HOA & COMMUNITY ASSOCIATIONS
Run the association without turning accounting, owners and maintenance into three systems.
ExactEstate keeps owner records, money, work and communication connected around the association so the team spends less time reconciling systems and more time operating the community.
A simpler market does not justify a fragmented stack.
Give owners the view they need.
The owner portal is one of six portal audiences the platform serves — applicant, resident, owner, vendor, case worker and payroll employee — and it gives an association owner their own ledger, their documents and their messages with the association in one place.
An owner who can see their balance and the governing documents without calling the office is an owner who calls the office less.
Keep the books connected to the operation.
Dues are assessed, charged and collected against the owner record, and the payment lands in the association’s books as the same transaction — general ledger, reconciliation and statements included.
The association is not a special case with its own spreadsheet. It is a property with owners instead of residents, and the accounting is the same accounting.
Maintenance should keep the context.
Request
An owner or a manager raises the request against the common area or the unit it concerns.
Work order
The request becomes a work order with the location, the history and the owner conversation attached.
Vendor or technician
The order is assigned, and the person doing the work sees what was reported, not a summary of it.
Documentation
Photographs, notes and cost are recorded on the order as the job is done.
Close
The order closes with its evidence, and the history stays with the property for the board and for the next request.
Communicate without losing the record.
Messages between the association and an owner are kept on the owner’s record, alongside the ledger and the work orders they refer to, so the next person to pick up the thread reads the whole thread.
Which channels a given association sends through is a configuration question. What is constant is that the conversation is not lost when the manager changes.
See the board-ready picture.
The board asks three kinds of question, and each has a report behind it rather than a tile.
Owners
Balances, delinquency and who has and has not paid, by owner and by period.
Money
Statements, budget against actual and the reconciliation history behind the numbers.
Operations
Open work orders, their age and what was closed, with the evidence attached.