HOA Software

Started by TomT3 • 8 replies • 2295 views

💬 Join us to post & get advice from 50,000 HOA & Condo leaders.

⚡ Takes 30 seconds

Already a member? Log in

TomT3 (Florida)
Posts: 4

Posted:

Has anyone used the DB-Pros HOA Condo Association Database software? Were a residential HOA with 206 homeowners looking for an easy software product that tracks covenant violations and also has an accounting function. Appreciate any input y'all may have. TomT3

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

Looks like the same information could be captured and tracked in excel with multiple tabs. For generating letters, simply use word files and copy/paste the homeowner and address. With the templates built in, this saves you 4 seconds? At the most.

Operating systems keep changing, and HOA's need to use software for decades. Stick to Word, Excel, PDF and maybe Quickbooks. In any even, save info from quickbooks into easy to open PDF's. that way when you cant open the quickbooks files 10 years from now, at least you have a copy of the info as a pdf.

AllisonD (Florida)
Posts: 449

Posted:

I went to the Microsoft Template Gallery and got a contacts database and altered it. I use it to track maintenance violations etc and I put a note feature in. But the accounting is not something I have felt comfortable doing yet, so we have a property management company that only does our bookkeeping. I can use Quickbooks to pay bills and track income. The parts that make me uncomfortable are how to apply the dues received to the various operating and reserve accounts and how to apply the required late fee and percents thereafter. HOA accounting is so fluid and I am not sure a spreadsheet will do the trick. Does anyone here successfully do their own bookkeeping using Excel?

TimB4 (Tennessee)
Posts: 21,061

Posted:

I looked at the company. Seems the website admin has a Washington DC address (possibly a PO box at the UPS store located there) but the contact info on the site has a salam, MA address.

BillH10 (Texas)
Posts: 1,217

Posted:

I know this is a bit OT, its a specific response to AllisonD--

If you have a copy of QuickBooks, I recommend you set up a test association, populate it with five or ten property owners, set up a couple of vendors, test bank accounts, and whatever else your association may have. Then, enter a series of trial transactions, delinquent accounts, etc. You should learn fairly quickly if you will be comfortable using it. I have a trial association I use to test implementation of new QB features, new invoices, and new procedures. In my professional career, I directed end user customer billing operations for a subsidiary of a major telecommunications provider. We used the same process, we had a parallel billing system we used to test everything before going live with a change.

I also recommend looking into QuickBooks classes at your local community college. We did so prior to submitting a bid to manage our first client and found it immensely helpful. You can also find reference books in the local bookstore, if you can find one. There are also user forums which can be helpful.

AllisonD (Florida)
Posts: 449

Posted:

Quote:

Posted By BillH10 on 02/01/2015 8:54 AM
I know this is a bit OT, its a specific response to AllisonD--

If you have a copy of QuickBooks, I recommend you set up a test association, populate it with five or ten property owners, set up a couple of vendors, test bank accounts, and whatever else your association may have. Then, enter a series of trial transactions, delinquent accounts, etc. You should learn fairly quickly if you will be comfortable using it. I have a trial association I use to test implementation of new QB features, new invoices, and new procedures. In my professional career, I directed end user customer billing operations for a subsidiary of a major telecommunications provider. We used the same process, we had a parallel billing system we used to test everything before going live with a change.

I also recommend looking into QuickBooks classes at your local community college. We did so prior to submitting a bid to manage our first client and found it immensely helpful. You can also find reference books in the local bookstore, if you can find one. There are also user forums which can be helpful.

Thank you BillH10, I appreciate the answer. I have Quickbooks, used it for our family business. I will do what you say and see how it goes.

TimB4 (Tennessee)
Posts: 21,061

Posted:

Keep in mind that a future Treasurer may not have that program. Therefore, if the Association is actually going to utilize any software program that is stand alone (not online), then they should purchase a computer and the software so it can go from Treasurer to Treasurer. Additionally, don't forget to make backups of the data.

Due to our size, 130 lots, and the concern of the computer skills of unknown future Treasurers, we chose to use paper ledgers to track payments and excel spreadsheets for reports.

NpS (Pennsylvania)
Posts: 4,216

Posted:

Quote:

Posted By TimB4 on 02/01/2015 7:59 PM
Due to our size, 130 lots, and the concern of the computer skills of unknown future Treasurers, we chose to use paper ledgers to track payments and excel spreadsheets for reports.

How much time do you spend updating your spreadsheets each month?

Sikubali jukumu. Read all posts at your own risk.

TimB4 (Tennessee)
Posts: 21,061

Posted:

As I said, the spreadsheets are only income/expense statements and budget summary (budgeted vs. actual).

I probably spend 5-10 min. per month total.

Keep in mind that I update the I/E statement as deposits are made and checks are written. I update the budget summary just before the annual meeting (utilizing the I/E statement).

Now, preparing and making deposits, sending out letters and making ledger entries take a whole lot more time.
Hence, the reason for hiring an independent bookkeeper for those things.

🎯 You've read this entire discussion

Join the conversation with 50,000 HOA & Condo Leaders:

✓ Ask follow-up questions
✓ Share your experience
✓ Get expert advice
✓ Access 350,000 discussions

Create Free Account →

⚡ Takes 30 seconds

Already a member? Log in here