Complete guide to managing your Homeowners Association with efficiency and ease
Overview
Welcome to the HOA Management System - a comprehensive platform designed to streamline every aspect of homeowners association management. From tracking properties and residents to managing finances and communications, our system provides all the tools you need in one secure, easy-to-use platform.
New to the system? Start with the Getting Started section to learn the basics.
Key Benefits
Centralized Management: All your HOA data in one secure location
Automated Billing: Generate monthly dues and track payments automatically with email/SMS notifications
Financial Transparency: Real-time reports and comprehensive financial tracking
Resident Portal: Keep homeowners informed with announcements and updates
AI-Powered Features: Automatic transcription and summarization of meeting recordings
Modular System: Enable only the features you need with Module Management
Secure & Private: Bank-level security with complete data isolation
Mobile Friendly: Access your HOA data from any device, anywhere
Activity Tracking: Comprehensive audit trail of all user activities
System Architecture
Our system is built with security and reliability as top priorities:
Multi-Tenant Architecture: Complete data isolation between HOAs
Row Level Security: Database-level security ensures no cross-HOA data access
Real-time Updates: Changes reflect instantly across all users
Automated Backups: Your data is backed up continuously
Getting Started
Creating Your Account
1
Sign Up
Navigate to the registration page and fill in your HOA details including name, address, and contact information. Create your account credentials and you're ready to start.
2
Login
Use your credentials to log in to your HOA dashboard.
3
Configure HOA Settings
Set up your billing configuration, monthly dues rates, due dates, and other HOA-specific settings. Use Module Management to enable/disable optional features based on your needs.
4
Import Your Data
Import your existing properties, homeowners, and other data using CSV files or add them manually.
Dashboard Overview
Once logged in, you'll see the main dashboard which provides:
Financial Summary: Total receivables, income, and expenses at a glance
Recent Activity: Latest invoices, payments, and transactions
Quick Actions: Common tasks accessible with one click
Upcoming Deadlines: Due dates and important reminders
Navigation
The system is organized into logical sections accessible from the left sidebar:
Dashboard: Overview, financial summary, and quick actions
HOA Center: HOA Minutes, Gate Pass, Announcements, Directory, File Manager
Homeowners: Properties, Homeowners, Renters, Vehicles, Property Transfer, HOA Portal
Users Management: Sub-Users, User Roles, Guards Access
HOAS Services: Subscription & Billing, Modules
System Modules
Detailed guide to each module in the HOA Management System.
🏠 Properties & Homeowners
Manage all property information, homeowner details, and resident records in one centralized location.
Key Features
Complete property database with block, lot, and address information
Custom monthly due amount per property (override default rates)
Homeowner profiles with contact details and company information
Profile pictures for homeowners
Automatic email-based portal access linking
Renter tracking and management
Property transfer history and documentation
Natural sorting for block and lot numbers (1, 2, 10 not 1, 10, 2)
Advanced search and pagination
Import properties via CSV for bulk setup
How to Add a Property
1
Navigate to Properties and click Add Property
2
Enter property details: block number, lot number, address, and square meters
3
Select or create the homeowner record by entering their name and contact information
4
Click Save - the property is now in the system and ready for billing
Managing Homeowners
Homeowner records can be linked to multiple properties. Each homeowner profile includes:
Full name and contact information (email, phone, mobile)
Company name (optional, for corporate-owned properties)
All associated properties
Complete billing and payment history
Property Transfers
When a property changes ownership:
Navigate to Homeowners → Property Transfer
Select the property to transfer
Enter the new homeowner information
Set the transfer date
System records the transfer history for audit purposes
Important: Property transfers automatically update billing records to ensure the new owner is charged from the transfer date forward.
🧩 Custom Fields
Define your own fields for properties, homeowners, renters, and vehicles. Capture data unique to your community without waiting for a feature request.
Key Features
Add unlimited custom fields per entity type — Properties, Homeowners, Renters, Vehicles
Six field types: Short Text, Long Text, Number, Date, Dropdown, Checkbox
Mark any field as Required to enforce data entry
Hide fields from forms without deleting saved values
Custom field values appear automatically in add, edit, and view modals
Field definitions are scoped per HOA — your fields only show for your community
How to Add a Custom Field
1
Go to Settings → General Settings → Custom Fields tab
2
Pick the entity type sub-tab: Properties, Homeowners, Renters, or Vehicles
3
Click + Add Field, enter the label (e.g., "Move-in Date"), pick the field type, then optionally toggle Required
4
For Dropdown fields, list the options one per line in the Options textarea
5
Click Add Field — it now appears in the add/edit form for the matching module
Managing Existing Fields
Edit — change the label, type, options, or Required toggle anytime. The Field Key cannot be changed once saved.
Hide from forms — temporarily remove a field from the add/edit forms. Existing records keep their saved values, and you can re-show the field later.
Delete — permanently remove the field definition. Saved values on existing records remain in the database but stop appearing in the UI. Prefer "Hide" if you may need the field again.
Where Custom Fields Appear
Add modal — below the standard fields, in a "Custom Fields" section
Edit modal — same location, with the current saved values pre-filled
View / profile modal — read-only card grid in the Overview tab (Homeowner profile, Property view, Vehicle Details, Renter view)
Tip: Renters get their own field set separate from Homeowners. Define renter-specific fields like "Move-in Date" or "Lease Expiry" under the Renters sub-tab.
💰 Monthly Dues
Automated monthly dues generation with flexible billing methods, penalty management, and one-click invoice creation.
Key Features
Two billing methods: per square meter or fixed rate
Different rates for Residential, Vacant Lot, and Commercial properties
Custom monthly due override per property
Manual or automated invoice generation
Automatic email notifications on invoice creation
Grace period and penalty configuration
Advance payment/deposit support
Bulk payment recording and email reminders
Statement of Account generation and printing
Getting Started — 6-Step Setup
A built-in Setup Guide walks you through these steps when you first visit Monthly Dues Invoices:
1
Configure Rates — Go to Settings > General Settings > Monthly Dues & Billing tab. Set your billing method, rates per property type, invoice generation mode (manual or auto), grace period, automated reminders, and penalty rules — all in one place.
2
Add Properties & Homeowners — Add your subdivision properties with lot sizes, property types, and assigned homeowners.
3
Verify Amounts — Go to Monthly Dues Generator to review the computed amount per property. Make sure rates and totals are correct.
4
Generate Invoices — Click "Generate Invoices for This Month", choose the invoice month and due date. If automated invoicing is enabled, this happens automatically on your set day.
5
View & Manage — Go to Monthly Dues Invoices to view all generated invoices. Add payments, send email reminders, and export data.
6
Print SOA — Go to Print Documents > SOA to print or send the Statement of Account to homeowners.
Billing Methods
Choose your billing method in Settings > General Settings > Monthly Dues & Billing:
Per Square Meter: Monthly dues = rate × lot size (sqm). Different rates for each property type.
Fixed Rate: All properties of the same type pay the same amount regardless of size.
Custom Override: Set a custom monthly due for individual properties that overrides the default rate.
Automated Invoice Generation
Enable auto-generation in Settings > General Settings > Monthly Dues & Billing:
Choose the day of the month for auto-generation (1st–31st)
Invoices are created automatically for all active properties
Email notifications sent to homeowners
The "Generate Invoices" button is hidden when auto-mode is enabled
Penalty Settings
Grace Period: Number of days after due date before penalties apply
Fixed Penalty: Flat amount added to overdue invoices (e.g., ₱50)
Percentage Penalty: Percentage of total amount (e.g., 5%)
Penalty Start Date: Set when penalties begin (useful for new HOAs)
Tip: Use the built-in Setup Guide (available via the "Setup Guide" button on the Monthly Dues Invoices page) for a step-by-step walkthrough.
📄 Billing & Invoices (One-Time Charges)
Create invoices for stickers, IDs, special assessments, garbage fees, and any one-time or miscellaneous charge. Monthly dues are managed separately.
Key Features
Product & service catalog with preset prices
Multi-item invoices with line items
Guest invoicing (no property required)
Recurring invoice support (weekly, monthly, quarterly, annual)
Discount and penalty support (fixed or percentage)
Payment tracking with proof of payment attachments
Bulk email reminders for unpaid invoices
CSV import and export
Inventory integration — auto-deduct stock on invoice creation
Getting Started — 3 Steps
A built-in guide walks you through the process:
1
Create a Product or Service — Go to Products & Services and create the item you want to bill (e.g., Sticker Fee, ID Card, Garbage Fee).
2
Create an Invoice — Go to Collections > Invoices and click "+ Add Invoice". Select a property (or create a guest invoice), choose items, set quantity and price.
3
Record Payment — Find the invoice, click "Actions" then "Add Payment". Record how much was paid and the payment method.
Note: For water billing, construction permits, or amenity bookings — we recommend enabling our dedicated modules instead. Go to HOAS Services > Modules to enable them. They have specialized workflows and are much easier to manage.
Invoice Status
Unpaid: Invoice created, no payment received
Partially Paid: Some payment received but balance remains
Paid: Fully paid
Guest Invoicing
Create invoices for people who don't own a property in your HOA:
Select "Guest" when choosing the property
Enter the recipient's name
Useful for contractors, vendors, or event organizers
Common Use Cases
Vehicle Stickers: Annual sticker fees for cars and motorcycles
HOA ID Cards: ID issuance and replacement fees
Garbage Collection: Monthly or quarterly garbage fees
Special Assessments: One-time charges for community improvements
Transfer Fees: Charges for property ownership transfers
Violation Fines: Penalties for HOA rule violations
💳 Payments
Record and track all homeowner payments with complete transaction history.
