Automatic entry at 30 days
Accounts pulled straight from Dues and Payments the moment they cross 30 days past due, no manual tracking required.
A collections process that holds up in court
HOA collections software with a paper trail for every notice.
Accounts enter collections automatically at 30 days past due. From there, a staged HOA delinquency workflow handles notices, demand letters and lien preparation, with every action timestamped and documented so the record is there when it is needed.
Notice schedules built in
Certified-mail notice periods tracked automatically by association type.
Notice schedules tracked
Attorney packet, one click
What you can actually do
The HOA collections software your governing documents already call for, automated.
From the first missed payment to a prepared lien filing, the HOA delinquency workflow builds in the notice periods for your association type. The condo pre-lien notice gets the same treatment as every other step.
Five-stage escalation policy
Reminder, final notice, demand letter, pre-lien notice, lien filed, fully editable to match your governing documents.
HOA notice of intent to lien and condo pre-lien notice
The HOA notice of intent to lien and the condo pre-lien notice each run on their own clock, and both are tracked automatically by association type.
Demand letters, pre-filled
Standard notice language and your association's details merge in automatically, with tokens like owner, unit, and balance.
Lien preparation
The condo lien software prepares intent-to-lien and lien filing checklists, ready for your attorney's review before recording.
Payment plans
Pause escalation while a homeowner pays down their balance on an agreed schedule, resuming automatically if a payment is missed.
Board-gated at the serious stages
Routine reminders run automatically; liens always pause for board authorization, no exceptions.
Full documentation trail
Every notice, fee and contact is timestamped, producing a defensible record if a case is ever disputed.
Attorney-ready exports
A per-account dossier your association's counsel can pick up and act on immediately. The condo lien software hands counsel a complete file.
Every screen, in full
This is the actual module, tab by tab.
Not a highlight reel. Here's every tab your board will actually click on, and exactly what's in it.
Tab 1
Delinquent accounts, every case, one screen
Every account currently in the HOA delinquency workflow, sortable by balance, days overdue or name.
- Filter by stage reminder, final notice, demand letter, pre-lien notice, or lien filed, at a glance.
- Sort by urgency highest balance or most overdue, so attention goes where it matters most.
- Notify all send a status update to every account in collections in one action.
- Search instantly find any account by name or unit number.
Collections snapshot
Accounts in collections5
Total delinquent$6,400
Auto-entry at30 days past due
Highest balance$2,100
Tab 2
HOA delinquency workflow, your collection policy, encoded
This is your association's collection policy, expressed as an editable, staged sequence.
- Fully editable stages add, remove, or reorder to match exactly what your governing documents require.
- Auto vs. Board stages marked Auto run on their own; stages marked Board require director authorization first.
- Automation status panel toggle whether Stage 1-3 notices send automatically, and confirm liens always require a board vote.
- Timing per stage set exactly how many days at each stage before the next one triggers.
Default stages
Stage 1Reminder, Auto
Stage 2Final notice, Auto
Stage 3Demand letter, Auto
Stage 4-5Pre-lien / Lien, Board
Tab 3
Demand letters, pre-filled and merge-ready
Standard notice language, merged with your association's details automatically.
- Merge fields owner, unit, and balance populate automatically when a letter generates.
- Template library manage every letter and notice template from one screen.
- Letters and notices sent a running log of everything mailed, to whom, and when.
- One click to send generate and log a demand letter for any account without leaving the case.
Notice of Intent to Lien
Dear {owner}, this letter serves as formal notice that your account for Unit {unit} carries an outstanding balance of {balance}. Under the notice rules that apply to your association, you have {days} days to cure this delinquency before a claim of lien may be recorded.
Tab 4
Condo lien software, prepared, never filed without review
Active and prepared liens, with a checklist that keeps the process defensible and the condo pre-lien notice on schedule.
- Intent-to-lien preparation generate the notice that comes before any lien is recorded, including the HOA notice of intent to lien.
- Lien filing checklist every step, tracked so nothing is skipped.
- Attorney review built into the flow the software prepares documentation; your association's attorney reviews before county filing.
