The verdict in three sentences
An HOA manager doesn't sell administration, they sell trust and compliance to demanding co-owners. Dedicated software (3 to 8 EUR/unit/month as SaaS, or 40,000 to 95,000 EUR bespoke) industrialises condo accounting, charge calls, digital AGMs and the statutory owner extranet. The real calculation is per unit: what manual management costs per unit versus a few euros per unit per month of tooling.
Cost per unit: the only metric that matters
An HOA manager thinks in managed units, not licences. SaaS bills per unit; bespoke amortises across the portfolio. The switch threshold depends on your volume and customisation needs.
| Item | HOA SaaS | Bespoke | 2026 cost |
|---|---|---|---|
| Base subscription | 3-8 EUR/unit/month | Amortised on portfolio | per unit |
| Condo accounting | Included | Adaptable | 15,000-30,000 EUR |
| Digital AGM (online voting) | Often optional | Bespoke possible | 12,000-25,000 EUR |
| Owner extranet (statutory) | Included, standard | Customisable | 15,000-28,000 EUR |
| Automated charge calls | Included | Fine rules | 10,000-22,000 EUR |
| Full bespoke platform | — | — | 40,000-95,000 EUR |
The table that justifies the budget
An HOA's hidden cost is the paper AGM, the manually recalculated charge call, and the non-compliant extranet that exposes it to litigation. Each item has a time and risk equivalent.
| Item | Manual management | With software | Impact |
|---|---|---|---|
| AGM (notice + vote) | Paper, postal mailings | Digital, online voting | -70 % AGM costs |
| Charge calls | Manual recalculation | Auto-generated | -2 days/quarter |
| Owner extranet | Absent or basic | Statutory-compliant | Reduced litigation risk |
| Arrears tracking | Spreadsheet | Automated reminders | Improved cash flow |
| Document archiving | Paper/local server | Digital vault | Instant access |
Mini case study
Nadia runs an HOA management firm in Toronto: 42 buildings, 2,800 managed units. In-person AGMs with postal mailings cost roughly 9 EUR per unit per cycle across printing, postage and logistics. A bespoke platform at 74,000 EUR digitises notices and votes and automates charge calls. By bringing AGM cost down to about 3 EUR/unit and saving 2 days per quarter of charge recalculation, the estimated annual saving across the portfolio exceeds 35,000 EUR; add secured statutory compliance and the tool pays back in about two years while cutting legal risk.
FAQ
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What does HOA software cost in 2026?
As SaaS, 3 to 8 EUR per unit per month depending on modules. As bespoke, 40,000 to 95,000 EUR for a full platform with accounting, online AGMs and an extranet.
Is a digital AGM really allowed?
Remote voting and digital AGMs are increasingly framed and used. The software must guarantee vote traceability, attendance and archiving to legally secure the meeting.
Is the owner extranet mandatory?
Statutory rules require the manager to provide a secure online space with the building's documents. A compliant extranet is therefore a regulatory need, not just a convenience.
How does the software reduce arrears?
By automating charge calls and tiered reminders, with real-time balance tracking, which speeds collection and improves the building's cash flow.
SaaS or bespoke for a management firm?
Below a few hundred units, per-unit SaaS is often the most cost-effective. Beyond that, or with specific needs, bespoke at 40,000-95,000 EUR becomes relevant.
Let's scope your project. Tell us your number of buildings, managed units, and whether you prioritise the digital AGM, the statutory extranet or accounting: indicative budget 40,000-95,000 EUR or per-unit SaaS. 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.
