Best HOA Accounting Software
The best HOA accounting software for a self-managed association is usually Buildium: it keeps operating and reserve funds apart, tracks each owner's balance, and starts at $62 a month. DoorLoop costs more but suits associations past 80 homes, and AppFolio fits only when a management company keeps the books. If you also own rentals, our pick of the best property management software for small landlords covers that side.
By LandlordTested editorial teamPrices checked
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Our picks
- 1
Buildium
Our pickBest HOA accounting for most boards. Double-entry books, owner ledgers and association support from $62 a month, flat up to 40 units on its calculator.
7.9/10 provisionalNo free plan- 1 unit
- $62/mo
- 5 units
- $62/mo
- 20 units
- $62/mo
Pros, cons and who should skip itHide details
Good
- Real accounting with trust-account support.
- Price is flat across a wide unit range.
- Owner and resident portals included.
Watch out
- Transaction fees (EFT, bank setup, e-sign) add meaningfully to the base price.
- Live phone support starts on the $192 Growth plan.
- Prices have risen repeatedly in recent years.
Skip it if
One or two units, where $62 a month is hard to justify.
- 2
DoorLoop
Best for associations past 80 homes. Core accounting, payments and portals at $2.50 per unit with a $199 monthly minimum, with unlimited users.
7.0/10 provisionalNo free plan- 1 unit
- $199/mo
- 5 units
- $199/mo
- 20 units
- $199/mo
Pros, cons and who should skip itHide details
Good
- Clean, modern interface.
- Full accounting and owner portal.
- Low tenant ACH fee.
Watch out
- The $199 minimum makes it expensive below about 40 units.
- Add-ons (e-sign, SMS, websites) raise the real price.
- Support starts with a chatbot.
Skip it if
Small landlords: at 5 units you would pay $199 a month.
- 3
AppFolio
Best when a management company keeps the books. Professional accounting and reporting for managers, with a 50-unit minimum and minimum spend.
5.5/10 provisionalNo free plan- 1 unit
- Quote
- 5 units
- Quote
- 20 units
- Quote
Pros, cons and who should skip itHide details
Good
- Deep, mature feature set.
- Strong accounting and reporting.
- Built for teams.
Watch out
- 50-unit minimum shuts out small landlords.
- Quote-based pricing.
- Residents often complain about payment fees.
Skip it if
Self-managing landlords: you cannot sign up below 50 units.
Monthly landlord subscription on the cheapest plan that collects rent online, billed yearly where that’s the only or cheapest option. Tenant-paid fees are listed in each review. Prices checked Oct 18, 2026. Scores are provisional until our account tests are done.
On this page
What makes HOA accounting different
HOA accounting software has to do things a landlord’s books never need. An association holds money for every owner, answers to all of them, and changes treasurers every few years. Here’s what that means in practice.
Fund accounting. The operating fund pays for this year’s landscaping, insurance and utilities. The reserve fund saves for the roof, paving and pool that will need replacing in 10 or 20 years. They should sit in separate bank accounts and be tracked as separate funds, with every transfer between them approved by the board and recorded.
Owner ledgers. Each lot or unit has its own account: regular assessments, special assessments, late fees, payments and the running balance. A good system bills on a schedule and shows each owner what they owe without the treasurer building a spreadsheet.
Budget against actual. The board adopts a budget, owners get a copy, and the treasurer reports actual spending against it every quarter or every meeting. Your software should produce this report in a few clicks.
Delinquency reports. An aging report shows who’s 30, 60 and 90 days behind. It drives your collection policy, so it has to be accurate.
Accrual basis. Most associations book assessments when billed and bills when received, not only when cash moves. That’s what lets you see real receivables and payables.
Tax filing. Associations generally file a federal return each year. Many use Form 1120-H, which taxes only non-exempt income like bank interest, if they meet annual tests on where their income comes from and how they spend it. Ask your tax preparer which form fits.
What to look for in accounting software for an HOA
- Separate funds and bank accounts for operating and reserves.
- Automated assessment billing with online payment and clear payment fees.
- Late fees that follow your governing documents. The declaration usually sets the amount and timing, and some states regulate HOA late fees too.
- Board-ready reports: balance sheet, income statement, budget against actual, and aging.
- Bank reconciliation every month.
- Read-only access for board members who aren’t the treasurer.
- An audit trail showing who entered and changed what.
The picks
Buildium: best for most boards
Buildium supports association management, so its accounting is built around properties, owners and funds rather than only tenants. You get double-entry books, owner accounts, online payments and standard and bulk reporting on Essential. Essential costs $62 a month, or $55.80 a month billed annually, and the pricing calculator showed the same price at 20 and 40 units. Above 40, ask for a quote.