- Active and released liens a permanent record of every lien this association has ever filed.
Process guardrails
HOANotice of intent to lien, certified mail
CondoPre-lien notice, then foreclosure notice
FilingAttorney-reviewed
DocumentationTimestamped, always
Tab 5
Payment plans, a path back to good standing
An agreed schedule that pauses escalation while a homeowner catches up.
- Custom schedules set the amount, frequency, and duration that works for the homeowner and the board.
- Escalation pauses automatically no further notices go out while a plan is active and current.
- Missed installment handling a missed payment automatically resumes collections at the prior stage, no manual intervention.
- Active plans, tracked see every payment plan's status and remaining balance in one list.
Payment plan rules
Pauses escalationWhile current
Missed paymentResumes prior stage
Tracked inReal time
Visible toBoard only
Tab 6
Reports, everything your attorney or board will ask for
Delinquency, lien status and a full action log, exported instantly from the HOA collections software.
- Delinquency report every open account, PDF-ready.
- Collections ledger the full action log, exported to XLSX.
- Lien status report active and released liens, PDF-ready.
- Attorney packet a per-account dossier, ready to hand off if a case escalates.
Export formats
Delinquency reportPDF
Collections ledgerXLSX
Lien statusPDF
Board summaryEmail, monthly
Tab 7
Settings, your policy, your rules
Configure the collection policy to match your association type and governing documents.
- Association type HOA, condominium or cooperative, each with its own notice schedule.
- Collection costs and attorney fees add to the homeowner's balance per your governing docs, or absorb as an association cost.
- Legal contacts keep your association's attorney on file, with automatic BCC on demand letters.
- Certified mail tracking require certified mail for Stage 3 and beyond.
Policy defaults
Enter collections at30 days
Pre-lien notice period45 days
Interest rate18%/yr
Attorney on fileYes
Built for boards, backed by an attorney's review
HOA collections software that protects the association, not just chases a balance.
It is not only about getting paid. It is about a paper trail that is ready if a delinquent account ever ends up in front of a judge, without your board needing to become collections experts.
✓
Nothing falls through. Accounts enter the HOA delinquency workflow automatically the moment they are 30 days overdue.
✓
The serious steps always wait for a human. Liens never file without explicit board authorization.
✓
Every letter writes itself. Standard language and merge fields mean no one drafts a demand letter from scratch.
✓
A record your attorney can use immediately. Timestamped, documented, and exportable as a per-account dossier.
Questions boards actually ask
HOA collections software, the fine print
Straight answers before you get your board on a call.
When does an account enter the HOA delinquency workflow?+
Automatically at 30 days past due, pulled straight from dues and payments. No one on the board has to notice or move an account over by hand. From there the HOA notice of intent to lien and the condo pre-lien notice follow the schedule for your association type.
Does this handle the HOA notice of intent to lien and the condo pre-lien notice?+
It's built around them. For HOAs, the portal prepares the notice of intent to lien and tracks certified-mail delivery before a claim of lien is recorded. For condos, the condo lien software tracks the pre-lien notice and the notice of intent to foreclose that follows it. Both are tracked automatically, and your attorney confirms the notice periods that apply to you.
Does the condo lien software file the lien for us?+
It prepares the documentation, an intent-to-lien packet ready for the county clerk, but recording the lien and any foreclosure action should be reviewed by the association's attorney first. Condo lien software should prepare the file and leave the filing decision to a lawyer.
What if a homeowner wants to pay it off gradually?+
You can set up a payment plan, which pauses escalation while they pay down the balance on an agreed schedule. A missed installment automatically resumes collections at the prior stage.
Is every action documented in case this goes to court?+
Yes, every notice, fee, and contact is logged with a timestamp, producing a defensible collections record if the matter ever reaches litigation.
Eleven more modules
Collections & Liens is one part of the portal.
Ready when your board is
See HOA collections software set up correctly for your association, live.
We'll set up the notice rules for your association type together, including the HOA notice of intent to lien. About 20 minutes, no commitment.