Key Features
Multiple payment methods (cash, check, bank transfer, online)
Automatic payment allocation to invoices
Payment proof uploads (receipts, screenshots)
Advance deposit management for prepayments
Payment history and audit trail
Receipt generation with reference numbers
Overpayment handling and refunds
Recording a Payment
1
Navigate to Collections → Payments and click Record Payment
2
Select the property/homeowner
3
Enter payment amount and select payment method
4
System shows outstanding invoices - select which to apply payment to
5
Upload payment proof if available (optional)
6
Click Save Payment - receipt is automatically generated
Payment Methods
Cash: In-person cash payments
Check: Enter check number for reference
Bank Transfer: Direct bank deposits with reference number
Online Payment: Digital payment platforms
Advance Deposits
When homeowners pay in advance or overpay:
Excess amount is stored as advance deposit
Automatically applied to future invoices
Can be refunded if requested
Complete history tracked in Advance Deposits module
Advance Deposit Promo
Offer prepayment perks to homeowners who pay several months of monthly dues in advance. Configure promos under Collection > Advance Deposit Promo:
Percent off: e.g. 10% off when prepaying 12 months
Fixed peso off: e.g. ₱500 off the prepayment total
Free months: e.g. pay 11, get 12 (1 free month)
When recording an Advance Deposit, toggle "This deposit pays for monthly dues", enter the months and monthly rate, and the matching promo auto-applies. The deposit modal previews exactly which Monthly Dues invoices will be covered (including future months not yet generated).
Promo-flagged advances are reserved for Monthly Dues only — they cannot be used to pay amenity bookings, gate passes, or other invoice types.
Each drawn invoice is settled at the effective rate plus a Sales Discount (4130) contra-revenue line for the promo portion.
For free-month promos, paid months are billed in full from cash; free months settle as 100% Sales Discount once the cash pool is empty.
Tip: Always upload payment proof (bank receipt, check photo) to maintain accurate records and resolve disputes easily.
💰 Expenses
Track all HOA expenditures with categorization, itemized details, receipts, and approval workflows.
Key Features
Expense recording with category assignment
Multi-item expenses with detailed line items
Supplier/vendor management
Receipt and document uploads
Multiple payment methods
Account allocation for proper bookkeeping
Recurring expense templates
Expense approval workflows
Reference number tracking
Automatic recording in account transfers
Export for accounting purposes
Recording an Expense
1
Go to Expenses → Expenses and click Add Expense
2
Enter expense details: date, amount, and description
3
Select or create expense category (utilities, maintenance, etc.)
Late payment penalty configuration (fixed or percentage)
Missing readings detection report
CSV bulk import for meters and readings
Water charges included in Statement of Account (SOA)
Getting Started — 5-Step Setup
When you enable the Water Metering module, a built-in Setup Guide walks you through these steps:
1
Configure Water Rates — Go to Settings > General Settings > Water Metering tab. Set the minimum water charge (e.g., ₱200), minimum consumption (e.g., 5 m³), and add rate tiers.
2
Add Water Meters — Go to Water Billing and click + Add Meter. Select the property, enter a unique meter number, the installation date, and the initial meter reading. You can also use Import to bulk-add meters via CSV.
3
Record Meter Readings — Click View Readings, then + Add Reading. Select the meter, enter the reading date, current reading value, and billing period. You can also use Import to bulk-import readings from a CSV file. The system automatically calculates consumption and the billing amount based on your configured tiers.
4
Generate Invoices — Once all readings are entered and correct, click Generate Invoices. This creates water bill invoices for all readings that don't have invoices yet, in one click.
5
Print SOA with Water Bills — Go to Print Documents > SOA and check "Include other unpaid invoices" to include water charges alongside monthly dues on the Statement of Account.
Important: Always set the initial reading when adding a new meter. This is used as the "previous reading" for the first billing period to calculate consumption accurately.
Tiered Rate Configuration
Set up progressive billing rates in Settings > General Settings > Water Metering:
Minimum Charge: Base charge applied to all properties (e.g., ₱200)
Minimum Consumption: Cubic meters included in the minimum charge (e.g., 5 m³)
Tier 1: 5.01 - 10 m³ @ ₱42.80/m³ (example)
Tier 2: 10.01 - 20 m³ @ ₱46.00/m³ (example)
Tier 3: 20.01 - 30 m³ @ ₱52.50/m³ (example)
Tier 4: 30.01+ m³ @ ₱60.00/m³ (example)
Consumption at or below the minimum is charged the flat minimum rate. Consumption above the minimum is billed progressively through each tier — similar to how MAYNILAD and Manila Water calculate bills.
Penalty Settings
Optionally enable late payment penalties for overdue water bills:
Fixed Penalty: A flat amount added to overdue invoices (e.g., ₱50)
Percentage Penalty: A percentage of the bill amount (e.g., 5%)
If both are configured, the percentage-based penalty takes precedence.
CSV Import
Bulk import is available for both meters and readings:
Import Meters: CSV with columns: block, lot, meter_number, initial_reading, installation_date
For HOAs using house number mode, use house_number and street columns instead of block/lot.
Missing Readings Report
Click No Readings (in the Readings view) to see a report of all meters that have not submitted a reading for the current billing period. This helps ensure no property is missed before generating invoices.
Tip: Use the built-in Setup Guide (available via the "Setup Guide" button on the Water Metering page) anytime you need a refresher on the water billing workflow.
🔐 Gate Pass & Visitor Management
Manage visitor gate passes with QR codes. Create passes, give guards a mobile scanner app, and track every check-in and check-out. Enable in HOAS Services > Modules.
Key Features
Automatic QR code generation per gate pass
Mobile QR Scanner app for guards (PWA — installable on phone)
Guard accounts with restricted access (QR Scanner only)
Real-time status tracking: Pending, Visitor IN, Visitor Out, Cancelled
Property destination linking
Search, filter, and CSV export
Getting Started — 5-Step Setup
A built-in Setup Guide walks you through the process:
1
Create a Guard Account — Go to Users Management and create a user with "Guard" role. This gives them access to the QR Scanner app only.
2
Share QR Scanner with Guards — Send the QR Scanner link to your guards. They install it as an app on their phone and log in with their guard credentials. Guards can then scan visitor QR codes to check in/out.
3
Create a Gate Pass — Click "+ New Gate Pass". Enter visitor name, select destination property, purpose, plate number, and optionally upload an ID photo. A QR code is generated automatically.
4
Check In — When the visitor arrives, the guard scans the QR code on their phone. Or you can click "Check In" from the Actions menu on the dashboard.
5
Check Out — When the visitor leaves, the guard scans the QR code again. Or click "Check Out" from the Actions menu.
Tip: Use the "Setup Guide" button on the Gate Pass page for a step-by-step walkthrough. The QR Scanner app works offline once installed on the guard's phone.
🚗 Vehicle Management
Track and manage resident vehicles with sticker issuance, ORCR documentation, and expiry monitoring.
Key Features
Vehicle registration with plate number and details
Vehicle type categorization (car, motorcycle, SUV, van, truck)
ORCR (Official Receipt & Certificate of Registration) image upload
Link vehicles to properties and owners
Guest vehicle registration support
Vehicle sticker management with expiry tracking
Automatic expiry notifications
Multiple vehicles per property
Search by plate number or owner
Invoice generation for vehicle sticker fees
Registering a Vehicle
1
Navigate to Homeowners → Vehicles and click Add Vehicle
2
Select the property/homeowner or mark as guest vehicle
3
Enter vehicle details: plate number, vehicle type, make, model, color
4
Upload ORCR images (front and back) for verification
5
Assign sticker number and set expiry date
6
Set sticker fee if applicable - invoice will be generated
7
Click Save - vehicle is now registered
Guest Vehicles
Register temporary guest vehicles:
Mark vehicle as guest during registration
Enter guest name and contact information
Set validity period for guest access
Track guest vehicle entries and exits
Sticker Management
Track vehicle stickers with automatic expiry monitoring:
Assign unique sticker numbers
Set annual or custom expiry dates
Receive alerts for expiring stickers
Bulk renewal process available
🏗️ Construction Permits
Manage construction and renovation permit applications with approval workflows, security bond deposits, and refund tracking. Enable in HOAS Services > Modules.
Key Features
5 permit types: New Construction, Major Renovation, Minor Renovation, Repair, Demolition
Multi-level approval workflows with partial approval tracking
Auto-approval when no workflow is configured
Security bond deposit and refund with accounting integration
Invoice generation for permit fees
Contractor information tracking
Customizable construction guidelines on printed permits
Printable permit documents and bond receipts
Full lifecycle tracking: Pending → Approved → In Progress → Completed
Export to CSV for reporting
Getting Started — 7-Step Workflow
A built-in Setup Guide walks you through the permit lifecycle:
1
Set Permit Fee Prices — Go to Products & Services and set prices for your construction permit products. You can add multiple permit types — just include "Construction Permit" in the product name.
