Notice · Sample Draft
October dues can be paid online
Your balance is on your door’s page. Pay by bank transfer or card, or keep mailing a check.
- To
- Every door (6)
- By
- Text, email, or a letter
- Goes after
- The books tie Tied
Approved by
Date
Software to manage your HOA.
Three totals have to agree: what was charged, what came in, and what the bank shows.
Sample · October Treasurer - Charged Assessments posted to every door
- $1,872.00
- Came in Payments recorded
- $1,372.00
- Bank shows Deposits on the statement
- $1,372.00
The work is already in three places.
-
The balances do not match.
The spreadsheet, the old portal, and the email thread each show a different amount owed.
-
The meeting is tonight.
The agenda, the minutes, and the packet are still in three places.
-
A resident asks who mows.
The board cannot find the agreement, the price, and the end date together.
The jobs on a Monday
The ledger, tonight's packet, and the file for who mows. Each has a page.
Dues
October assessment
Sample| Door | Status | Balance |
|---|---|---|
| Lot 1 · 123 Oak Drive | Tied | $0.00 |
| Lot 2 · 124 Oak Drive | Open | $312.00 |
| Lot 3 · 125 Oak Drive | Tied | $0.00 |
| Lot 4 · 126 Oak Drive | Tied | $0.00 |
| Lot 5 · 127 Oak Drive | Tied | $0.00 |
| Lot 6 · 128 Oak Drive | Open | $188.00 |
| Open balance | $500.00 | |
Meetings
Thursday packet
Sample| Piece | State |
|---|---|
| Agenda | In the packet |
| Last minutes | In the packet |
| Who has paid | In the packet |
One record you take into the room. The board still decides.
How meetings workNotices
Pool closing
DraftThe pool closes for the season after Sunday. Covers go on Monday. Questions go to the board.
- To
- Every door (6)
- By
- Text, email, or a letter
Approved by
Date
Documents
Who can open
Sample| File | Folder | Opens |
|---|---|---|
| Bylaws.pdf | Governing | Everyone |
| Rules.pdf | Governing | Everyone |
| Last notice.pdf | Meetings | Everyone |
| Vendor contract.pdf | Board only | Board |
Cases
Lot 4 · Boat stored in the driveway
Sample- Reported
- Letter
- Closed
The case stays on the door. The board still decides.
How cases workVendors
Landscaping · sample vendor
Sample- Quote
- Agreement
- Invoice
- The work
- Treasurer sees
- Price, end date, invoices
- Resident sees
- Who does it, how to ask
Three people. One set of books.
Same dues and documents. Different permissions.
Volunteer board
You likely have another job. The dues, the meeting, the residents, the vendors, and the file you hand a CPA stay in one place.
| Door | Balance |
|---|---|
| Lot 1 | $0.00 |
| Lot 2 | $312.00 |
| Lot 3 | $0.00 |
| Lot 4 | $0.00 |
| Lot 5 | $0.00 |
| Lot 6 | $188.00 |
Manager
Hold more than one association. The books stay apart. Switch without mixing the totals.
| Door | Balance |
|---|---|
| Lot 2 | $312.00 |
| Other associations | Kept apart |
Resident
A balance, the file they are allowed to open, the next meeting, and a notice they can find again.
124 Oak DriveYou
$312.00
Next meetingThursday
Why a board keeps going
Bring the spreadsheet or the export you already have.
-
You can look before you talk to anyone.
The sample association is open. Two doors still show a balance. The rest tie.
-
The import waits for a person.
Doors, owners, and opening balances are proposed. Nothing is written until someone says yes.
-
Residents are asked to pay after the books tie.
The total has to match before anyone is invited to pay.
-
The vendor file is one record.
Quote, agreement, invoice, and the work. The resident and the treasurer see the same facts, with different permissions.
-
Bring the file you already have.
A spreadsheet or the export from the system you use now.
-
A person approves where each row goes.
The software proposes doors, owners, and opening balances. Nothing is written until someone says yes.
-
The balances have to tie.
Residents are invited to pay only after the total matches.
Plain answers
What boards ask before they switch.
What am I looking for as treasurer?
Three totals that agree: what was charged to each door, what came in, and what the bank shows. When they do not, nothing else on the agenda matters much.
Is there a public price?
Yes — $49 a month month-to-month, or $39 a month billed yearly, flat to 50 doors, then $0.60 a door a month past 50 ($0.50 on yearly billing). Meetings, violations, documents, and the rest are in that one Core plan, not a second tier. See pricing for the full card.
Do residents pay online?
Yes. ACH and card post to the door ledger after a person invites them, on the same Core plan. Checks still record on the same books. The sample shows the ledger.
Does Hoavik connect to our bank?
Yes. You connect the association's bank, match the feed to the books, and export a CPA pack from the same record. The sample shows the match.
Do I have to book a demo?
No. Open the sample on this site and click through dues, meetings, notices, documents, cases, and vendors as the board and as a resident. Talk to us second if you still want to.
Can we leave with our data?
Export stays free, including after you cancel. Your association's numbers and files are yours. We do not hold the ledger hostage.
Is this legal or accounting advice?
No. We keep the record the board approves. Your governing documents and your state set what you may do; your CPA still does the tax work.
See the books before you decide.
Open the sample association. Click through as the board, then as a resident.
- Charged
- $1,872.00
- Came in
- $1,372.00
- Bank shows
- $1,372.00
Sample · October Tied
We do not manage your association, keep its books as a service, or give legal or accounting advice. The board still decides.