HOA software cost, in the open

The short answer: read three numbers before you sign: the plan price, the per-door charge past the flat band, and the pass-throughs per payment and per letter. If a seller will not do that arithmetic in the open, keep walking.

A board emails three companies. Two reply with a demo link. One sends a quote that expires in 14 days, priced per door, with the per-door math nowhere in it. That is how this category likes to be bought, and it is why the same board keeps a spreadsheet it hates: at least the spreadsheet shows its numbers.

Here is ours, dated 20 October 2026, set as a test price and revisited after the first ten paying associations. One plan. $49 a month if you pay monthly, $39 a month if you pay yearly. That covers up to 50 doors. Past 50, each extra door is 60 cents a month, 50 cents on yearly billing. A 100-door association pays $79 a month, or $64 billed yearly. Do the arithmetic on any quote you get, ours included. If the seller will not do it in the open, that tells you something too.

Per-payment convenience fees residents pay (or refuse to), print and mail per letter, a second tier that unlocks meetings or elections, and migration sold as a service. Ask for each in writing before you sign, whichever tool you pick.

• Per-payment fees a resident pays, or refuses to
• Print and mail, priced per letter
• A second tier that unlocks meetings or elections
• Migration sold back to you as a service

Print/mail, payment pass-through, and per-event resale packets sit on a short cost shelf at published cost when used. They are never a gate on dues, meetings, documents, or export, which stays free.