2
Create a Permit — Click "+ New Permit". Fill in the property, permit type, purpose, project dates, bond amount, and contractor details. Optionally generate or link an invoice for the permit fee. If a multi-level approval workflow is configured, the permit enters the approval chain. Otherwise, it is auto-approved.
3
Approve or Deny — Review the application. Click "Approve" or "Deny" from the Actions menu. Supports multi-level approval workflows with partial approval tracking.
4
Collect Bond Deposit — After approval, click "Deposit Bond". Select the account, payment method, and deposit date. The bond is recorded with an accounting transaction.
5
Start Construction — Once the bond is deposited, click "Start Construction" to mark the project as in progress. The bond status changes to "Active".
6
Complete & Refund Bond — When construction is done, click "Complete & Refund Bond". Enter the completion date and refund method. The bond is automatically refunded with an accounting transaction.
7
Print Documents — Use the Actions menu to print the construction permit (with customizable guidelines), bond deposit receipt, or refund receipt. All documents include HOA letterhead. Customize the CONDITIONS AND REQUIREMENTS section in HOA Settings.
Comment thread for admin and homeowner communication
Status tracking: Open, In Progress, Resolved
Photo attachments for visual documentation
Export data and reports
Homeowner notifications via portal
Getting Started — 3-Step Workflow
A built-in Setup Guide walks you through the process:
1
Create a Concern — Click "+ New Concern" to log a homeowner concern, complaint, or request. Enter the property, category, description, and attach photos if needed. Homeowners can also submit directly through their portal.
2
Update & Comment — Open the concern and add comments or status updates to track progress. Keep homeowners informed of the resolution timeline.
3
Resolve — Once the issue is addressed, update the status to "Resolved". The full history is preserved for documentation.
Tip: Use the "Setup Guide" button on the Concerns page for a step-by-step walkthrough.
📝 HOA Minutes & Meeting Records
Record, transcribe, and manage HOA meeting minutes — upload audio for AI transcription, attach pre-prepared minutes documents (PDF/Word), or type the summary manually.
Key Features
Audio/video recording upload (up to 5GB per file) with AI transcription via AssemblyAI
Minutes document attachments — upload pre-prepared PDF, DOC, DOCX, ODT, RTF, or TXT files (up to 50MB each)
Manual rich-text entry for typed minutes
Support for multiple recording formats (MP3, MP4, WAV, M4A, WebM)
Meeting metadata tracking (date, type, attendees)
Searchable meeting archive
Automatic transcription status monitoring
Failed transcription recovery system
Mix-and-match: a meeting can have both an audio recording AND attached documents
Recording Meeting Minutes
1
Navigate to HOA Center → HOA Minutes and click + New Meeting Minutes
2
Enter meeting details: title and date/time
3
Choose any combination of: Option A — AI Transcription: Upload audio/video (MP3, WAV, MP4, WebM up to 5GB) for automatic transcription & summary Option B — Attach Document + AI Summary: Upload pre-prepared minutes (PDF, DOCX, RTF, TXT up to 50MB). Click Generate Summary from Documents and AI will read the file and write a structured meeting minutes summary — same quality as the audio path Option C — Attach Document only: Same as B but skip the AI step — homeowners just download your original file Option D — Type Manually: Skip uploads, click Write in the summary section and type the minutes directly
4
For audio: Click Process with AI (Audio) — transcription runs in the background (typically 5–15 minutes). For documents: Click Generate Summary from Documents — AI extracts text and writes the summary in 30 seconds to 2 minutes.
5
Review the transcript, summary, and any attached documents. Edit using the rich text editor as needed, then click Publish to make the minutes visible on the homeowner portal
AI Transcription Process
When you upload a recording:
Upload: File is securely stored in cloud storage
Processing: AI service begins transcription (AssemblyAI)
Monitoring: System checks status every 30 seconds
Completion: Transcript appears in minutes (typically 5-15 min)
Recovery: Failed transcriptions are automatically retried
Transcription Status
Queued: Waiting to start processing
Processing: AI is transcribing audio
Completed: Transcript ready and viewable
Failed: Error occurred, automatic retry scheduled
File Size Limits
Storage limits based on your plan:
Standard Plan: 50MB per file, 5GB total storage
Pro Plan: 50MB per file, unlimited total storage
Tip: For best transcription results, use clear audio with minimal background noise. Place recording device near speakers for optimal quality.
Automatic Recovery: If a transcription fails, the system automatically retries every hour. Recordings stuck in processing for over 24 hours are automatically recovered.
🏘️ CMP (Community Mortgage Program)
Manage SHFC (Social Housing Finance Corporation) loans, member collections, and remittances for Community Mortgage Program participants.
Key Features
Complete CMP member database management
Individual loan tracking per member
Monthly collection recording and monitoring
Remittance tracking to SHFC
Payment history and transaction logs
Outstanding balance calculations
Collection reports and summaries
Member payment schedules
Batch collection entry for efficiency
Remittance proof documentation
Setting Up CMP Members
1
Navigate to CMP Management and click Add Member
2
Enter member details: name, property information, and contact details
3
Record loan information: principal amount, interest rate, term, and monthly amortization
4
Set loan start date and maturity date
Recording Collections
Track monthly payments from CMP members:
Record individual member payments with date and amount
Apply payments to outstanding loan balance
Track payment method (cash, check, bank transfer)
Generate collection receipts automatically
View collection history by member or by date range
Identify delinquent accounts with overdue tracking
Managing Remittances
Document payments made to SHFC:
1
Go to CMP Remittances and click Record Remittance
2
Enter remittance date and total amount sent to SHFC
3
Upload proof of remittance (bank receipt, official receipt)
4
Add reference number and notes for tracking
Reports & Monitoring
Generate comprehensive reports for CMP management:
Collection Summary: Total collections by period
Outstanding Balances: Current loan balances per member
Delinquency Report: Members with overdue payments
Remittance History: All payments made to SHFC
Payment Schedule: Expected vs actual collections
Note: This module is designed specifically for communities participating in government social housing programs. Enable this feature in Module Management if your HOA manages CMP loans.
💵 UPDF (Urban Poor Development Fund)
Manage Urban Poor Development Fund loans, member collections, withdrawals, and remittances for UPDF participants.
Key Features
UPDF member and loan management
Collection recording and tracking
Withdrawal processing and documentation
Remittance tracking to UPDF office
Loan balance calculations
Payment schedules and monitoring
Transaction history for all members
Collection and withdrawal reports
Fund balance tracking
Document management for all transactions
Managing UPDF Members
1
Navigate to UPDF Management and click Add Member
2
Enter member information including personal details and contact information
3
Record loan details: amount, terms, interest rate, and payment schedule
Recording Collections
Track payments from UPDF members:
Record monthly or periodic payments
Auto-calculate remaining balance after payment
Support multiple payment methods
Generate payment receipts
Track collection dates and amounts
Flag overdue accounts automatically
Processing Withdrawals
Manage fund withdrawals by members:
1
Go to UPDF Withdrawals and click Record Withdrawal
System updates member balance and fund totals automatically
Remittance Management
Track remittances to UPDF office:
Record remittance date and amount
Upload proof of remittance documentation
Track reference numbers and transaction IDs
View complete remittance history
Generate remittance reports for auditing
Reports & Analytics
Comprehensive reporting for UPDF fund management:
Fund Summary: Total collections, withdrawals, and current balance
Member Balances: Outstanding balances per member
Collection Reports: Collections by period or member
Withdrawal Reports: All withdrawals with purpose and status
Remittance Tracking: Complete history of remittances to UPDF office
Delinquency Report: Members with overdue payments
Note: This module is designed for communities participating in Urban Poor Development Fund programs. Enable this feature in Module Management if your community manages UPDF loans.
📁 Files Management
Upload, organize, and manage important HOA documents in a centralized document library accessible to authorized users.
Key Features
Centralized document repository
File categorization and organization
Multiple file format support (PDF, DOC, XLS, images, etc.)
File search and filtering
Document preview capabilities
File version tracking
Upload date and uploader tracking
File description and notes
Secure file storage
Download and sharing capabilities
Uploading Documents
1
Navigate to Files Management and click Upload File
2
Select file from your device (supports drag & drop)
Meeting Minutes: Board meeting documents and records
Permits & Licenses: HOA permits and certifications
Correspondence: Important emails and letters
Other: Miscellaneous documents
Managing Files
File management capabilities include:
View all files in list or grid format
Search files by name, description, or category
Filter by date range or file type
Preview documents directly in browser
Download individual files or batch download
Update file descriptions and categories
Delete outdated files (with permission)
View upload history and file metadata
Access Control
Secure document access management:
Only authorized users can access Files Management
Role-based permissions for upload, view, and delete
Complete audit trail of file access and changes
Secure cloud storage with encryption
Best Practice: Regularly organize and categorize your documents for easy retrieval. Use clear, descriptive file names and add detailed descriptions for important documents.
Tip: Upload annual financial reports, meeting minutes, and important contracts to create a complete digital archive of your HOA's documentation.
📄 Property Documents
Attach and manage documents directly to specific properties, keeping all property-related files organized and easily accessible.
