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 the property details
- Click Transfer Property
- Enter the new homeowner information
- Set the transfer date
- System automatically handles billing transition
Important: Property transfers automatically update billing records to ensure the new owner is charged from the transfer date forward.
📄 Billing & Invoicing
Automated monthly dues generation, custom billing, and comprehensive invoice management.
Key Features
- Automated monthly dues generation based on property type
- Custom monthly due amount per property (override default rate)
- Customizable billing rates and due dates
- Grace period before penalties apply
- Automatic penalty calculation for overdue invoices
- Penalties only applied after due date (paid on time = no penalty)
- Manual invoice creation for special charges
- Multi-item invoices with product/service catalog
- Bulk invoice generation and batch actions
- Batch delete invoices with proper cleanup
- Email invoices to homeowners (PDF)
- Customizable invoice instructions and terms
Monthly Dues Setup
Configure your monthly dues structure in HOA Settings:
- Go to Settings → HOA Settings
- Set your monthly dues amount (e.g., ₱150/month)
- Choose the billing date (e.g., 1st of every month)
- Set the due date (e.g., 15th of every month)
- Configure grace period (days before penalty applies)
- Set penalty start date (when penalties begin applying)
- Set penalty rate (percentage or fixed amount)
Custom Monthly Dues per Property
Override default monthly dues for specific properties:
- Navigate to the property details
- Set "Custom Monthly Due" field
- System will use custom amount instead of default for this property
- Useful for corner lots, larger properties, or special assessments
Automation: Once configured, the system automatically generates invoices on the billing date for all active properties.
Creating Manual Invoices
For one-time charges or special assessments:
1
Go to Billing and click Create Invoice
2
Select the property to bill
3
Add line items from your product/service catalog or create custom items
4
Set the due date and add any notes
5
Click Generate Invoice - homeowner will be notified
Invoice Status
Invoices can have the following statuses:
- Pending: Invoice created but not yet due
- Overdue: Past due date, penalties may apply
- Partially Paid: Payment received but balance remains
- Paid: Fully paid and closed
- Cancelled: Voided or cancelled invoice
Common Use Cases
- Monthly Association Dues: Automated recurring charges
- Special Assessments: One-time charges for improvements
- Amenity Fees: Pool, clubhouse, or facility usage charges
- Violation Fines: Penalties for rule violations
- Transfer Fees: Charges for property ownership transfers
💳 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 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
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 and click Add Expense
2
Enter expense details: date, amount, and description
3
Select or create expense category (utilities, maintenance, etc.)
4
Choose supplier/vendor from list or add new
5
Select payment method and account to charge
6
Upload receipt/invoice for documentation
Expense Categories
Organize expenses using customizable categories:
- Utilities: Water, electricity, internet
- Maintenance: Repairs, landscaping, cleaning
- Security: Guards, CCTV, access systems
- Administrative: Office supplies, software, legal fees
- Insurance: Property and liability coverage
- Improvements: Capital projects and upgrades
Supplier Management
Maintain a database of vendors including:
- Company name and contact information
- Service/product provided
- Complete transaction history
- Total amount paid over time
💧 Water Metering
Comprehensive water consumption tracking and billing system with tiered rate calculations.
Key Features
- Individual meter management per property
- Monthly reading recording with photo uploads
- Automatic consumption calculation
- Tiered rate structure support
- Invoice generation based on consumption
- Missing reading alerts and reminders
- Historical consumption reports
- Bulk import for meter readings
Setting Up Water Meters
1
Go to Water Metering and click Add Meter
2
Select the property and enter unique meter number
3
Enter installation date and initial reading (starting meter value)
4
Meter is now active and ready for monthly readings
Important: Always set the initial reading when adding a new meter. This ensures accurate consumption calculations from the first billing period.
Recording Monthly Readings
- Navigate to Water Readings tab
- Click Add Reading
- Select meter/property
- Enter current meter reading and date
- Upload photo of meter (recommended)
- System automatically calculates consumption and billing amount
- Click Save to record
Tiered Rate Configuration
Set up progressive billing rates in HOA Settings:
- Tier 1: 0-10 cubic meters @ $2/m³
- Tier 2: 11-20 cubic meters @ $3/m³
- Tier 3: 21+ cubic meters @ $4/m³
System automatically applies correct rates based on consumption.
