POAs (property owners associations) are sometimes confused with HOAs (homeowners associations), but they do share similarities despite their differences.
For example, both types of communities strive to provide owners with a positive, productive environment, and both operate better if there are clear objectives, rules and processes in place.
Just like HOAs, POAs have boards to lead the community, many choose to hire managers to assist with day-to-day activities, and some use software to facilitate good communication and effective operations.
Whether you are a self-managed community, or your board works with an amazing management team, POA management software can help you and your community stay productive, connected, and happy.
Table of contents
- Why your POA might need software
- 5 industry leaders: Top picks for POA management software
- Benefits of POA software
- Common POA software FAQs
Why your POA might need software
POAs can provide owners with more flexibility and freedom than HOAs, but they are also less standardized than homeowner associations. While some POAs may consist of several HOAs, others may have golf courses, hunting grounds, hiking trails, restaurants, club amenities, or even entire towns to care for.
POAs can be industry-specific or have an angle that limits the scope of their members’ interests.
Such dynamic communities require dynamic solutions, which is why POA management software is so fitting. Cloud-based management software is both scalable and customizable. Communities can pick the solutions they need, and create systems that make sense for their unique organization.
Best of all, software usually ends up paying for itself if staff and members use it regularly. POAs don’t have a lot of extra cash lying around, especially if membership is optional, but POA software pricing can be just as dynamic as the solutions it provides.
Here are just some of the things that POAs can do with software:
- Manage multiple associations from one platform
- Process online payments and reduce number of check payments made by members for dues, bookings, events, and other member expenses
- Integrate existing accounting software with POA management software
- Send instant messages/notices to members via email, text or automated voice message. This is particularly useful if members don’t live in the community full time
- Create a private discussion forum for members to share ideas and concerns
- Track tasks and projects as a team using a centralized workspace
- Manage and pay vendors online
- Remind members about events or meetings
- Host virtual or hybrid meetings
- Turn data into useful reports
- Manage bookings
- Make governing documents easily accessible to everyone
Good POA management software can assist with all of these things, and more. Most programs are designed to tackle communication, operations, and record-keeping. However, many can provide accounting and security solutions for an additional cost.
While there is little data on just POAs in the US, the Foundation for Community Association Research estimates that 100,400,000 volunteer hours of service are performed annually by association board and committee members to provide governance, community, and related services. Each volunteer hour is valued at roughly $32!
POA software will reduce your board’s workload by hundreds of hours each year, and save your association some money, too.
5 industry leaders: Top picks for POA management software
After researching dozens of software companies, we found 5 that really stand out. Consider reaching out to one of these companies for your POA management software needs.
1. Condo Control
Condo Control is a cloud-based property management system that takes the chaos and headaches out of property management. Condo Control’s thoughtful collection of solutions makes it possible for POAs to reduce inefficiencies, workloads and costs.
The company has been in the business for nearly two decades, and it continues to rank high among all types of associations because its software is both user-friendly and robust. New features are developed based on real client feedback, and improvements are made to the system every month.
Some of Condo Control’s most popular features include announcements, vendor management, task tracking, online payments and virtual meetings. It also has a comprehensive system for booking all sorts of amenities. Condo Control integrates with other accounting and security software programs so that POAs never have to choose between their favorite software platforms.
2. Vinteum
Vinteum is on a mission to improve quality of service and lighten the workload for property managers. Its software creates meaningful dialogue between residents, boards and property managers.
Vinteum has two products; Neigbrs, its main property management platform, and Inspections, created for inspectors.
Neigbrs has been recognized by users for its excellent customer support and ease of use. Its top features include messaging and communication, amenity reservations, document storage and calendar.
Boards and managers both approve this platform for basic association management functionalities. Pricing is reasonable and a good option for smaller and mid-sized POAs.
3. Northstar
Northstar specializes in providing solutions to private communities with spas, yacht and golf clubs.
The company was launched in 2003 when the founders of the company were approached by a consortium of clubs whose needs were not being met by the club software available at the time.
