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PickHOA

Listing

CommunityPay

Fund-accounting-first HOA and condo ledger with board approval controls, live reserve funding tracking, and a published $1/unit price ($100 min, $500 cap).

Boards and CAMs Per-unit fee 1–1,000 units Fund accounting / true books

CommunityPay (communitypay.us) is accounting, payments, and governance software for HOAs, condominiums, and planned communities from CommunityPay, Inc., founded in Seattle, Washington by Scott Vuilleumier, who the About page says designed and built the platform end to end. The company describes itself as “financial infrastructure for community associations” and is listed as a business partner in the Washington State chapter of CAI (WSCAI) directory (original join date 2026). Its pitch is narrower than most all-in-one HOA suites: a double-entry fund-accounting ledger where every entry is checked before it posts (the vendor cites 18 automated “guards” and two pending USPTO patent applications), plus board approval controls on vendor payments, reserve funding tracking, resale certificates, and a read-only portal for the association’s CPA.

Audience is both: the About page and HOA accounting software guide speak to self-managed boards and treasurers, community managers, and management companies (multi-association dashboard and white-label tooling are mentioned). The signup form lets you register as a community association or a property management firm. The strongest PickHOA fit is a treasurer-led self-managed board that wants real books, and boards with 100+ units that carry a funded reserve and need CPA-ready statements. The price does not go up after 500 units; the pricing table shows communities up to 1,000 units, so the schema range here is 1–1,000. That range comes from the pricing examples, not from a hard limit the vendor published.

Pricing (researched October 5, 2026) is published and per-unit. The pricing page lists $1 per unit per month, a $100 minimum and a $500 cap per community, and says no setup fee, no contract, with every feature included at every size. Its examples: 20, 50, or 100 units = $100/mo; 200 units = $200/mo; 300 units = $300/mo; 500 or 1,000 units = $500/mo. Stripe processing fees are passed through at cost and are not included. The signup page offers “Use CommunityPay for 3 months. Pay when it works for your HOA.” For boards whose books are a mess, the optional Clean Up Your Books service is a separate $1,500 one-time setup: chart of accounts, opening balances checked against bank statements, units and owners imported, bank feeds connected, first month reconciled, and a session with the treasurer. After setup the platform is $100/mo, month to month. The vendor limits this to five onboardings a month and quotes rebuilding prior-year history separately. One caveat: the Legal Center fee disclosure (last updated February 9, 2026) still describes a flat subscription “from $50/month for up to 50 units to $500/month for up to 500 units” plus sales tax, which doesn’t match the current $100 minimum. Get the live rate, card/ACH fee schedule, who pays processing fees (association or owner), and trial terms in writing.

On accounting depth, CommunityPay is clearly fund-accounting on paper. The accounting feature page describes double-entry bookkeeping; operating, reserve, and special funds; fund-to-fund transfers through a board-approved workflow; HOA chart-of-accounts templates (177 accounts); period locking and year-end close; bank reconciliation with statement import; budgets with board voting and budget-vs-actual variance; AR aging, delinquency, and late fees; AP aging and recurring bills; fixed assets with depreciation; 1099/W-9 tracking; and 30+ financial reports. The accounting guide says the fund is set on each journal entry, an entry that mixes operating and reserve cash is refused, and a reserve transfer posts only from a board-approved request. The payables controls are the standout for volunteer boards: approval tiers set by dollar amount, one approval per person, optional separate approver and payer, a fresh authenticator code to pay a vendor, a three-business-day hold when a vendor’s bank account changes, and duplicate checks on emailed invoices. The guide notes one default to change: with no tier set, a single board member or admin can approve a bill. Payments run on Stripe (resident ACH and card; vendor ACH from the association’s account), and the payments page lists fraud velocity limits including a $5,000 single-transaction cap and $10,000 daily limit. Ask how those apply to large special assessments. None of this has been independently audited for this listing. Have your treasurer and CPA test fund separation, reconciliation, and year-end export in the trial.

For reserves, the reserve funding status reports feature keeps a component register (useful life, remaining life, replacement cost, photos), calculates percent funded from the live ledger under full, baseline, threshold, or statutory-minimum funding methods, and produces a 30-year cash flow projection with what-if scenarios (contribution changes, special assessments, deferred replacements, inflation). The vendor says plainly that this is not a reserve study: it does no site inspections and doesn’t set useful lives. It tracks funding against the plan a qualified reserve specialist produces. Ledger-generated resale certificates (10 states, 14 statutory profiles) and condo questionnaire data are also included.

Caveats from this pass: it’s a young, founder-built vendor (WSCAI partner since 2026; ask about team size, support coverage, and references), and there’s no independent review trail (no G2 or Capterra profile and no r/HOA customer threads found on October 5, 2026; aggregator pages like itechguides/techyorker were not used as evidence). Much of the site is long, detailed engineering copy about its architecture. That’s unusual openness, but it’s still the vendor’s own account. It’s also not an all-in-one ops suite: the pages checked mention resident payment and statement portals and owner communication, but no violations, ARC, community website, or voting tools.

Who it’s for: a self-managed HOA or condo, especially one with 100–500+ units and a funded reserve, whose treasurer wants CPA-grade fund accounting and real approval controls at a published price (e.g. $100/mo up to 100 units, $500/mo at 500+). It also suits a board taking its books back from a management company. Who should keep looking: boards that want violations, ARC, website, and dues in one easy app (PayHOA, Stewardly, HOALife); portfolios that need a long-established CAM fund-accounting system with a deep customer base (Enumerate, CINC Systems, Vantaca, FRONTSTEPS); or buyers who won’t adopt without third-party reviews. Compare accounting options under accounting / reserve and self-managed boards.

Sources

Best for

Treasurer-led self-managed HOA and condo boards (and small management companies) with a funded reserve who want real double-entry fund accounting, enforced operating/reserve separation, and board approval controls on vendor payments at a published per-unit price — and who can live without built-in violations/ARC tools.

Pricing notes

Official pricing page (researched Oct 5, 2026; vendor says pricing effective April 2026) — $1 per unit per month with a $100 minimum and a $500 cap per community, so 1–100 units = $100/mo, 200 units = $200/mo, 300 = $300/mo, and 500 or 1,000 units = $500/mo. Vendor says every feature ships at every size (no modules or add-ons), with no setup fee and no contract; Stripe processing fees are passed through at cost and are not included in the platform price. The signup page offers 'Use CommunityPay for 3 months. Pay when it works for your HOA.' Optional 'Clean Up Your Books' service is a separate $1,500 one-time bookkeeping setup (chart of accounts, verified opening balances, units/owners import, bank connections, first month reconciled, treasurer walkthrough) plus $100/mo platform, month to month, limited to five onboardings per month; rebuilding prior-year history is quoted separately. The Legal Center fee disclosure (last updated Feb 9, 2026) still describes a flat subscription from $50/mo up to 50 units to $500/mo up to 500 units, plus sales tax and no-markup Stripe/bank fees passed through to the HOA — that conflicts with the $100 minimum on the pricing page, so confirm the live rate, who pays card/ACH fees (HOA vs owner), and the trial terms in writing before a board vote.