HOAfy

HOAfy (hoafy.com) is cloud software for self-managed HOAs, condo associations, townhome associations, and housing co-ops, with a portfolio mode for management companies. The Terms of Service (last updated September 8, 2026) name the operator as Cooltacular LLC, a Washington limited liability company, with Delaware governing law and AAA arbitration in Delaware. The About page says it’s built by “engineers with experience at Google, Amazon, and Microsoft, with guidance from professional accounting advisors,” but neither it nor the team page names anyone. No founding date or customer count is published. The General FAQ says it’s sized for communities “between 10 and a few thousand units.” It also says it’s built for self-managed boards and small-to-mid-size management companies.

Audience is both. Every product page leads with volunteer boards, and the condo page speaks directly to self-managed condo boards. The property-manager page adds a multi-community workspace, per-association branding and mailboxes, and board report packets. Portfolio pricing for managers is quote-based above a published starting point and wasn’t evaluated in depth here. The schema range is 1–2,000 units. Published bands start at 1–30 units, and self-serve per-unit pricing continues past 500. The 2,000 cap is a conservative reading of the vendor’s “a few thousand.”

Pricing (researched October 9, 2026) is on the pricing page. There’s one plan with every feature, priced by unit band. Annual billing is the default and saves 10%. Annual-equivalent monthly prices are $36 (1–30 units), $63 (31–60), $90 (61–100), $126 (101–200), $162 (201–300), $198 (301–400), and $234 (401–500). Month-to-month runs $40, $70, $100, $140, $180, $220, and $260. Above 500 units, the selector switches to $0.45/unit/month annual ($0.50 monthly). The page’s ”/ unit / month” display reads as a charge on every unit. The vendor’s own price-comparison post instead says “$0.45 per unit above 500,” so a 600-unit board should confirm the bill in writing. Every band includes unlimited users, storage, and email, a monthly Copilot token allowance (1M at the smallest band up to 6M at 401–500, 8M above 500), and an outbound SMS allowance of 120 to 2,000 segments by band (4 per unit above 500). SMS sending pauses when the allowance runs out. The Pricing FAQ confirms no contracts, no cancellation fees, and data export at any time, and the trial is 30 days with no card. The FAQ also claims HOAfy is “always cheaper than PayHOA at every community size.” That’s a vendor claim; compare the current PayHOA tiers and fees yourself.

Payments are direct charges on the association’s own connected Stripe account. Funds settle to the association, and HOAfy says it never receives or holds them and adds no fee or markup. The published Stripe rates are 0.8% per ACH payment and 2.9% + $0.30 per card. The pricing table shows the ACH fee as “0.8% (up to $5),” while the FAQ and financial page omit the cap. The association can absorb the fee or pass it to the homeowner where state law allows. Optional USPS letters cost $1.50 each. Management companies with 5+ associations or 500+ units get portfolio pricing “starting at $299 per month” that scales with total units. A GeekChamp page that read the site on Sept 20, 2026 listed this at $399, so the price appears to have dropped. The homepage and feature pages advertise 50% off for the first three years with code HOAFY50. The pricing page doesn’t mention it, and no promo terms were found.

On accounting depth, the claims put HOAfy firmly in fund accounting territory for a volunteer-board tool. Per the financial features page and the Payments & Accounting FAQ, it’s a full double-entry general ledger with a configurable chart of accounts and cash or accrual basis. Operating, reserve, and custom funds each track their own balances in the same GL, and inter-fund transfers post as auditable journal entries. Journal entries support one-click reversal. Accounting periods can be closed and locked against backdated entries, and reopening one requires a documented reason that’s recorded in the audit trail. Bank feeds come through Plaid, or you can register an account manually and reconcile from a CSV. Each reconciliation locks with a signed audit trail. Completed work orders become vendor bills posted to accounts payable, and paying them clears the payable without double-counting the expense. Reports include the balance sheet, income statement, cash flow, AR aging, delinquency, GL detail, and budget vs. actual. Board packets can be saved and scheduled, and exports go to PDF, CSV, and QuickBooks- or Xero-compatible GL files. The pricing page lists 1099 tracking. Billing covers recurring and one-time invoices, autopay (pay on each due date or on a fixed day each month), and late fees as flat, percentage, or compounding interest. Violation fines flow into invoices. What we did not verify: by-fund financial statements (a separate reserve P&L), 1099 e-filing as opposed to tracking, and how reconciliations handle a reserve account at a different bank. There’s no public help center beyond the FAQ, and no reserve-study or reserve-planning tool was found on any page. A CPA-audited association should run its auditor through the trial.

