HOAMX is an operations platform for homeowner associations. It combines a modern communication hub, core management modules, annual professional services, reserve investment guidance, and an operational layer that reflects the real world: trees, snow, grounds, rentals, and risk.
Billing, maintenance, Telegram communications, governance, vault, directory, and reporting in one organized workspace.
Accounting, legal, insurance, vendor oversight, tax, training, and reserve investing support that wraps around the software.
Trees, grounds, snow, ARC, rentals, insurance responsibilities, and restricted devices on one operational map of the community.
Daily tools for billing, maintenance, communication, and records.
Annual services for finances, compliance, and training.
Compliant, low-risk strategies for association reserves.
Real-world operations: trees, snow, grounds, rentals, and risk.
These are the everyday HOAMX tools for boards, managers, and support staff. Think of them as the digital office that keeps money, work, and communication aligned.
Collect dues, special assessments, and fines via ACH, debit, or mailed checks. Every unit has a clear, searchable payment history and automatic ledger updates.
Optional late-fee rules follow board policy and Minnesota limits on fines and notice requirements.
Residents can submit requests by web, phone, or mail. Board members or managers assign vendors, attach photos and estimates, and track completion notes.
Residents see status updates and can provide satisfaction feedback when work is completed.
Telegram centralizes all inbound and outbound communication— letters, email, voicemail, and meetings—into a single, searchable record.
Supported formats include PDF (letters), MP3 (voicemail), HTML (email), MP4 (video), and TXT (transcripts).
Track motions, digital votes, and meetings in one place. Agenda templates and optional e-signatures help boards standardize their process.
Built to reflect the new Minnesota “meet and confer” and notice expectations so decisions are documented and defensible.
Store and categorize bylaws, insurance policies, budgets, and key notices. The vault provides a simple, permanent archive that supports board continuity and transparency.
A unified directory for residents, board members, and vendors, with phone routing and voicemail transcription.
Optional “call center” mode adds recording and dictation storage for HOAs that want a live operator.
Generate summaries of payments, violations, and maintenance spend to support annual meetings and audits.
Reporting is designed to help boards comply with document and recordkeeping obligations in Minnesota CIC law.
When boards want more than software, HOAMX can connect them to professional services that plug directly into the platform: accounting, legal, insurance, vendor oversight, tax, training, and reserve strategy.
Budget preparation, reserve planning, monthly bank reconciliation, expense categorization, year-end reporting, and vendor 1099/W-9 tracking.
Escrow and operating accounts can be managed with dual-signature controls.
Annual review of governing documents, drafting of meet-and-confer policies, conflict-of-interest disclosures, and vendor contract templates that reflect Minnesota HOA law.
Support for master policy and D&O renewals, comparative quoting, and coordination of certificates and claims with vendors and owners.
RFP and renewal cycles, performance documentation, inspection logs, proof-of-insurance tracking, and annual W-9/COI updates.
Digital indexing of minutes, budgets, and letters; secure backups; and annual audits of Telegram-style communications for completeness.
Support for IRS forms (1120-H or 1120), CPA compilation or review, and coordination if a formal audit is required.
Orientation on budgets, meetings, and compliance, plus officer transition support and updates to the digital binder (bylaws, insurance, contacts).
Annual mailings (budget notices, meeting invites) and transcription of voice or mailed content into Telegram so mixed-age communities can stay in sync.
HOAMX offers optional reserve investment support for boards seeking yields higher than traditional CDs while remaining firmly within their fiduciary and statutory responsibilities. The focus is capital preservation, liquidity, and documentation.
Work with low-risk, capital-preserving instruments such as FDIC/NCUA-insured accounts, U.S. Treasuries, and government-only money market funds—aligned with Minnesota 515B reserve requirements and your governing documents.
Design 3–12-month Treasury ladders based on your reserve study and planned projects, so upcoming roof, siding, or paving work is funded without locking money away too long.
Define which investments are off-limits for the association (e.g., equities, crypto, speculative products) so the board has a written, enforceable line between prudent reserve management and inappropriate risk-taking.
Integrate with custodians such as Schwab or Fidelity so reserves stay in the association’s name. HOAMX provides templates for resolutions, signers, and trading authority.
Monthly or quarterly portfolio summaries can sync with HOAMX accounting tools so reserve balances, ladder positions, and interest income appear in the same place as operating results.
For boards that want a starting point, HOAMX can propose a diversified reserve blueprint (for example, a blend of short-term Treasuries, Treasury money market, and insured deposits) tailored to your time horizon and risk tolerance.
Important: HOAMX does not act as a broker-dealer or investment advisor. We provide structure, documentation, and coordination so your board and its chosen financial professionals can implement a compliant reserve strategy.
Beyond software and services, HOAMX supports the real-world operations boards deal with every season: trees, grounds, snow, landscaping, architectural changes, rentals, insurance responsibilities, and restricted devices.
Track location, photos, health, treatments, and cost history for each tree in the community. Useful for both safety and long-term budgeting.
Document mowing and trimming schedules, inspection photos, and resident requests (for example, missed areas or debris cleanup).
Record snowfall start/stop, service response times, type of response (plow, shovel, salt), and vehicles that block service.
Track home and common-area landscaping with plant types, materials, before/after photos, and vendor approvals.
Manage architectural change requests with homeowner responsibilities, rule references, timelines, inspections, and digital acknowledgments.
Keep leases, approvals, statuses (approved, pending, violation), and associated fines organized, with links to payment and insurance records.
Map claims, costs, and deductibles across the master policy and individual homeowner responsibilities, so the board can see where risk lives.
For items like woodburning fireplaces, track signed legal acceptance, proof of additional insurance, inspection intervals, and reminders.
HOAMX is tunable for self-managed boards, professional managers, or hybrid models. If you’d like to see how it would look for your community—including reserve investing workflows—we can set up a demo site with your bylaws and documents.