Add document title, description, and expiration date (if applicable)
5
Click Upload - document is now linked to the property
Document Types
Categorize property documents by type:
Title/TCT: Transfer Certificate of Title
Deed of Sale: Property sale documents
Tax Declaration: Property tax documents
Building Permit: Construction and renovation permits
Occupancy Permit: Certificate of occupancy
Contracts: Property-related contracts
Inspection Reports: Property inspection documents
Photos: Property images and documentation
Other: Miscellaneous property documents
Document Expiration Tracking
Monitor document expiration dates:
Set expiration dates for permits and licenses
Receive alerts for expiring documents
View list of expired documents needing renewal
Track renewal history
Common Use Cases
Title Documentation: Store property titles and deeds securely
Permit Tracking: Keep construction and occupancy permits on file
Tax Records: Maintain property tax declarations and receipts
Transfer Documentation: Archive sale and transfer documents
Inspection Records: Store property inspection reports
Violation Records: Document violations and resolution proof
Viewing Property Documents
Access property documents easily:
View all documents in property details page
Preview documents without downloading
Download original files when needed
See document upload history and metadata
Search for specific documents across properties
Important: Property documents are visible to authorized HOA staff only. This feature is not accessible through the homeowner portal to protect sensitive information.
Best Practice: Upload property titles and permits during initial setup. This creates a complete property record and helps with property transfers and verification.
🏡 Homeowners Portal
Self-service portal where homeowners can view their accounts, invoices, payments, and submit concerns online.
Key Features
Secure individual homeowner login access
View all properties owned
Complete invoice and payment history
Current balance and statement of account
Submit concerns and track responses
View HOA announcements
Profile management with photo upload
Email-linked account creation
Password reset functionality
Setting Up Homeowner Access
1
Ensure homeowner has an email address in their profile
2
Set a password for the homeowner via the Homeowners module (Actions → Set Password), or use Mass Send Passwords to send portal credentials to all homeowners at once
3
Share the portal link with homeowners: https://hoas.ph/[your-hoa-slug]/homeowners (found in Homeowners → HOA Portal)
4
Homeowner logs in with their email and the password you set. They can reset their password via the "Forgot Password" link.
What Homeowners Can Do
Through the portal, homeowners can:
View Invoices: See all pending and paid invoices with details
Check Balance: Current outstanding balance and payment history
Submit Concerns: Report issues with photos and track responses
Read Announcements: Stay informed of HOA updates and events
Update Profile: Change contact information and upload photo
View Properties: See all properties they own
Security & Privacy
Homeowner portal security features:
Each homeowner only sees their own data
Secure password-protected access
Email-based account verification
Row-level security at database level
No access to other homeowners' information
Important: Homeowners need a valid email address in the system to access the portal. The system automatically links accounts based on matching email addresses.
📧 Demand Letters
Generate and send formal demand letters to homeowners with overdue balances.
Key Features
Customizable demand letter templates
Automatic balance calculation from invoices
Itemized list of overdue invoices
Payment method instructions included
Professional PDF generation
Email delivery with tracking
Demand letter history and logs
Bulk letter generation for multiple homeowners
Generating a Demand Letter
1
Navigate to Print Documents → Print SOA (demand letters are generated from the SOA module)
2
Select homeowners with overdue balances
3
Choose or customize demand letter template
4
Review letter preview with auto-filled balance details
5
Send via email or download PDF for printing
Template Variables
Available variables for customization:
{{homeowner_name}} - Homeowner full name
{{property_address}} - Property block and lot
{{total_balance}} - Total amount owed
{{overdue_invoices}} - List of unpaid invoices
{{due_date}} - Payment deadline
{{hoa_name}} - Your HOA name
{{payment_methods}} - Payment instructions
Payment Instructions
Configure payment methods in HOA Settings to include:
Bank account details for transfers
GCash or digital wallet information
Office hours for cash payments
Check payment instructions
Best Practice: Send reminder notices before demand letters. Use escalating communication: friendly reminder → formal notice → demand letter → legal action.
📊 Financial Reports
Comprehensive financial reporting and analytics for transparency and compliance.
Available Reports
Balance Sheet: Assets, liabilities, and equity (supports Chart of Accounts-based calculations)
Income Statement: Revenue and expenses over time (supports CoA-based P&L)
Cash Flow Statement: Cash inflows and outflows (supports CoA-based categorization)
Aging Report: Outstanding receivables by age
Trial Balance: Verify debits equal credits across all accounts as of any date
General Ledger: Detailed per-account transaction history with running balances
AP Aging Report: Outstanding payables grouped by supplier and aging bucket
Monthly Income Report: Revenue breakdown by category
Expense Report: Expenditure analysis by category
Statement of Account: Individual homeowner ledgers
Transaction History: Detailed transaction logs
Generating Reports
Navigate to Reports
Select report type from the menu
Choose date range or period
Apply any filters (property, category, etc.)
Click Generate Report
View on screen or export to PDF/Excel
Statement of Account
Detailed financial summary for each homeowner showing:
Beginning balance
All charges and invoices
All payments received
Penalties and adjustments
Current balance
Aging Report
Track overdue accounts by aging period:
Current: Not yet due
1-30 days: Recently overdue
31-60 days: Moderate delay
61-90 days: Serious delinquency
90+ days: Critical collection needed
📒 Chart of Accounts & Accounting Setup
Set up and manage a hierarchical chart of accounts for proper double-entry bookkeeping. The Chart of Accounts is the foundation of the entire accounting system — all reports, journal entries, and financial statements depend on it.
Key Features
Five account types: Asset, Liability, Equity, Revenue, Expense
Hierarchical sub-accounts for detailed tracking
One-click initialization with 50+ default Philippine HOA accounts
System accounts auto-created for existing bank accounts
Link expense categories and product categories to CoA accounts
Activate or deactivate accounts as needed
Account codes for standardized numbering
Search and filter with expand/collapse account groups
Getting Started — 7-Step Accounting Setup
A built-in Setup Guide walks you through these steps when you first visit the Chart of Accounts page:
1
Initialize Chart of Accounts — Go to Accounting > Chart of Accounts and click "Initialize". This creates 50+ default accounts aligned with Philippine HOA standards. You can choose to start fresh or generate historical journal entries from existing data.
2
Link Expense Categories — Go to Expenses > Expense Categories. Click "Link to CoA" on each category to connect it to the correct Expense account. This ensures expenses auto-post to the right account when recorded.
3
Link Product Categories — Go to Collections > Product Categories. Click "Link to CoA" on each category to connect it to the correct Revenue account. This ensures invoice revenue auto-posts correctly.
4
Review Journal Entries — Go to Accounting > Journal Entries. As you create invoices, record payments, and log expenses, journal entries are auto-created. You can also create manual entries for adjustments.
5
View Trial Balance — Go to Accounting > Trial Balance to verify that total debits equal total credits. This confirms your books are balanced.
6
View Financial Reports — Check your Balance Sheet, Profit & Loss, and Cashflow Statement under Accounting. These reports are generated automatically from your journal entries.
7
Reconcile Bank Accounts — Go to Accounting > Bank Reconciliation to match your bank statements against internal records. See the Bank Reconciliation section below for detailed steps.
Adding a Custom Account
Click Add Account
Select the parent account (or leave blank for a top-level account)
Enter the account code, name, and type
Save the account
Tip: Use the built-in Setup Guide (available via the "Setup Guide" button on the Chart of Accounts page) for a step-by-step walkthrough of the entire accounting setup.
✏️ Journal Entries
Record and manage double-entry bookkeeping transactions. Most journal entries are auto-generated from invoices, payments, and expenses — but you can also create manual entries for adjustments.
Key Features
Double-entry debit/credit recording with balance enforcement
Auto-generated entries from invoices, payments, and expenses
Manual journal entries for adjustments and corrections
Entry reversal support
Source type tracking (manual, invoice, payment, expense, transfer, adjustment, reversal)
Paginated list with search, filter, and date range options
Auto-incrementing entry numbers
Creating a Manual Journal Entry
Navigate to Accounting → Journal Entries
Click New Entry
Enter the date and description
Add line items — select account, enter debit or credit amount
Verify that total debits equal total credits
Click Save
Tip: Most journal entries are created automatically when you record invoices, payments, and expenses. Manual entries are typically only needed for adjustments, corrections, or special transactions.
⚖️ Trial Balance
Generate a trial balance report showing all account balances as of a specific date. Verify that your books are balanced with total debits equaling total credits.
Key Features
As-of-date report — select any date for the balance snapshot
Accounts grouped by type: Assets, Liabilities, Equity, Revenue, Expenses
Subtotals per account type
Balanced/unbalanced indicator
Print and CSV export
Generating a Trial Balance
Navigate to Reports → Trial Balance
Select the As of Date
Click Generate
Review the report — debits and credits should be equal
Export or print as needed
Important: If total debits don't equal total credits, check for unposted journal entries or corrections that may be needed. A balanced trial balance is essential for accurate financial statements.
📖 General Ledger
View detailed transaction history for any individual account in your chart of accounts. Track every debit and credit with running balance calculations.
Key Features
Per-account transaction detail view
Date range filtering
Running balance calculation respecting normal balance orientation
Match your bank statement lines with internal accounting transactions to ensure your books agree with actual bank records. Import statements, auto-match, or manually match entries.
Key Features
Create reconciliation sessions per bank account
Import bank statements via CSV with smart column auto-detection
Add statement lines manually
Auto-match algorithm for quick reconciliation
Manual line-by-line matching
Statement balance vs. book balance comparison with progress bar
Track reconciliation status (In Progress / Completed)
Getting Started — 4-Step Reconciliation
A built-in guide walks you through the process:
1
Start a New Reconciliation — Click "+ New Reconciliation". Select the bank account, enter the statement date and ending balance from your bank statement.