Beyond the books: violations with photos, reusable templates that switch automatically by status, fines, and USPS mailing with delivery confirmation. Requests (architectural, maintenance, general) route to committees, and owners can track their status. There’s a document library with role-based access, online voting and surveys (anonymous or identified ballots, with quorum tracking), an owner portal, and support for multi-owner units and a renter role. Communications include unlimited email broadcasts, SMS within the allowance, scheduled sends, a calendar, message boards, and a shared association mailbox (e.g., sunset-ridge@hoafy.org) so replies don’t land in a volunteer’s personal inbox (communications). A vendor workspace lets contractors accept jobs, post photos, and submit invoices that link to the work. HOAfy Copilot answers questions from live records using each user’s existing permissions, and it creates data-changing items (like a violation) as drafts to review before any notice goes out. The free community website at your-community.hoafy.org stays online and editable with no subscription, even after the trial ends. The Terms back this with a “free forever” definition and eligibility rules. The page also points to Florida §720.303 and Texas Property Code §207.006 website requirements, with a “not legal advice” disclaimer. Per the Security FAQ, it runs on AWS (us-east-1) with AES-256 at rest, TLS 1.2+, TOTP MFA, and a 7-year audit log of changes and sensitive reads. The Support FAQ says support is by email and in-app, onboarding help is free, native iOS and Android apps are on the roadmap (the mobile-app post, Sept 13, 2026, says “coming soon”), and the interface comes in English, Spanish, and German.

Honest assessment: on published features and price, HOAfy is one of the stronger values we’ve seen for a self-managed board that wants real books. Multi-fund accounting, period locks, and locked reconciliations for $90/month at 100 units or $162/month at 300 (annual) undercut most of the field. Everything is in one plan, so there are no module upsells. Paying through the association’s own Stripe account keeps HOAfy out of the money flow, which some treasurers will value. The catches are about proof, not price. The vendor is anonymous behind an LLC, there are no independent user reviews yet (Capterra UK lists 0; no G2 profile; no r/HOA customer threads found, searched Oct 9, 2026), and the accounting depth rests on marketing and FAQ copy rather than documentation you can read before signing up. The About page’s “SOC 2 Compliant” and “PCI Level 1” badges are stronger than the privacy policy, which says Stripe is the PCI Level 1 provider and HOAfy operates under PCI SAQ A scope. No SOC 2 report is named. A few pricing details (billing above 500 units, the ACH cap, the HOAFY50 terms) also need confirming in writing.

Who it’s for: a self-managed HOA, condo, or co-op with roughly 20–500 units and a treasurer who wants operating and reserve funds kept properly apart, monthly closes, and reconciliation without QuickBooks, plus violations, ARC requests, voting, SMS, and a website that survives board turnover. Small managers with a handful of associations can look at the portfolio mode. Who should keep looking: boards that want a long track record and many independent reviews (PayHOA, HOA Start); boards that need a built-in reserve study (VlgeHOA, Effortless HOA); treasurers comparing other self-managed fund-accounting ledgers (CommunityPay, Perfect HOA, HOA Hub); boards that want one flat price that never scales with units (Stewardly, RunHOA); and large professionally managed portfolios (Enumerate, CINC Systems, Vantaca). Compare under self-managed boards and accounting / reserve.

