Replacing your existing HOA software (or spreadsheets) usually takes weeks of back-and-forth. We did this differently.
30 minutes. We learn what you have today (QuickBooks? Excel? AppFolio? AssociaPro? Five different systems?), how many doors, and what's actually on fire.
We'll be honest if HOA Toolbox isn't a fit — sometimes you need a property-management firm, not just software.
We import your residents, units, ledger balances, and pending tickets from your existing system. Most boards finish import in under an hour. CSV, QuickBooks, AppFolio, or copy-paste from email — we handle all of them.
Turn on dues + ledgers, ticketing, voting, events, documents. Each module has 5 settings, not 50. Defaults are sane. We'll suggest which to enable based on your board's actual workflow.
Bulk-send invite emails (or printable letters for residents who don't email). Residents log in via email magic-link — no passwords. About 60% activate within 48 hours.
30-min walkthrough for board members. The product is intentionally short on settings, so training is short too. Most boards are confident after the first agenda meeting they run through it.
We don't deflect to ticketing systems. Email or phone the team directly. Most boards have one or two questions in the first month and then settle in.
Have these ready and we'll have your community live the same week.
Names, addresses, emails. CSV is fine. We'll handle deduping, formatting, and unit-mapping.
Whatever you've got — QuickBooks, Excel, scanned reports. We'll reconcile to the date you go live.
PDFs of governing docs go in the documents library so residents can search them on day one.
Pool, lawn, pest, paving — whoever you currently use. Your manager keeps the list; ticket assignment routes to them automatically.
Annual meeting date, board election cadence, any open ballots. We'll set up the schedule so quorums are tracked.
Treasurer + president usually. The 30-min walkthrough goes faster with two voices. Everyone else trains async.
30-minute discovery call. No commitment. We'll tell you straight if we're the right fit.
Schedule discovery call