Generating Water Bills
After recording all monthly readings:
- Click Generate Invoices
- Select billing period
- Review readings and amounts
- Click Create Invoices
- Invoices are added to each property's account
Best Practice: Take photos of meters when recording readings to prevent disputes and maintain accurate records.
🚗 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 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 document tracking and bond management.
Key Features
- Permit application submission and tracking
- Document and blueprint uploads
- Approval workflow management
- Status tracking (pending, approved, rejected)
- Start and end date recording
- Contractor information tracking
- Bond/deposit management with refund tracking
- Automated invoice generation for permit fees
- Permit history and compliance records
Submitting a Permit Application
- Go to Construction Permits
- Click New Permit Request
- Select property and describe work to be done
- Upload required documents (plans, blueprints)
- Enter contractor details
- Set permit fee and bond amount if applicable
- Submit for board review
Permit Approval Process
- Pending: Application submitted, awaiting review
- Approved: Work can commence, invoice generated for fees
- Rejected: Application denied with reason
- Completed: Work finished and inspected
Bond Management
Track construction bonds and deposits:
- Set bond amount during permit application
- Track bond collection and status
- Record bond refunds upon completion
- Automatic refund status updates
🏊 Amenities Booking
Manage reservations for HOA amenities like pools, clubhouses, gyms, and function halls with automated billing.
Key Features
- Amenity management with photos and descriptions
- Online booking system with calendar view
- Guest booking support (non-residents)
- Automated booking invoices and fees
- Deposit collection and refund tracking
- Time slot management and availability
- Capacity limits per amenity
- Booking approval workflow
- Booking history and reports
Setting Up Amenities
1
Navigate to Amenities and click Add Amenity
2
Enter amenity name, description, and capacity
3
Set booking rates (resident rate and guest rate)
4
Configure deposit amount if required
5
Upload photos and set availability hours
Making a Booking
Homeowners or administrators can book amenities:
- View amenities calendar
- Select date and amenity
- Choose time slot
- Enter booking details and number of guests
- For guest bookings: provide guest name and contact
- System generates invoice for booking fee and deposit
- Pay invoice to confirm booking
Booking Status
- Pending: Booking created, awaiting payment
- Confirmed: Payment received, booking active
- Completed: Event finished, deposit eligible for refund
- Cancelled: Booking cancelled, refund processed
Deposit Refunds
Handle security deposits after events:
- After event completion, inspect amenity
- If no damage, mark deposit as refunded
- If damage occurred, deduct from deposit
- System tracks all refunds and deductions
Guest Bookings: The system supports both resident and guest bookings. Guest bookings typically have higher rates and require full payment upfront.
📋 Concerns & Issues
Resident feedback and issue tracking system for maintenance requests and complaints.
Key Features
- Submit concerns and maintenance requests
- Photo attachments for visual documentation
- Priority level assignment
- Status tracking and updates
- Response and resolution tracking
- Anonymous reporting option
- Category-based organization
Submitting a Concern
1
Navigate to Concerns and click Submit Concern
2
Select concern category (maintenance, noise, security, etc.)
3
Describe the issue in detail
4
Upload photos if applicable
5
Set priority level (low, medium, high, urgent)
6
Submit - board will be notified and can respond
Concern Categories
- Maintenance: Repair requests for common areas
- Noise Complaint: Disturbances from other residents
- Security: Safety concerns or incidents
- Rule Violation: Report violations of HOA rules
- Amenity Issue: Problems with pool, gym, clubhouse
- Other: General questions or concerns
📝 HOA Minutes & Meeting Records
Record, transcribe, and manage HOA meeting minutes with AI-powered audio transcription.