Sources

• Official site (feature summary; “Starting at $36/mo”; HOAFY50 promo, half price for the first 3 years): hoafy.com
• Pricing (unit bands 1–30 through 401–500 at $36–$234/month annual or $40–$260 monthly; 501+ at $0.45/$0.50 per unit; Copilot token and SMS allowances; unlimited users, storage, and email; portfolio pricing from $299/month; Stripe 0.8% ACH “up to $5,” 2.9% + $0.30 card; USPS $1.50/letter; 30-day no-card trial). Band prices read from the page’s tier selector on Oct 9, 2026: hoafy.com/pricing
• Pricing & Billing FAQ (flat per-community subscription tiered by units; “always cheaper than PayHOA,” a vendor claim; no transaction markup; 0.8% ACH with no cap stated; pass-through where state law allows; no contracts or cancellation fees): hoafy.com/faq/pricing
• Vendor price-comparison post (“$0.45 per unit above 500”; annual equivalents $36 to $234): hoafy.com/blog/hoa-management-software-price-comparison
• Financial features (double-entry GL; cash or accrual; multi-fund operating, reserve, and custom; inter-fund transfers; period close, lock, and reopen with documented reason; Plaid or CSV reconciliation with signed audit trail; work orders to AP; budgets; board packets): hoafy.com/features/financial
• Payments & Accounting FAQ (ACH, card, Apple Pay, Google Pay; autopay options; flat, percentage, or compounding late fees; report list; QuickBooks- and Xero-compatible export): hoafy.com/faq/payments
• Community management (violations with templates, fines, USPS mail; requests; documents; voting with quorum; owner portal): hoafy.com/features/management
• Communications (shared @hoafy.org mailbox; email and SMS broadcasts; SMS allowances; scheduling; calendar): hoafy.com/features/communications
• Vendor collaboration (vendor profiles, job updates, invoices linked to work): hoafy.com/features/vendor-collaboration
• HOAfy Copilot (answers from live records; uses each user’s permissions; drafts before data-changing actions): hoafy.com/features/copilot
• Free community website (hoafy.org site free forever; stays up after the trial; custom domain on the paid plan; FL §720.303 and TX §207.006 notes): hoafy.com/features/free-hoa-website
• Condo associations page (operating and reserve funds kept apart; unit records): hoafy.com/solutions/condo
• Property managers page (multi-community workspace; per-association mailbox and website; board packets): hoafy.com/solutions/managers
• General FAQ (self-managed HOAs, condos, and small-to-mid managers; “between 10 and a few thousand units”; 30-day trial): hoafy.com/faq/general
• Security FAQ (AWS us-east-1; AES-256 and TLS 1.2+; Stripe holds card and ACH data; TOTP MFA; 7-year audit log): hoafy.com/faq/security
• Support FAQ (email and in-app support; free onboarding; native apps on the roadmap; English, Spanish, German): hoafy.com/faq/support
• Mobile app post (iOS and Android app “coming soon,” Sept 13, 2026): hoafy.com/blog/manage-hoa-in-mobile-app
• About (Google/Amazon/Microsoft engineers; accounting advisors; “SOC 2 Compliant” and “PCI Level 1” badges): hoafy.com/about
• Terms of Service (Cooltacular LLC, Washington LLC; fees billed in advance, non-refundable; 30-day price-change notice; free-website definition; 30-day data retention after termination; Delaware law and AAA arbitration), updated Sept 8, 2026: hoafy.com/terms
• Privacy Policy (Cooltacular LLC; Plaid and Stripe as processors; Stripe is PCI DSS Level 1, HOAfy operates under SAQ A): hoafy.com/privacy
• Third-party check: a GeekChamp review page (site read Sept 20, 2026) restates published pricing and listed the portfolio plan at $399/month. It’s an editor write-up, not user reviews, and its score isn’t used here: geekchamp.com/products/hoafy/review
• Third-party check: Capterra UK has a HOAfy profile (vendor Cooltacular LLC) showing 0 reviews. It isn’t linked because the site blocks automated link checks. No G2 profile and no independent r/HOA customer reviews turned up in this Oct 9, 2026 pass

Best for

Self-managed HOA, condo, townhome, and co-op boards (roughly 20–500 units) whose treasurer wants real fund accounting with separate operating and reserve funds, period close, and bank reconciliation at a published unit-band price, plus violations, requests, voting, SMS, and a free community website in one plan.

Pricing notes

Official pricing page (researched Oct 9, 2026). One plan with every feature, priced by unit-count band. Annual billing is the default and saves 10%. Annual-equivalent monthly prices: $36 for 1–30 units, $63 for 31–60, $90 for 61–100, $126 for 101–200, $162 for 201–300, $198 for 301–400, and $234 for 401–500. Month-to-month prices are $40, $70, $100, $140, $180, $220, and $260. Above 500 units the page switches to $0.45/unit/month on annual billing ($0.50 monthly). The pricing page's '/ unit / month' display reads as a charge on every unit, while the vendor's own price-comparison blog says '$0.45 per unit above 500,' so large associations should get the exact figure in writing. Each band includes a monthly Copilot token allowance (1M to 6M, 8M above 500 units) and an outbound SMS allowance (120, 240, 400, 800, 1,200, 1,600, or 2,000 segments, then 4 per unit above 500). SMS pauses when the allowance runs out. Users, storage, and email are unlimited. The trial is 30 days with no credit card, and there's no contract or cancellation fee. Management companies with 5+ associations or 500+ units get portfolio pricing 'starting at $299 per month' that scales with units managed (a GeekChamp page read Sept 20, 2026 listed this at $399, so it appears to have changed). Payments run as direct charges on the association's own Stripe account. HOAfy says it adds no fee or markup. Stripe's fees are 0.8% per ACH payment (the pricing table adds 'up to $5'; the FAQ omits the cap) and 2.9% + $0.30 per card. The association can absorb them or pass them to the payer where state law allows. USPS letters are $1.50 each. The homepage and feature pages advertise 50% off for the first 3 years with promo code HOAFY50; the pricing page doesn't mention it, and no terms for the promo were found. The public hoafy.org community website is free with no subscription and stays up after the trial or a cancellation. A custom domain requires the paid platform.