Today, Northstar addresses all operational and management aspects of running a community association, including property owner associations. It is ideal for larger associations, and has almost every solution that a POA could want.
Features include a POS system for food and beverage, tee times specifically for golf communities, reservations for guest rooms or spa services, and work orders. Northstar also offers accounts payable and accounts receivable platforms for streamlined financial management.
4. Yardi
Yardi has designed an entire suite of property management solutions for every real estate market, including multifamily, single family, and commercial. It has two core software options; Yardi Voyager and Yardi Breeze. Yardi Voyager is a more robust system, and would serve a POA better than Yardi Breeze. Yardi has several add-ons for clients to choose from, including Yardi Payment Processing, allowing associations to build a solution that caters to their needs.
People who prefer Yardi like that it can assist with commercial and residential property matters. Top features include facilities management, vendor management, integrated accounting system, and reporting. Yardi Voyager can be challenging to learn, but it is a very powerful platform once users understand how to navigate the software.
5. AppFolio
AppFolio allows POAs to consolidate tasks and obligations into a single solution. This company aims to help associations boost efficiencies, streamline communication, and exceed customer expectations.
The company was founded in 2006. In 2022, it expanded the platform by launching AppFolio Stack, a feature that allows boards and managers to integrate multiple proptech solutions.
Users highlight document storage, online payments and maintenance management as top features. However, the accounting feature could be difficult for someone who has little experience with this type of software.
Benefits of POA software
Okay, so you know that POA software can centralize data and simplify processes, but is it really worth the money?
It is! And most property owners associations that use software would agree. Below are some of the key benefits POAs will enjoy when they integrate management software into their daily routines.
Improved communication
POA management software makes it possible to reach thousands of people in minutes. Board members and management can easily share important information about meetings, events, projects, and other relevant updates that members want to know about. Messages can be sent to every member, or just a select number of recipients.
Frequent communication leads to higher community engagement, and the more members care about their association, the more likely they are to get involved with initiatives or activities.
Enhanced productivity
POA software ensures that every policy, bill and request is organized and easy to find. Members can access rules or pay fees at any time, and with self-serve options, staff don’t have as much busywork to do. Instead, they can focus on projects, finances and other tasks that require human intervention.
When POAs have access to software that empowers them to manage and communicate more efficiently, leadership teams make better decisions, which ultimately leads to a happier community.
Happier members
One of the best benefits of POA management software is that it works for members as well as management. Property owners can create bookings or take care of payments with less hassle.
Some POAs are voluntary, meaning members can leave if they are unhappy with the association. Software can help improve member satisfaction and maintain adequate funding, and management will notice that they receive fewer complaints (which is always nice).
Common POA software FAQs
Is POA software hard to use?
Generally speaking, no. Developers understand that boards and managers don’t have time to learn how to use tricky systems. If the software isn’t easy to use, people won’t use it. Most systems have a desktop and mobile app option for added convenience.
What’s the average cost of POA software?
Costs vary depending on the platform and package you choose. Since POAs often have commercial buildings that need to be managed alongside residential communities, the association’s software requirements are generally going to require a more comprehensive software plan.
That being said, monthly fees range from roughly $50 a month to more than $2000 a month, but on average, a mid-sized POA can expect to pay roughly $800 every month.
Is the software secure?
Absolutely, provided you select a reputable company! Data security is a top priority for everyone, so developers must employ a layered security approach to safeguard personal information.
Can all property management software accommodate the needs of my POA?
In theory, any property management software could be used to improve POA operations. However, some systems will have more comprehensive or appropriate POA features than others. Before you reach out to software companies, make sure you know what you need first so you can ask specific questions during your decision-making process.
Can I manage residential and commercial operations from the same platform?
In most cases, you will have the ability to manage residential and commercial operations from the same platform.
Conclusion
POAs are dynamic communities that vary in size, demographics and type. While there is less focus on getting people to follow rules and maintain properties, more energy is devoted to improvement projects and community engagement.
POAs have their own challenges, and require unique solutions, such as customizable POA software, to keep the community happy and productive.