2
Import Bank Statement — Upload your bank statement CSV file. The system auto-detects columns for date, description, debit, and credit. You can also add lines manually.
3
Match Transactions — Click "Auto Match" to match statement lines to internal transactions automatically. Then manually match any remaining unmatched items by clicking on a statement line and selecting the corresponding internal transaction.
4
Complete Reconciliation — Once all lines are matched and the difference between statement balance and book balance is zero, click "Complete" to finalize.
Tip: Export your bank statement in CSV format directly from your bank's online portal (BPI, BDO, Metrobank, etc.). The system supports multiple date formats and auto-detects column mappings. Use the "Setup Guide" button for a step-by-step walkthrough.
🔒 Period Close
Run the month-end checklist and lock the books for a fiscal month. Once a period is closed, journal entries, invoices, expenses, and payments dated within it cannot be created, edited, or deleted — enforced at the database level so reports stay consistent after board or auditor review.
Key Features
Year and Month selector (defaults to last fully-elapsed month)
Live status badge: OPEN / CLOSED / CLOSED (reopened)
One-click links to Trial Balance, Journal Entries, Bank Reconciliation, P&L, and Balance Sheet
Close button enables only when required checks pass
Admin-only Reopen with required reason and full audit trail (reopened_at, reopened_by, reopen_reason)
Database-level lock: triggers reject any INSERT, UPDATE, or DELETE on entries dated within a closed period
Cooperates with Bank Reconciliation period lock — both can be active simultaneously
Required Checks (must be green to close)
Trial Balance is balanced — total debits equal total credits across all posted journal entries dated in the period.
No unposted draft journal entries — every draft must be posted or deleted.
Bank reconciliation completed — open the Bank Reconciliation module and complete the recon for the period's bank statement.
Review Reminders (informational)
Profit & Loss Statement reviewed for the period
Balance Sheet snapshot generated as of period end
Adjusting entries (accruals, depreciation, corrections) recorded if needed
Closing a Fiscal Period
1
Open the Checklist — Go to Accounting > Period Close. Use the Year and Month dropdowns to pick the period to close (defaults to last month).
2
Address Each Required Check — Click the link button on any red row to jump to the relevant module: Trial Balance to investigate imbalances, Journal Entries to post or delete drafts, Bank Reconciliation to complete a recon. Click Refresh to re-evaluate after fixing each item.
3
Review Reports — Open the P&L and Balance Sheet from the checklist for board records. Add any adjusting entries before closing.
4
Close the Period — Once the three required checks are green, click "Close [Month Year]". Confirm in the dialog. The status flips to CLOSED, and the database immediately blocks any further edits to entries dated within the period.
Reopening a Closed Period
Reopening is admin-only and requires a recorded reason. Use it only for material errors discovered after close (misposted entry, missing revenue, misclassified expense). The audit trail persists across re-close.
1
Select the Closed Period — Go to Accounting > Period Close, pick the closed Year and Month. The green banner shows Period closed with closed_at and closed_by metadata.
2
Click Reopen Period — A modal asks for a Reason (minimum 10 characters). Enter a clear, board-ready justification, e.g., "Correcting misposted utility expense for April — board-approved adjustment per minutes 2026-05-03."
3
Make Corrections, Then Re-Close — Edit, reverse, or add the necessary entries. When done, run the checklist and close the period again. The reopen audit metadata persists on the row, so auditors can see the period was reopened and why.
Tip: Take a Trial Balance and Balance Sheet snapshot before reopening so you can document exactly what changed during the corrections.
Note on dual locks: If a completed Bank Reconciliation overlaps the same period, two locks are active simultaneously. Reopening via Period Close lifts only the period-close lock — the reconciliation lock remains. To fully unlock, also reset that reconciliation in the Bank Reconciliation module.
📋 AP Aging Report
View outstanding payables organized by aging buckets to monitor accounts payable and prioritize payments.
The report auto-generates showing all outstanding payables
Review amounts by aging bucket per supplier
Export or print for board meetings or cash flow planning
📦 Purchase Orders
Create and manage purchase orders for HOA supplies. Track orders from creation through receiving, payment, and inventory updates.
Key Features
Supplier management with quick-add from PO form
Multi-item POs with quantities, unit prices, and totals
Order status tracking: Pending, Partially Received, Received, Cancelled
Payment tracking: Unpaid, Partially Paid, Paid
Partial and full receiving workflow
Auto stock updates for inventory-tracked products on receipt
PO printing with HOA letterhead
Search, filter by status/date, and CSV export
Getting Started — 5-Step Workflow
A built-in Setup Guide walks you through the process:
1
Create Products with Inventory Tracking — Go to Products & Services, add products with "Inventory Tracking" enabled. Set cost price and reorder level. PO line items use these products.
2
Add a Supplier — Go to Expenses > Suppliers and click "+ Add Supplier". You can also quick-add suppliers when creating a PO.
3
Create a Purchase Order — Click "+ New Purchase Order". Select a supplier, add line items with products, quantities, and unit prices.
4
Receive Items — Open the PO and click "Receive Items". Enter received quantities. Supports partial receipts. Stock levels update automatically for tracked products.
5
Record Payment — Open the PO and click "Record Payment" to track how much was paid to the supplier. Supports partial payments.
Tip: Use the "Setup Guide" button on the Purchase Orders page for a step-by-step walkthrough.
📊 Inventory Management & Purchase Orders
Track stock levels, manage purchase orders, receive deliveries, and monitor reorder alerts. Enable in HOAS Services > Modules.
Key Features
Inventory tracking toggle per product with cost price, UOM, reorder level
Stock status dashboard: In Stock, Low Stock, Out of Stock
Single and batch stock adjustments with notes
Low stock alerts for items below reorder level
Purchase order creation with supplier and line items
Receiving workflow — stock auto-updates on receipt
Complete movement history for audit trail
Inventory valuation (cost price x quantity)
CSV export for reporting
Getting Started — 5-Step Setup
A built-in Setup Guide walks you through the inventory workflow:
1
Create a Product with Tracking — Go to Products & Services, click "+ Add Product/Service". Select type "Product", enable "Inventory Tracking", set cost price, reorder level, and opening stock.
2
View Inventory Levels — Go to Inventory to see all tracked products with stock quantities, values, and status badges.
3
Adjust Stock — Click "Adjust Inventory" for batch adjustments or select individual products to adjust. Add notes explaining the reason (e.g., physical count correction).
4
Create a Purchase Order — Go to Purchase Orders, click "+ New Purchase Order". Select a supplier, add products with quantities and prices.
5
Receive Items — Open a PO and click "Receive Items". Enter received quantities for each product. Stock levels update automatically.
Tip: Only products with "Inventory Tracking" enabled appear in the Inventory page. Stock levels update automatically when PO items are received or when invoices are created for tracked products.
✅ Approval Workflows
Configure multi-level approval requirements for expenses, transfers, and purchase orders. Enable in HOAS Services > Modules.
Key Features
1-3 level sequential approval chains
Amount threshold — only require approval above a set amount
Three modules supported: Expenses, Transfers, Purchase Orders
Multiple approvers per level
Self-approval prevention (creator cannot approve own record)
Pending Approvals dashboard across all modules
Complete audit trail with timestamps
Getting Started — 4-Step Setup
A built-in Setup Guide walks you through the process:
1
Configure a Module — Click "Configure" on Expenses, Transfers, or Purchase Orders. Set the number of approval levels (1-3) and an optional amount threshold.
2
Assign Approvers — Select users for each approval level. Multiple approvers can be assigned per level — any one of them can approve.
3
Create a Record — When you create an expense, transfer, or PO above the threshold, it is automatically marked "Pending Approval". The record is locked until fully approved.
4
Approve or Reject — Approvers go to the "Pending Approvals" tab and approve or reject. Levels are sequential — Level 1 must approve before Level 2 can act. If any level rejects, the workflow stops.
Tip: Set the amount threshold to ₱0 to require approval for ALL records, or set a higher value to only require approval for large amounts.
📊 Budgeting
Plan annual HOA budgets per revenue and expense account. Distribute amounts evenly across 12 months or customize per month. Track budget vs actual variance against posted journal entries. Enable in HOAS Services > Modules.
Key Features
One budget per fiscal year per HOA
Auto-load all active Revenue and Expense accounts as budget lines
Annual amount auto-splits evenly across 12 months
Customize per-month amounts for seasonal spending (e.g., 13th month pay)
Budget status workflow: Draft → Approved → Closed
Approved budgets are read-only but still trackable
Budget vs Actual report with monthly + YTD variance
Red highlight for over-budget accounts
Copy previous year's budget as a starting point for next FY
CSV export of variance reports
Built-in setup guide walks you through creating your first budget
Getting Started — 5-Step Setup
A built-in Setup Guide walks you through the process when you enable the module:
1
Set Up Chart of Accounts — Budgeting pulls Revenue and Expense accounts from your Chart of Accounts. Go to Finance > Accounting > Chart of Accounts and make sure your accounts are active.
2
Create a Budget — Go to Finance > Budgeting > Budgets. Click "+ New Budget", choose a fiscal year, and give it a name (e.g., "2026 Operating Budget").