The costs that change the math:
- $99 per business bank account on Essential. Operating plus reserve is $198. Growth ($192 a month) includes 10 accounts free.
- Incoming EFT at $2.35 on Essential, which you can charge to the owner or absorb. Cards are 2.99%.
- Reporting automation and live phone support start on Growth.
For a 30-home association, Essential works out to about $2.07 per home per month before payment fees. Reviewers mention repeated price increases and limited report customization, so export your year-end reports and keep copies.
Wrong for: associations whose treasurer wants a plain general ledger and nothing else.
DoorLoop: best past 80 homes
DoorLoop supports associations alongside rentals, with core accounting, payments, owner portals, unlimited users and a full API on its One plan. Pricing is $2.50 per unit a month with a $199 monthly minimum, so you pay $199 until about 80 homes, then $2.50 per home. At 100 homes, that’s $250 a month.
Unlimited users means every board member can have a login. ACH payments cost the payer $1.50 each on One and are free on Connect ($4 per unit, $299 minimum). Reviewers point to add-on fees and a preference for chatbot support over live help.
Wrong for: associations under 80 homes, where the $199 minimum is more than three times Buildium Essential.
AppFolio: when a manager keeps the books
AppFolio is built for professional property managers. Core starts at $1.49 per unit a month, with a 50-unit minimum and a minimum monthly spend that the vendor no longer publishes (the last figure was $298 a month, in 2024). Pricing is quote-based, and there’s a one-time onboarding fee according to third-party reports.
If your board hires a management company, there’s a fair chance it runs your books on AppFolio or Buildium. Ask for read-only board access and monthly bank statements alongside its reports.
Wrong for: self-managed associations.
A monthly routine for the treasurer
Whatever software you pick, the books stay clean with the same few habits:
- Reconcile every bank account against the statement, operating and reserve separately.
- Run the aging report and send reminders on anything past 30 days, following your collection policy.
- Record transfers to reserves as the budget says, and note the board approval in the minutes.
- Check budget against actual and flag any line running more than 10% over before the next meeting.
- Save the month’s statements and reports in a shared folder the whole board can reach, not only in the software.
Two people should see the bank statements every month. It’s a basic control against mistakes and fraud, and it protects the treasurer from suspicion as much as it protects the owners.
Dedicated HOA tools and general ledgers
Some software is built only for associations. PayHOA targets self-managed HOAs with dues collection, communication and accounting. Condo Control focuses on condo and community associations. Check their current pricing directly.
General accounting software like QuickBooks is also common with HOA treasurers. It’s flexible and familiar to most CPAs, but owner billing, online dues and delinquency tracking take more manual work.
When none of these fit
If your association has fewer than 15 homes and bills dues once or twice a year, a separate operating and reserve bank account, a simple owner ledger and a general accounting tool may be all you need. Whatever you choose, document the process, keep bank statements with the minutes, and have an outside CPA look at the books regularly. It protects the treasurer as much as the owners.
Questions landlords ask
The questions we get most, each answered in a paragraph.
What accounting method should an HOA use?
Most associations use accrual accounting, recording assessments when they're billed and expenses when they're incurred, because it shows what owners owe and what the association owes at any moment. Some very small associations use cash basis. Your governing documents, state law or your CPA may require one or the other, so check before you set up the books.
Can an HOA use QuickBooks?
Many small associations do. General accounting software can track operating and reserve funds as separate accounts or classes, and a treasurer who knows it can produce clean reports. What you give up is the HOA side: owner ledgers, assessment billing, online dues payments and delinquency tracking take more manual work than in property management software built for associations.
Does an HOA have to file a tax return?
Yes. Associations generally file a federal return every year, even if they owe nothing. Many file Form 1120-H, which taxes only non-exempt income such as interest, but the association has to meet income and spending tests each year to use it. Others file Form 1120. Ask your tax preparer which applies and whether your state requires a return too.
How should an HOA track reserve funds?
Keep reserves in a separate bank account and a separate fund in your books, and record every transfer between operating and reserves with a board decision behind it. Compare the balance against your reserve study each year. In software, that means at least two connected bank accounts. Buildium's Essential plan charges $99 to set up each one.
Does an HOA need an audit?
It depends on your state and your governing documents. Some require an annual audit or review above a certain budget size, others leave it to the board or the owners to request one. Even when it isn't required, a review by an outside CPA every year or two protects volunteer board members. Check your bylaws and state statute.