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Production-Ready & Actively Deployed

The Complete HOA
Management Platform

Automate billing, enforce late penalties, run double-entry accounting, generate financial reports, track payments, manage properties, communicate with homeowners, and run your HOA like a professional enterprise — all from one system, already live and proven in daily use.

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56+ Total Modules
43+ Live & Deployed
3 User Portals
24/7 Cloud Access
The 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 automatically
2
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 bulk
3
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 classification
4
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 automatically
5
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 automatically
6
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 analysis
Unified 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 — live and in production.

✓ Live
  • 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.

✓ Live
  • 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.

✓ Live
  • 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. 30-day money-back guarantee on all plans.

Yes. All data is encrypted in transit (SSL/TLS) and at rest. We use role-based access control, OTP verification, full audit logging, automated daily backups, and per-tenant database isolation so your HOA's data is never mixed with others.

Online payment integration (GCash, Maya, and bank transfer) is on the active roadmap for all Community plan subscribers. Currently, homeowners can upload payment proofs through the Homeowner Portal after making a bank transfer or over-the-counter payment, and cashiers confirm via the admin panel. Full payment gateway integration will allow instant, automated confirmation without manual review.

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.