The verdict in three sentences
For an independent HOA and condo management firm with 40 to 250 associations, off-the-shelf software costs USD 1 to 3 per unit per month, or USD 30,000 to 140,000 a year for 2,500 to 4,000 units. A custom platform at USD 50,000 to 120,000 makes sense when the owner portal, online meetings and resident experience become your edge against national management companies. Plan 14 to 20 weeks, including testing with a real annual meeting.
Off-the-shelf or custom: the 5-year math
Market HOA software handles association accounting and assessments well. On the owner side, they all look alike, which stops an independent firm from competing on service.
| Item (2026 order of magnitude) | Off-the-shelf licence | Custom |
|---|---|---|
| Subscription | USD 1 to 3 per unit per month | USD 0 |
| Owner portal (official records access under Florida Statute 718) | Included, little customisation | Included, under your brand |
| Online meetings and electronic voting | USD 2,500 to 7,000 a year or per event | Included |
| Initial build | Not applicable | USD 50,000 to 120,000 |
| Hosting and maintenance | Included | USD 800 to 2,000 per month |
| 5-year cost, 3,000 units | USD 180,000 to 540,000 | USD 98,000 to 240,000 |
Custom software usually connects to the existing accounting system instead of replacing it, which lowers risk and budget.
Modules and their budget
| Module | Content | Indicative budget | Timeline |
|---|---|---|---|
| Owner and board portal | Official records, owner ledgers, building documents | USD 9,000 to 20,000 | 3 to 4 weeks |
| Online meetings and voting | E-notices, video meetings, electronic ballots, minutes | USD 11,000 to 24,000 | 4 weeks |
| Requests and insurance claims | Photo reports, tracking, insurers, vendors | USD 7,000 to 16,000 | 3 weeks |
| Vendor and project management | Bids, work orders, tracking, invoices | USD 7,000 to 16,000 | 3 weeks |
| Online assessment payments | Card, ACH, automated reminders | USD 4,000 to 10,000 | 2 weeks |
| Accounting system connector | Units, assessments, balances sync | USD 5,500 to 16,000 | 3 weeks |
| Manager mobile app | Building inspections, photos, reports | USD 4,000 to 18,000 | 2 to 3 weeks |
A starting scope (portal, meetings, requests) sits between USD 50,000 and 60,000. The full scope with mobile app and accounting connector approaches USD 120,000.
Compliance and adoption
Florida law requires associations with 25 or more units to post official records on a secure website or app, a rule tightened by 2024 legislation. Electronic voting must follow the statute's consent and identity rules. Host in the US, use strong authentication and keep an access log. For milestone and structural inspection records required after 2022 reforms, plan a dedicated document area. For adoption, many owners are seasonal or older: keep the flow simple, offer paper notices as an option and provide phone support at launch.
Mini case study
Maria runs an independent management firm with 120 associations, 3,200 units, in Miami. Her current licence costs USD 2 per unit per month, or USD 76,800 a year, with online voting extra. A custom platform at USD 95,000, with a branded portal, online meetings and claims tracking, then costs USD 19,200 a year in hosting and maintenance. Keeping accounting software at USD 0.40 per unit, or USD 15,360 a year, the annual saving is about USD 42,000. Managers also save 6 hours a week on owner requests. Payback: about 27 months, before counting contracts won thanks to the platform.
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FAQ
How much does HOA management software cost in 2026?
Off-the-shelf licences cost USD 1 to 3 per unit per month. Custom software runs USD 50,000 to 120,000, plus USD 800 to 2,000 a month in maintenance.
Is an owner portal mandatory in Florida?
Yes, condominium associations with 25 or more units must post official records on a secure website or app. Non-compliance exposes the board and the manager to fines and disputes.
Is online voting legally valid?
Yes, Florida statutes allow electronic voting if owners consent in writing and identity is verified. The module costs USD 11,000 to 24,000.
Do we have to change our accounting software?
Not necessarily. In most projects the custom platform syncs with existing accounting for USD 5,500 to 16,000.
How long does the project take?
From 14 weeks for the starting scope to 20 weeks with the mobile app and accounting connector, including testing with a real annual meeting.
Let's scope your project. Tell us your number of associations, units and current software: we price a platform between USD 50,000 and 120,000 with a 14 to 20 week plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
