquency and who has paid, by unit and by period. Ready when the board asks.
Money
Statements and budget against actual, with the reconciliation history behind every number.
Operations
Open work orders, their age and what closed, with the evidence attached.
Real answers for real association challenges.
Can ExactEstate manage HOAs and condo associations?
Can ExactEstate manage HOAs and condo associations?
Yes. Dues and CAM billing, owner records and the owner portal, violations, community voting, maintenance and budget-versus-actual reporting all run in one system.
How do owners pay dues?
How do owners pay dues?
Online through the owner portal by card or bank account, or on autopay. On associations that keep their books in ExactEstate, each payment posts to the owner ledger and the association's books together.
Can we correct an accounting mistake ourselves?
Can we correct an accounting mistake ourselves?
Yes. Your accountant corrects any posting with a journal entry, in a double-entry general ledger that enforces balanced entries.
What reports does the board get?
What reports does the board get?
Budget versus actual, financial statements with their reconciliation history, balances by unit and open work orders by age. Every figure is backed by the records underneath.
Can we run associations alongside rental properties?
Can we run associations alongside rental properties?
Yes, on the same platform and the same accounting. HOA and market-rate multifamily run at the Core price, and affordable properties run on Affordable Housing at $5/unit/month, compliance included.
What does HOA management in ExactEstate cost?
What does HOA management in ExactEstate cost?
ExactEstate Core is $3/unit/month, with a $300 monthly minimum, and covers dues, violations, votes, the owner portal and the books. Our team builds your launch plan and helps move your data.
