TLDR
HOA dues collection software needs to do more than accept online payments. For a treasurer, it needs to integrate with fund accounting so that dues revenue hits the right ledger—operating versus reserve—without manual reclassification. Most dues collection tools skip that integration. The best options for self-managed boards combine payment collection with accounting in a single subscription.
BoardStack
HOA management software with dues collection, online payments, and fund accounting in one subscription.
Pros
- ✓ Dues payments automatically post to the correct fund (operating or reserve) at the ledger level
- ✓ ACH and credit card acceptance built in
- ✓ Homeowner portal for payment history and auto-pay setup
- ✓ Flat $20-$99/mo pricing with no per-unit collection fees
Cons
- × Newer platform
- × Processing fees apply (standard ACH/card rates)
Pricing: $20-$99/mo by community size
Verdict: Best for boards that need dues collection integrated with fund accounting. Eliminates the manual reclassification step that creates fund commingling risk.
PayHOA
Dedicated HOA management platform with online dues collection and basic accounting.
Pros
- ✓ Established dues collection with homeowner portal
- ✓ Easy setup for self-managed boards
- ✓ Payment history and statement generation
Cons
- × Processing fees not published—effective cost higher than subscription rate
- × Fund accounting does not enforce operating/reserve separation
- × Reserve contributions require manual reclassification
Pricing: $49-$199/mo (processing fees additional)
Verdict: Good dues collection for boards that do not need fund separation enforcement. Best operational coverage for the price if reserve compliance is not a requirement.
ClickPay
Payment processing platform used by HOAs for dues collection and lockbox services.
Pros
- ✓ Handles high payment volumes for larger communities
- ✓ Lockbox services for communities receiving paper checks
- ✓ Multiple payment method support including ACH and credit card
Cons
- × Not an HOA management platform—handles payments only
- × No accounting integration for fund allocation
- × Requires a separate accounting tool
Pricing: Transaction-based pricing—contact for rates
Verdict: Payment processing specialist appropriate for large communities with high payment volumes. Not suitable as a standalone tool for boards that also need accounting.
TownSq (paid tiers)
Community engagement platform with payment collection available on paid tiers.
Pros
- ✓ Integrated with communication and community management
- ✓ Residents already on platform for other features
Cons
- × Per-unit pricing makes collection cost unpredictable as community grows
- × Financial management is minimal—not a primary accounting tool
- × No fund accounting for operating/reserve separation
Pricing: Up to $2/unit/mo for paid features
Verdict: Dues collection works for communities already on TownSq for communication. Not a primary financial management tool.
Buildium
Property management platform with strong dues collection and fund accounting.
Pros
- ✓ True fund accounting with operating and reserve separation
- ✓ Strong reporting and bank reconciliation
- ✓ Payment portals for homeowners
Cons
- × Per-unit pricing ($1.50-$3/unit/mo) is expensive for small communities
- × Designed for property managers, not volunteer boards
- × Steep learning curve for non-accountants
Pricing: $1.50-$3/unit/mo with minimums
Verdict: Has the accounting depth treasurers need for dues allocation, but per-unit pricing and complexity make it overkill for most self-managed volunteer boards.
Get notified when BoardStack launches
Try BoardStack free for 30 days — reserve fund compliance tools built for self-managed HOA boards.
See plans & pricingWhy dues collection and accounting must be connected
Dues collection software that stops at payment processing creates a manual step between receiving money and recording it correctly. That step is where fund commingling happens.
When a homeowner’s monthly assessment lands in your bank account, it likely includes two components: the operating portion (covering this month’s maintenance and expenses) and the reserve contribution (being saved for future replacements). If your dues collection software records the full payment in one place, your treasurer has to manually split it into operating and reserve funds on every deposit. One forgotten reclassification creates commingling. Ten forgotten reclassifications create an audit finding.
Dues collection software with integrated fund accounting does that allocation automatically. The split is configured once. Every payment posts to the right fund. The reserve balance stays accurate without manual intervention.
Processing fees are part of the cost calculation
Every HOA dues collection platform charges processing fees on online payments. The subscription price is not the full cost. For a community collecting $5,000/month in assessments with 50% card usage, processing fees can add $75-$150/month to the effective software cost.
Most HOA platforms do not publish processing rates on their pricing page. Get the rates before you evaluate total cost—especially for PayHOA, where processing fees are clearly additional but not disclosed publicly.
What volunteer boards actually need
Self-service setup that a volunteer treasurer can configure in a few hours. ACH and credit card acceptance. Homeowner payment portals with auto-pay. Fund accounting that posts payments to the correct ledger automatically. And transparent pricing that a board can approve without a sales call. That list is short enough that most platforms fail at least one requirement.
| Tool | Fund Accounting | ACH + Card | Monthly Cost (100 units) | Self-Managed Fit |
|---|---|---|---|---|
| BoardStack | Yes (fund separation) | Yes | $49/mo | Excellent |
| PayHOA | Basic (no fund separation) | Yes | $99/mo | Good |
| ClickPay | No (payments only) | Yes | Transaction-based | Partial |
| TownSq (paid) | No | Yes | Up to $200/mo | Limited |
| Buildium | Yes (fund separation) | Yes | $150-$300/mo | Poor (PM-focused) |
Q&A
What is the most important feature in HOA dues collection software for treasurers?
Fund allocation. When dues come in, they need to be posted to the correct fund—operating versus reserve—without a manual reclassification step. Software that lumps all incoming payments into a single account requires manual entry to split between funds, creating commingling risk on every deposit. Dues collection integrated with fund accounting eliminates that risk.
Q&A
What are typical processing fees for HOA dues collection?
ACH payments typically incur lower processing costs than credit card payments. Most HOA software does not publish its processing rates publicly—PayHOA is a notable example. Before committing to any platform, ask for current ACH and credit card processing rates. For a community collecting $50,000/year in assessments with 40% card usage, processing fees can add several hundred dollars per year to the software cost.
Q&A
Can volunteer boards use PayPal or Venmo for HOA dues?
Technically yes, but not recommended for compliance purposes. Consumer payment apps do not provide the transaction records, homeowner account ledgers, or fund separation documentation that HOA accounting requires. If a homeowner disputes a payment or an auditor reviews the books, payment app records are insufficient. Purpose-built HOA payment tools provide the documentation structure that compliance requires.
- State-specific compliance
- No setup fees
- Flat $20–$99/month
Frequently asked