3
Enter Annual Amounts — Type the annual target for each revenue and expense account. The system automatically splits it evenly across 12 months. The "Monthly Pattern" column shows Even, Custom, or Not set.
4
Customize Monthly Distribution (optional) — For accounts with uneven spending like year-end bonuses or seasonal utilities, click the Actions dropdown > "Customize Monthly" to edit per-month values. The modal validates that monthly totals match the annual amount.
5
Save & Approve — Click "Save Changes". When the board approves, click "Approve Budget" to lock it in. Approved budgets become read-only.
Budget vs Actual Report
After posting invoices, payments, and expenses that update journal entries, view the variance report:
Go to Finance > Budgeting > Budget vs Actual
Select a budget and the "as of" month
Compare Annual Budget, Period Budget, Period Actual, Variance, and YTD columns per account
Red variance = over-budget expense OR under-budget revenue (bad direction)
Green variance = under-budget expense OR over-budget revenue (good direction)
Export to CSV for board meetings or external review
Copying to Next Year
From the budget actions dropdown, select "Copy to Next Year" to duplicate the current budget's line items into a new draft budget for the next fiscal year — a fast starting point for annual planning.
Tip: For Philippine HOAs with 13th-month pay or December bonuses, use "Customize Monthly" on salary/benefits accounts to allocate more in December while keeping Jan-Nov at regular levels.
HOA Website
Build a professional public-facing website for your HOA with a drag-and-drop page editor, customizable header and footer, navigation menus, file management, and custom domain support. Enable in HOAS Services > Modules.
Key Features
Drag-and-drop page editor with 20+ section types
Customizable header layout with logo and navigation
Customizable footer layout with contact info and links
Navigation menu builder with custom links
Web file management for images and documents
Custom domain support (e.g., www.yourvillage.com)
Hero banners, image galleries, and video embeds
Announcements, officers, events, and FAQ widgets
Row and column layouts for advanced designs
Mobile-responsive design out of the box
One-click publish and live preview
QR code for easy sharing with homeowners
Getting Started — 5-Step Setup
A built-in Setup Guide walks you through the process when you enable the module:
1
Enable the Module — Go to HOAS Services > Modules and toggle on "HOA Website".
2
Open the Page Editor — Navigate to Website > Page Editor. Drag and drop sections like Hero, About, Announcements, Officers, Contact, Gallery, FAQ, and more to build your homepage.
3
Configure Header & Footer — Go to Website > Header Layout and Website > Footer Layout to customize your site branding, logo, and contact details.
4
Set Up Navigation — Go to Website > Navigation to configure your site menu links. Add links to sections, pages, or external URLs.
5
Publish & Share — Click "Publish" in the Page Editor. Your website is live at your HOA URL. Share the link or QR code with homeowners. Optionally connect a custom domain in Website > Domain Name.
Available Section Types
Hero Banner — Large header image with title and call-to-action
About — Community description and information
Announcements — Latest HOA announcements from your announcement module
Officers — Board members and officers with photos
Contact — Address, email, phone, and map
FAQ — Frequently asked questions with accordion
Gallery — Image galleries and slideshows
Video — Embedded video content
Events — Upcoming community events
Social Links — Links to Facebook, email, and other platforms
Table — Tabular data display
Hotline — Emergency contact numbers
Text — Custom text blocks with rich formatting
Image — Standalone images
Menu — Custom navigation menus
Row/Column — Multi-column layouts
Note: When the HOA Website module is disabled, visitors to your HOA URL are automatically redirected to the Homeowner Portal login page.
📢 Announcements
Communicate important updates and information to all homeowners through the announcement system.
Key Features
Create announcements with rich text and formatting
Upload photos and documents to announcements
Priority levels (normal, important, urgent)
Schedule announcements for future publishing
Mark announcements as pinned for prominence
Track announcement views and engagement
Archive old announcements automatically
Email notifications to homeowners
Creating an Announcement
1
Navigate to HOA Center → Announcements and click New Announcement
2
Enter title and write your message with full text formatting
3
Upload relevant photos or documents if needed
4
Set priority level and choose if announcement should be pinned
5
Publish immediately or schedule for later - homeowners are notified
Priority Levels
Normal: General information and updates
Important: Information requiring attention
Urgent: Critical information requiring immediate action
Common Use Cases
Event Announcements: HOA meetings, community events
Maintenance Notices: Scheduled maintenance, water interruptions
Holiday Greetings: Seasonal messages to the community
📞 Directory
Maintain a per-HOA list of useful contacts (utilities, barangay, security, maintenance, emergency hotlines) so homeowners always know who to call. Always available — no need to enable in Module Management.
Company name and optional contact person per entry
Two mobile-number fields (primary + alternate / hotline)
Email and website fields with tap-to-call / tap-to-mail in the homeowner portal
Address and free-text notes (operating hours, account number reminders)
Display order to control how entries are sorted on the homeowner side
Publish/Hide toggle to draft an entry without showing it to homeowners
Surfaces in the Homeowner Portal under Directory as a quick-action
Getting Started — 3-Step Workflow
1
Add a Contact — Navigate to HOA Center → Directory and click + Add Contact. Pick a category, enter the company name, and fill in the mobile numbers, email, website, address, and notes.
2
Set Visibility — Toggle Published ON to make it appear in the Homeowner Portal. Switch it OFF to hide an entry without deleting it (useful for drafts or temporarily disabled contacts).
3
Homeowner Access — Homeowners tap Directory on the home screen of their portal and see published entries grouped by category. Mobile numbers are tappable (opens the phone dialer), emails open the mail app, and websites open in the browser.
Common Use Cases
Utility hotlines: Meralco, water district, internet/cable provider
Government: Barangay hall, city hall, police, fire, ambulance
Community staff: Security agency, gate guards, admin office
Maintenance contractors: Plumber, electrician, pest control, garbage collection
Tip: Use the Display Order field to push the most-called numbers (utilities, emergency) to the top of the homeowner-side list.
🗳️ Voting & Elections
Run RA 9904-compliant HOA elections, resolutions, and motions online. Auto-exclude members in arrears, snapshot eligibility on publish, track quorum live, and certify results — all without leaving HOAS.
Key Features
Four ballot types per question: Yes/No, Single Choice, Multi Choice, and Board Election (top-N winners)
Multi-question ballots — bundle multiple questions/positions (e.g. President, VP, Treasurer) into one voting event. Voters answer all in one sitting.
Auto-exclude members in arrears as of an admin-set eligibility cutoff date — pulled directly from the live AR ledger
Eligibility snapshot locked at publish time (audit-trail safe)
Per-member (1 vote) or per-property weighting modes
Configurable quorum percentage per ballot (default 25%)
Proxy voting — members can delegate / revoke from the Homeowner Portal
Live turnout & quorum tracking from the admin module
Certified results with winner marks; failed-quorum is a distinct outcome
Compliant with RA 9904 (Magna Carta for Homeowners) and DHSUD Department Circular 2020-003 (online HOA voting)
Lifecycle
Each ballot moves through these stages:
Draft — only admins see it. You can edit type, options, dates, and eligibility settings.
Published — eligibility snapshot is taken; ballot is locked. Visible to homeowners but not yet open for voting.
Open — voting window has begun (now ≥ Opens At). Homeowners cast their votes.
Closed — voting window has ended (now > Closes At). No new votes accepted.
Certified — admin has tallied votes and locked results. Winners marked.
Failed Quorum — at certify time, turnout was below the required quorum percentage. Results not certified.
Getting Started — 5-Step Workflow
1
Draft a Ballot — Go to HOA Center → Voting and click + New Ballot. Enter the ballot title, then add one or more questions/positions (e.g. "President", "Approve 2026 Budget", "Vice President"). Each question has its own type (Yes/No, Single Choice, Multi Choice, or Board Election) and option list. Set the voting window (Opens At / Closes At) on the next step.
2
Configure Eligibility — Set the Eligibility As-Of date (the cutoff for "good standing" per RA 9904), choose Per Member or Per Property weighting, set the Quorum %, and toggle Auto-exclude members in arrears (recommended ON).
3
Publish — From the ballot row's Actions menu, choose Publish. HOAS snapshots the eligible voter list right then. Members with unpaid invoices as of the cutoff date are auto-flagged as ineligible. Once published, the ballot is locked — you can't edit it.
4
Members Vote — Eligible homeowners see the ballot in their Homeowner Portal → Voting tab. They tap Vote Now to cast their vote, or Assign Proxy to delegate to another eligible member. The admin module shows live turnout and quorum status.
5
Certify — After Closes At, choose Certify from the Actions menu. HOAS tallies all votes, marks winners (top-N for elections), and locks the ballot. If turnout is below the quorum threshold, the ballot is marked Failed Quorum instead.
Common Use Cases
Annual board elections: Use Board Election type with Max Choices = number of vacant seats.
Bylaw amendments: Use Yes/No with a higher quorum threshold (e.g. 50%) per your bylaws.
Budget approval: Use Yes/No with the proposed budget linked in the description.
Special assessments: Use Yes/No with the assessment amount and purpose in the description.
Committee selection: Use Multi Choice when members can pick multiple committee members from a slate.
