Community management companies have always been the backbone supporting high-functioning condos and HOAs. From answering resident questions to assisting with legal issues, and even putting out literal fires, good community managers are invaluable to a community association.
But rapid changes within the industry, coupled with mounting demands and expectations from residents and board members, have put significant pressure on management companies. Margins are thin, burnout is real, and the workload is only getting heavier.
According to the latest data, there are more than 370,000 community associations in the United States, but only 9,000 –10,000 Community association management companies. Of course, some communities are self-managed, but the majority of them pay a professional manager to assist with operations.
And yet, firms still plan to grow. Growth is generally a top priority because it is the key strategy for bringing in additional revenue.
So, how can community management companies achieve growth without increasing payroll or losing the clients they currently care for?
Software is definitely going to be a part of the equation.
Choosing a software for growth
To grow a portfolio without growing headcount, firms need software that goes beyond the basics. Task management is no longer enough. Performance needs to be front and center.
What does that mean? Automation, AI, data insights and unified operational control are becoming essential in order for community management companies to really get ahead.
When assessing or selecting a software to help you scale, these are some of the must-haves:
Automation: Look for built-in workflows, AI tools, and self-service portals.
Tools for residents/board: The more self-service tools available, the less burden on your staff.
SOPs across communities: If you manage multiple buildings/HOAs, look for portfolio-wide dashboards that standardize processes.
Financial and reporting capabilities: Strong visibility into budgets, performance and compliance.
Sign up and go: Getting started should be easy for everyone. Steep learning curves impact adoption rates and usage potential.
Integration capabilities: Having the option to combine two top-performing software ensures your team can be as effective as possible in all areas of property management.
Scalability: As your portfolio grows, your software must grow too.
Measurable results
It is hard to say for certain how much time and/or money community management companies will save when they implement software designed for growth. It really depends on how efficient (or inefficient) workflows were before the software, and how well the team uses the software.
That said, individual managers can save approximately 15 hours a week by leveraging software automation.
Communication response times can be improved by more than 50%. Labor costs can also be cut in half.
With the right software, management companies will see noticeable results. Without it, they may find that their KPIs trend in the wrong direction.
Top software options for community management companies
Finding the right fit can always feel a bit challenging, especially when managers have different ideas about what tech tools will truly help them succeed. But after doing some digging, we have found 5 software platforms that meet the needs and requirements of almost any community management company.
See how each one can help increase productivity and generate more revenue for your business.
1. Condo Control
Best for – management firms that want a complete solution for their condo and HOA communities.
Condo Control is a portfolio-ready operating system for condo and HOA management companies. It helps firms scale by standardizing operations, resolving resident questions at first contact, and promoting audit-ready governance across every community.
Top features
- Multichannel communication, including resident portal
- AI resident assistant
- Record and document storage
- Financial management
- Extensive back-office integrations
How Condo Control helps management companies scale
| Challenge | Solution |
| Managers lose too much time responding to resident calls and emails. | AI assistant, self-serve tools and customer support resolve routine questions right away, and route more complex matters to the right place. |
| Board pressure for transparency. Clients expect more from managers. | Portfolio and community dashboards allow management to share accurate insights without having to manually crunch data. |
| Thin margins make it difficult to hire more staff, which increases the workload for existing staff. | Automated workflows and standardization reduce admin work, allowing your team to accomplish more with the same number of people. |
2. CINC Systems
Best for – enterprise-level management firms that require deep financial and operational control.
CINC Systems leads the way in community management innovation. With powerful AI tools and unmatched banking and accounting solutions, it easily builds more efficient workflows and processes for large firms that strive to do it all.
Top features
- Comprehensive AP and AR
- Auto-reconciliation
- Cephai AI-powered assistance
- AI-driven forecasting
- Compliance tracking
How CINC Systems helps management companies scale
| Challenge | Solution |
| Achieving sustainable growth and maintaining high level of client service. | A single platform to manage accounting, improve transparency by producing real-time reports, and strengthen client relationships with communication tools. |
| Large volumes of admin work create opportunities for errors/inaccurate data. | Automation reduced manual data entry, streamlines financial reporting, and increases productivity. |
| Data is stored in different places, reducing efficiencies and making it harder to see “the bigger picture.” | Centralized data and AI-driven forecasting provide actionable insights and renewed confidence. |
3. TownSq
Best for – condo and HOA management companies that want a unified platform emphasizing resident engagement and mobile accessibility.
TownSq aims to create a better living experience for neighborhoods while elevating efficiencies for community management companies. TownSq streamlines communication, reduces manual work and integrates with professional services to optimize productivity and build transparency.
Top features
- Mobile-first, resident-centric platform
- AI-powered communication
- Portfolio management
- Resale document processing
- Architectural review
How TownSq helps management companies scale
| Challenge | Solution |
| Retain good staff while growing your portfolio. | Standardize workflows across workspaces for reports, communication and other manual tasks. Grow without overwhelming your team. |
| Compliance concerns can halt productivity. | Automated systems verify documents are accurate, on time and fully compliant. |
| Lack of communication leads to more calls and emails for staff. | Leverage direct messaging for proactive communication. Tackle bulk mailings, newsletters and approvals using a simple print and mailing process. |
4. AppFolio
Best for – management firms with mixed portfolios looking for advanced automation and analytics.
AppFolio drives portfolio performance by combining built-in solutions with agentic AI. Teams are given a unified experience that connects property and investment management operations across portfolios.
Top features
- Fully integrated accounting
- Leasing CRM
- Industry-specific integrations
- Resident portal and mobile app
- Organized inbox with AI messaging assistance
How AppFolio helps management companies scale
| Challenge | Solution |
| Accounting tasks require lots of attention to ensure they are completed correctly. | Smart budgeting and bill approval flows create a single source of truth and drastically reduce manual work. |
| Finding qualified renters takes valuable time and resources. | AI leasing assistant that instantly replies to leads, schedules tours and fills vacancies fast. |
| Wide range of requests submitted by clients, slowing down productivity. | Self-serve offerings handle more issues without manager assistance. |
5. DoorLoop
Best for – small or mid-sized community management firms that specialize in leasing management and want a modern software platform without enterprise-level pricing.
DoorLoop shares the vision of most community management companies: do more with less. This software is user-friendly, attractive and dynamic, making it a great option for smaller firms that want results but don’t need an extensive toolkit.
Top features
- Leasing and rental management
- Online payment collection
- Owner portal and mobile app
- Intuitive AI assistant
- Secure document storage
How DoorLoop helps management companies scale
| Challenge | Solution |
| Using fragmented tools because that’s how things have always been done. | All-in-one dashboard for operations, accounting, and communications means fewer disparate tools and fewer staff needed for coordination. |
| Customer questions must be addressed, but the emails never stop. | AI assistant addresses basic questions and reduces back-and-forth emailing. |
| Tech solutions can be overwhelming for staff and residents. Time is spent trying to resolve new problems. | Simple interface allows for quicker onboarding and less training burden. |
Final thoughts
For community management companies that want to grow their portfolio, serve residents better, and avoid hiring more staff, portfolio-ready software is an asset that must be leveraged. Platforms that support growth will remain valuable for years to come.
