PayHOA: Features, Pricing, Integrations & AI Visibility

PayHOA is an HOA platform for self-managed associations and management companies, and the most transparent vendor on pricing in the category guide to association software. Its homepage covers general ledger accounting, budgets and 50 or more types of reports, bank reconciliation with bank connection and syncing, invoicing and payments, accounts payable with vendor approval workflows, violations enforcement, request forms for maintenance, architectural and general requests, an owner portal, texts, emails and phone calls, a USPS mailroom, a website builder, voting and surveys, resale documents, and optional bookkeeping starting at $199 per month. It claims 6,000 or more communities. Its integrations are rails rather than platforms: Stripe, Twilio, Plaid, Western Alliance Bank, Lob and Google Calendar. The facts panel below is rendered from our vendor database with a source and verification date on each entry.

Who it fits

The database tags HOA communities, and the research tags self-managed HOAs first and management companies second. The self-managed board is the buyer the homepage is written for. Its pitch is save hours every week through automation, and the customer quote it leads with is about the cost of a management company: you’re talking about $70k in savings over two years. A board at a 200-home association that has decided to run itself, or is deciding whether to leave a manager, gets its own ledger, dues collection, violations and a portal at a price it can read before the demo.

A management company is a stated buyer too, at $0.55 per unit per month with a $275 minimum, and the AP approval workflows and per-association ledger are the features that serve it. Nothing on the site describes running hundreds of associations, so a company at that size should ask for a reference at its scale and read the CINC Systems profile alongside this one. A board that wants to keep the books in QuickBooks should look at HOALife instead, since PayHOA carries its own general ledger.

Pricing

Published, and billed yearly. The subscription runs from $49 per month for up to 25 units to $249 per month at 401 to 500 units. Above 500 units, and for management companies at any size, it is $0.55 per unit per month with a $275 monthly minimum. Transactions are priced separately: $2.45 per ACH payment, 3.5 percent plus $0.50 per card payment, and $1.05 to $1.25 per mailed letter. Optional bookkeeping starts at $199 per month.

Ask who pays the transaction fee, the owner or the association, and whether you can choose. Ask what yearly billing means if the association leaves mid-term. Ask what bookkeeping at $199 covers, since a board buying it is buying back the accounting job it took on when it left its management company.

Run the number for your association. At 300 homes the subscription sits inside the published bands; at 600 homes it is $330 per month before transactions.

Integrations

The database record carries no integration entry, because the six names on the homepage are rails, not property management systems. Stripe and Plaid carry payments and bank connection, Western Alliance Bank is the named bank, Twilio carries texts and calls, Lob carries the printed letters, and Google Calendar carries events. That is a complete stack for a self-managed board and a short one for a management company whose associations bank elsewhere. Ask what bank connection and syncing means for a bank that is not Western Alliance: a Plaid feed, a lockbox file, or reconciliation only. Ask whether the ACH and card fees are Stripe’s or PayHOA’s. No PMS is named, which is normal here; PayHOA is the system of record, so a company that manages rentals on AppFolio or Buildium would run two systems.

Limitations and questions to ask

Accounting depth first. Ask how the general ledger handles a reserve fund alongside the operating account, how the monthly financial package is produced, and whether an auditor can work from the exports. Ask how many associations one person can carry at a management company on PayHOA.

Enforcement second. Ask whether a violation can be logged in the field with a location, whether the notice templates are yours to edit, how an architectural request moves through the request form to a board decision, and what the audit trail shows on a disputed fine.

The board third. Ask what a board member can approve, vote on and read from a phone without an administrator, and how the vendor approval workflow routes an invoice.

The mailroom fourth. At $1.05 to $1.25 per letter, ask how many letters an association like yours sends a year, because statutory notices by mail add up at scale.

Support last. A self-managed board has no IT department. Ask what support is included at each tier and what the response time is.

Alternatives

The ten vendors compared side by side carry the same facts. The other vendor built for self-managed boards is HOALife, which runs accounting through a QuickBooks Online sync and starts at $199 per month, month-to-month. HOA Central, the HOA-specific brand from Condo Control, sells a similar set with managed accounting and tailored pricing. A management company that outgrows the per-unit model should read the Vantaca profile.

AI visibility

The AI Shortlist Index will measure HOA management software when a prompt set for the category is approved, and the PayHOA row will appear here from that edition on.