Eligibility Rules
By default, HOAS marks a homeowner as eligible for a given ballot when:
Their homeowner record has status = active (or null for legacy records)
They are listed as the owner of at least one property in the HOA
If exclude-arrears is ON: the sum of unpaid invoice balances on their owned properties (with due_date ≤ as-of date) is zero
For per-property weighting, eligibility is checked at the property level — a member can be eligible on one paid-up property and ineligible on another in arrears.
Important: Per RA 9904, only members in good standing may vote. The auto-arrears feature operationalizes this rule. Always confirm your HOA's specific definition of "good standing" matches your bylaws (some HOAs include other obligations beyond invoices).
Compliance note: DHSUD Department Circular 2020-003 explicitly authorizes online HOA voting. Each ballot in HOAS produces an eligibility snapshot, vote audit trail, and certified results record — the documentation needed for board minutes and DHSUD filings.
👥 User & Role Management
Manage system access with role-based permissions for board members, administrators, and staff.
Key Features
Create sub-users with specific roles and permissions
Select permissions for each module (View, Add, Edit, Delete)
Save - role is available for user assignment
Security Note: Only the main administrator can create/delete roles and manage other administrators. Use the principle of least privilege when assigning permissions.
🏦 Account Management
Track multiple bank accounts, cash on hand, and perform transfers between accounts.
Navigate to Accounting → Accounts and click Add Account
2
Enter account name (e.g., "Main Checking - ABC Bank")
3
Select account type and enter account number
4
Set opening balance and effective date
5
Account is now active and ready for transactions
Transferring Between Accounts
Move funds between your accounts:
Go to Accounts → Transfers
Click New Transfer
Select source account (where money comes from)
Select destination account (where money goes)
Enter amount and date
Add description/reference number
System automatically updates both account balances
Account Types
Checking Account: Primary operating account for daily transactions
Savings Account: Reserve funds and interest-earning deposits
Cash on Hand: Physical cash held by the HOA
Petty Cash: Small cash fund for minor expenses
Best Practice: All payments and expenses should be recorded against the correct account to maintain accurate financial records and bank reconciliation.
⚙️ HOA Settings
Configure all system settings, billing parameters, and organizational details.
Configuration Areas
Organization Details: HOA name, address, contact info
Billing Configuration: Monthly dues, due dates, penalties, auto-invoice settings
SMS Settings: Configure SMS reminders and notifications
Module Management: Enable/disable optional features
House Number Mode: Use house/unit numbers instead of block/lot
Water Rate Tiers: Tiered pricing for water consumption
Signatories: Authorized signers for documents
Logo Upload: Customize invoices and documents
Email Templates: Notification and reminder messages
User Management: Add/remove system users
Guard Management: Security guard login settings
Activity Logs: View comprehensive user activity tracking
Go to HOA Settings → HOA Profile tab (scroll to the Signatories section)
Click Add Signatory
Enter name and title (President, Treasurer, etc.)
Set display order for documents
Signatures appear on official documents and reports
Module Management System
Control which features are enabled for your HOA:
Enable or disable optional modules based on your needs
Available modules: CMP, UPDF, Files, Property Documents, and more
Simplify your interface by hiding unused features
Changes take effect immediately
Can be toggled on/off at any time
House Number Mode
Alternative property identification system:
Use house/unit numbers instead of block and lot numbers
Ideal for condominiums, townhouses, and sequential numbering systems
Toggle between Block/Lot mode and House Number mode
System automatically adapts forms and displays
Historical data preserved when switching modes
Auto-Invoice Generation
Automated monthly billing with notifications:
Schedule automatic invoice generation on specified date
Send email notifications to homeowners automatically
Optional SMS reminders for due dates
Configure email templates and message content
Track delivery status of notifications
SMS Reminder System
Send SMS notifications to homeowners:
1
Go to HOA Settings and configure SMS provider settings
2
Configure SMS provider credentials and settings
3
Enable SMS reminders for invoices and payments
4
Customize SMS message templates
SMS can be sent for:
Invoice generation notifications
Payment due date reminders
Overdue invoice alerts
Payment confirmation messages
Guard Login System
Separate access for security guards:
Create dedicated login accounts for security personnel
Limited access to visitor logs and gate management features
Cannot access financial or homeowner data
Track guard activity and login history
Manage multiple guard accounts
Activity Logging
Comprehensive audit trail of all system activities:
Track all user actions and changes
Record login/logout events
Log data creation, modification, and deletion
Track invoice generation and payment processing
View activity by user, date, or action type
Export activity logs for auditing purposes
Search and filter comprehensive activity history
Module Management: New features can be enabled or disabled in Settings → Module Management. This allows you to customize HOAS to match your HOA's specific needs and keep the interface clean and focused.
Important: Changes to billing settings may affect upcoming invoice generation. Review carefully before saving.
💳 Subscription & Billing
Manage your HOAS platform subscription, billing details, and payment proofs with our manual payment verification system.
Key Features
14-day free trial for new HOAs (no credit card required)
Simple per-property pricing model
Manual payment proof submission and verification
Automated monthly invoice generation after trial
Subscription status tracking
Billing history and invoice archive
Continuous access even with pending invoices
Transparent pricing calculator
Pricing Structure
HOAS uses a simple, transparent per-property pricing model. Every new HOA starts with a 14-day free trial (no credit card required), after which the following rates apply:
Growth Plan: 1-500 properties - ₱7/property/month
Professional Plan: 501-1000 properties - ₱6/property/month
Example: An HOA with 422 properties on the Growth Plan pays: 422 × ₱7 = ₱2,954 per month
Trial Period
All new HOAs receive a 14-day free trial with:
Full access to all features and modules
No credit card or payment method required to start
Unlimited properties during trial
Complete data security and backups
Email support throughout trial period
No data loss - all information preserved after trial
How Billing Works
1
Trial Ends
When your 14-day trial expires, your account automatically converts to active status
2
Invoice Generated
System automatically generates your first subscription invoice based on your property count
3
Payment Due
Invoice is due within 7 days. You continue to have full access to the platform
4
Submit Payment Proof
Make payment via bank transfer and upload proof (receipt, screenshot) in Subscription module
5
Verification
HOAS team reviews your payment proof and marks invoice as paid (usually within 24 hours)
6
Next Month
New invoice automatically generated at the start of each billing period
Payment Methods
You can pay via:
Bank Transfer: Deposit to HOAS bank account (details on invoice)
Online Payment: GCash, PayMaya, or other digital wallets
Check: Company checks accepted for enterprise clients
Submitting Payment Proof
Go to Settings → Subscription
View your current unpaid invoice
Click Upload Payment Proof
Upload clear photo of bank receipt or transaction screenshot
Add reference number and payment date
Submit for verification
Receive confirmation email once approved
Billing Cycle
Understanding your subscription billing:
Invoices generated on the 1st of each month
Payment due within 7 days (by the 8th)
Billing period: Full calendar month
Property count based on active properties in system
Prorated charges for mid-month property additions
Continuous Access Policy
HOAS believes in partnership, not punishment:
No immediate lockout: Account remains active even with unpaid invoices
Payment reminders: Friendly email reminders for pending payments
Grace period: Reasonable time to submit payment before any restrictions
Easy reactivation: Submit payment proof anytime to clear invoices
No data loss: Your HOA data is always safe and accessible
Viewing Subscription Details
In the Subscription module, you can see:
Current subscription status (trial, active, etc.)
Trial end date and days remaining
Current plan and property count
Monthly billing amount
All subscription invoices (paid and unpaid)
Payment proof submission history
Next billing date
14-Day Free Trial: Every new HOA starts with a 14-day free trial with full access to every feature. No credit card required. After the trial, the Growth plan kicks in at just ₱7 per property per month for 1-500 properties.
Property Count Updates: If you add or remove properties, your next invoice will automatically reflect the updated count. You're always charged fairly based on your actual property count.
Frequently Asked Questions
Getting Started
How do I create an account?
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Visit the registration page and fill in your HOA's information including name, address, and contact details. You'll receive a verification email to activate your account. Once verified, log in to complete the setup wizard.
Is there a trial period?
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Yes! All new HOAs receive a 14-day free trial with full access to all features. No credit card or payment method required to start. You can explore the system, import your data, and ensure it meets your needs before any payment is due. After the trial, your account automatically converts to active status and your first monthly invoice is generated based on your property count at ₱7/property/month for 1-500 properties.
Can I import my existing data?
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Absolutely! The system supports CSV import for properties, homeowners, and water meters. You can bulk import your existing records to get started quickly. Detailed import instructions are available in each module.
Billing & Payments
How does automatic monthly billing work?
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Once you configure your billing settings (monthly dues amount, billing date, due date), the system automatically generates invoices for all active properties on the specified billing date each month. You don't need to do anything manually.
What payment methods are supported?
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The system tracks payments made via cash, check, bank transfer, and online payment platforms. While the system doesn't process payments directly, it provides complete recording and tracking of all payment methods.
How are penalties calculated?
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Penalties are automatically calculated based on your settings. You can configure either a percentage (e.g., 2% of outstanding balance) or a fixed amount (e.g., ₱100). The penalty is applied after the grace period expires on overdue invoices.
What happens if a homeowner overpays?
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Overpayments are automatically stored as advance deposits and applied to future invoices. You can also process refunds if requested. The Advance Deposits module shows all prepaid amounts for each homeowner.