Key Features
- Audio/video recording upload (up to 50MB per file, 5GB total)
- AI-powered automatic transcription via AssemblyAI
- Support for multiple file formats (MP3, MP4, WAV, M4A, WebM)
- Manual text entry for typed minutes
- Meeting metadata tracking (date, type, attendees)
- Searchable meeting archive
- Document attachments and supplementary files
- Automatic transcription status monitoring
- Failed transcription recovery system
Recording Meeting Minutes
1
Navigate to HOA Minutes and click New Meeting Record
2
Enter meeting details: title, date, and meeting type
3
Option A: Upload audio/video recording for automatic transcription
Option B: Type or paste minutes manually
4
Add attendees and any supplementary documents
5
If audio uploaded, AI transcription starts automatically (5-15 minutes)
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.
🏡 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 email address in their profile
2
System automatically links homeowner record to auth account by email
3
Send homeowner link to portal: https://[your-hoa].hoas.ph/homeowner-login.html
4
Homeowner creates password and logs in to view their account
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 Billing → Demand Letters
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
- Income Statement: Revenue and expenses over time
- Cash Flow Statement: Cash inflows and outflows
- Aging Report: Outstanding receivables by age
- 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
📢 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 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
- Policy Updates: Rule changes, new regulations
- Safety Alerts: Security concerns, weather advisories
- Holiday Greetings: Seasonal messages to the community
👥 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
- Customizable roles (Treasurer, Secretary, Board Member, etc.)
- Granular permission control per module
- Activity logging and audit trails
- User account management (activate, deactivate)
- Password reset for sub-users
- Position and title assignment
- Track who made what changes
Creating a Sub-User
1
Go to Settings → Sub-Users and click Add User
2
Enter user's full name, email, and phone number
3
Assign a role or create a custom role with specific permissions
4
Set their position/title (e.g., Treasurer, Secretary)
5
User receives email with login credentials and access instructions
Default Roles
- Administrator: Full access to all modules and settings
- Treasurer: Financial management focus (billing, payments, reports)
- Secretary: Administrative tasks (announcements, concerns, permits)
- Board Member: View access with limited editing capabilities
- Staff: Task-specific permissions (meter reading, payments only)
Managing Roles
Create custom roles by:
- Navigate to Settings → User Roles
- Click Create Role
- Name the role and provide description
- 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.
Key Features
- Multiple account types (checking, savings, cash, petty cash)
- Real-time balance tracking per account
- Account transfers with full audit trail
- Opening and current balance management
- Transaction categorization by account
- Account reconciliation tools
- Historical balance reports
- Account status (active, inactive)
Adding an Account
1
Navigate to 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
- 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
- Subscription Management: Billing and plan details
Billing Settings
Essential configuration for automated billing:
- Monthly Due Amount: Standard monthly assessment
- Billing Date: Day of month to generate invoices
- Due Date: Day of month payment is due
- Grace Period: Days after due date before penalty
- Penalty Rate: Late fee percentage or amount
- Enable Auto-Billing: Toggle automatic invoice generation
Signatory Management
Add authorized officers for documents:
- Go to Settings → Signatories
- Click Add Signatory
- Enter name and title (President, Treasurer, etc.)
- Set display order for documents
- Signatures appear on official documents and reports
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
- 90-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:
- Free Tier: 0-100 properties - ₱0/month (Always free!)
- Growth Plan: 101-500 properties - ₱7/property/month
- Professional Plan: 501-1000 properties - ₱6/property/month
- Enterprise Plan: 1001+ properties - ₱5/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 generous 90-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 90-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
Free Forever for Small HOAs: Homeowners associations with 100 or fewer properties can use HOAS completely free forever! No hidden costs, no trial limits. Perfect for small communities.
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 generous 90-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 monthly invoices are generated. Plus, if you have 100 or fewer properties, you can use HOAS completely free forever!
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., $25). 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 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 Settings. For example: 0-10m³ @ $2/m³, 11-20m³ @ $3/m³, 21+m³ @ $4/m³. When you record a reading showing 25m³ consumption, the system automatically calculates: (10 × $2) + (10 × $3) + (5 × $4) = $70.
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: Free for 0-100 properties, ₱7/property/month for 101-500 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 90-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 really use HOAS for free?
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Yes! If your HOA has 100 or fewer properties, HOAS is completely free forever. No hidden costs, no feature limitations, no trial restrictions. This is perfect for small homeowners associations and communities. You get full access to all features at no cost.
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.
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.