Can I offer discounts to homeowners who prepay several months in advance?
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Yes. Go to Collection > Advance Deposit Promo and create a promo. Three benefit types are supported: percent off (e.g. 10% off 12 months), fixed peso off (e.g. ₱500 off), or free months (e.g. pay 11 get 12). When you record the homeowner's advance deposit, toggle "This deposit pays for monthly dues" — the matching promo auto-applies and the system shows exactly which months will be covered. Each drawn Monthly Dues invoice is settled at the effective rate, and the promo discount portion is automatically posted to your Sales Discount account.
Can a promo-flagged advance deposit be used for amenity rentals or other invoices?
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No. An advance deposit flagged "for monthly dues" is reserved exclusively for Monthly Dues invoices to honor the promo. If the homeowner has a separate non-promo advance balance, that portion is still usable for any invoice type. The "Use Advance" button on amenity, gate pass, or other non-Monthly-Dues invoices automatically excludes the promo-locked portion.
Can homeowners view their statements online?
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Yes! You can generate and email Statement of Account reports to homeowners showing their complete transaction history, current balance, and payment status.
Property Management
How do I handle a property transfer?
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Use the Property Transfer feature to change ownership. Enter the new owner's information and transfer date. The system automatically handles the billing transition, ensuring the new owner is charged from the transfer date forward.
Can one homeowner own multiple properties?
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Yes! A single homeowner record can be linked to multiple properties. All invoices and payments are consolidated under one account for easy tracking.
How do I track renters?
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In the Renters module, you can add tenant information for properties that are rented out. This keeps track of who is occupying each property while maintaining the owner's billing responsibility.
Water Metering
How does tiered water billing work?
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You can set up multiple rate tiers in HOA Settings. For example: 0-10m³ @ ₱15/m³, 11-20m³ @ ₱20/m³, 21+m³ @ ₱25/m³. When you record a reading showing 25m³ consumption, the system automatically calculates: (10 × ₱15) + (10 × ₱20) + (5 × ₱25) = ₱475.
What if I miss recording a monthly reading?
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The system alerts you to missing readings with a "Check Missing Readings" button. You can record backdated readings at any time. The consumption will be calculated based on the previous reading.
Can I import meter readings in bulk?
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Yes! Use the Import Readings feature to upload a CSV file with all meter readings at once. This is much faster than entering readings individually, especially for large HOAs.
Financial Management
How do I track different bank accounts?
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The Accounts module lets you create multiple accounts (checking, savings, cash on hand). All transactions are recorded against specific accounts, and you can transfer between accounts when needed.
What reports should I generate for the board?
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For regular board meetings, generate: (1) Income Statement for current month, (2) Balance Sheet showing current financial position, (3) Aging Report to identify delinquent accounts, and (4) Cash Flow Statement to track money movement.
Can I export financial data for my accountant?
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Yes! All reports can be exported to PDF or Excel format. Your accountant can use these exports for tax preparation and audit purposes.
Security & Privacy
Is my HOA's data secure?
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Absolutely! The system uses bank-level encryption and multi-tenant architecture ensuring complete data isolation. Your HOA's data is never visible to other HOAs. All data is backed up continuously and stored in secure data centers.
Can other HOAs see my data?
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No. The system uses Row Level Security at the database level, ensuring complete data isolation between HOAs. It's impossible for one HOA to access another HOA's data.
Who can access the system?
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You control all user access. Add board members, administrators, or staff as needed. Each user has their own login credentials. You can remove access at any time.
Subscription & Pricing
How much does HOAS cost?
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HOAS uses simple per-property pricing. Every new HOA starts with a 14-day free trial, then: ₱7/property/month for 1-500 properties (Growth Plan), ₱6/property/month for 501-1000 properties (Professional Plan), and ₱5/property/month for 1001+ properties (Enterprise Plan). For example, an HOA with 422 properties would pay 422 × ₱7 = ₱2,954 per month.
What happens after my trial expires?
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After your 14-day trial expires, your account automatically converts to active status. The system generates your first subscription invoice based on your property count, which is due within 7 days. You continue to have full access to the platform while the invoice is pending. Simply submit payment proof when ready, and our team will verify and mark it as paid within 24 hours.
Will my account be locked if I don't pay immediately?
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No! HOAS believes in partnership, not punishment. Your account remains active even with pending invoices. We send friendly payment reminders and give you reasonable time to submit payment. You can continue managing your HOA while processing payment. Once you submit payment proof, we verify it quickly and keep your service running smoothly.
How do I pay for my subscription?
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You can pay via bank transfer, GCash, PayMaya, or other online payment methods. After making payment, go to Settings → Subscription and upload your payment proof (bank receipt or transaction screenshot). Our team reviews and confirms payment within 24 hours. It's that simple!
Can I try HOAS for free?
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Yes! Every new HOA gets a 14-day free trial with full access to every feature. No credit card required, no feature limitations during the trial. After the trial, the Growth plan kicks in at ₱7 per property per month for 1-500 properties — simple, transparent, and you only pay for what you use.
New Features & Modules
What is Module Management and how does it work?
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Module Management allows you to enable or disable optional features based on your HOA's specific needs. For example, if you manage CMP loans, enable the CMP module. If you don't use amenities booking, disable that module to keep your interface clean and focused. Changes take effect immediately and can be toggled on/off anytime in HOAS Services → Modules.
What is House Number Mode?
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House Number Mode is an alternative property identification system that uses house or unit numbers instead of block and lot numbers. This is ideal for condominiums, townhouses, or communities with sequential house numbering. You can switch between Block/Lot mode and House Number mode in Settings, and the system automatically adapts all forms and displays. Your historical data is preserved when switching modes.
How do AI-powered HOA Minutes work?
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Upload audio or video recordings of your HOA meetings, and the system automatically transcribes them using AI technology (AssemblyAI). The transcription typically completes in 5-15 minutes, creating searchable text of your meeting. You can also manually enter minutes if you prefer. This feature saves hours of manual transcription work and creates accurate, searchable meeting records.
Can I send SMS reminders to homeowners?
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Yes! Configure SMS settings in Settings → SMS Configuration to send text message reminders for invoice generation, due dates, overdue balances, and payment confirmations. This helps improve collection rates and keeps homeowners informed via their preferred communication channel.
How do payment attachments work?
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Homeowners can upload proof of payment (bank receipts, screenshots) directly to their invoices through the homeowner portal. Administrators can also attach payment proof when recording payments. This feature helps verify payments, resolve disputes quickly, and maintain complete documentation. Multiple attachments per invoice are supported.
What is Guest Invoice Generation?
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Guest Invoice Generation allows you to create invoices for people or entities not linked to a property in your system. This is useful for billing contractors, vendors, event organizers, or guests who use HOA facilities. Simply enter the recipient's details, add invoice items, and send via email just like regular property invoices.
What are CMP and UPDF modules?
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CMP (Community Mortgage Program) and UPDF (Urban Poor Development Fund) are specialized modules for communities participating in government social housing programs. CMP manages SHFC loans, collections, and remittances. UPDF manages fund loans, member collections, withdrawals, and remittances. Enable these modules in Module Management if your community participates in these programs.
What's the difference between Files Management and Property Documents?
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Files Management is a centralized document library for general HOA documents like bylaws, financial reports, contracts, and meeting minutes. Property Documents are specifically attached to individual properties and include titles, deeds, permits, and property-specific paperwork. Use Files Management for HOA-wide documents and Property Documents for property-specific files.
How does Activity Logging work?
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Activity Logging provides a comprehensive audit trail of all user actions in the system. It tracks logins, data changes, invoice generation, payment processing, and more. You can view activity by user, date, or action type, and export logs for auditing purposes. This feature helps maintain accountability and provides a complete history of system usage.
What is the Guard Login System?
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The Guard Login System provides separate access for security guards with limited permissions. Guards can access visitor logs and gate management features but cannot view financial data or homeowner information. This ensures security personnel have the tools they need while protecting sensitive HOA data.
Technical Support
What browsers are supported?
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The system works on all modern browsers including Chrome, Firefox, Safari, and Edge. We recommend keeping your browser updated for the best experience.
Can I use the system on my phone or tablet?
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Yes! The system is fully responsive and works on all devices. You can manage your HOA from anywhere with an internet connection.
What if I need help?
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We provide comprehensive support including email support, video tutorials, and this documentation. For urgent issues, contact our support team during business hours.
Are there video tutorials available?
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Yes! We maintain a library of video tutorials covering all major features. These are available in the Help section and on our YouTube channel.
Support & Contact
Getting Help
We're here to help you succeed with the HOA Management System. Here are the ways to get support:
📧 Email Support
Send detailed questions or issues to: support@hoas.ph
Monday - Friday: 9:00 AM - 5:00 PM Philippine Time
Saturday: 10:00 AM - 2:00 PM Philippine Time
Sunday: Closed
Report a Bug
Found an issue? Help us improve by reporting bugs. Include:
Detailed description of the problem
Steps to reproduce the issue
Screenshots if applicable
Browser and device information
Email bug reports to: support@hoas.ph
Feature Requests
Have an idea for a new feature? We'd love to hear it! Send your suggestions to: support@hoas.ph
Free Onboarding Support! Join our Facebook community for free onboarding assistance. Our team and experienced HOA administrators are ready to help you get started, import your data, and configure your system perfectly for your needs.