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Why management companies choose HOAChime for records requests
Most companies handle owner records requests with a spreadsheet, their main management software, or a compliance tool bought for each association. Here is how those compare when the deadline is set by law.
| What you need | HOAChime | Spreadsheet and email | General management software | Per-association compliance tools |
|---|---|---|---|---|
| Deadline set by the association's state and type | Yes, every state | Counted by hand | General request tickets, due dates set by staff | Usually one state |
| Business, working and calendar days with state holidays | Yes | By hand | Rarely | For their state |
| Second clocks (older records, delay notices, invoices) | Yes | No | No | Varies |
| One overdue list across every association | Yes | One sheet per office | Yes | One login per association |
| Personal details found before release | Yes, built in | Marker and scanner | No | Sometimes, on a higher plan |
| Florida checklist of records provided and withheld | Yes | Typed by hand | No | Not in those we checked |
| A history of every step that cannot be edited | Yes | No | Partial | Varies |
| Price on the website | Yes | Free, plus staff time | Usually only after a demo | Often |
| Cost for 30 associations | $199 a month | Staff time and risk | Priced per door, often by quote | $1,470 to $5,970 a month at $49 to $199 each |
General descriptions of each approach, based on the products' own published pages as of November 2026. Your own software may differ; check its documentation.
Instead of a spreadsheet and email
A spreadsheet holds a date, but it cannot count Florida working days around a holiday, notice that a Texas request came by certified mail, or tell the manager on Thursday that Monday is the deadline. When an owner's attorney asks what was sent and when, the answer is spread across inboxes.
HOAChime keeps the request, the clock, the records released and every email together, and the history cannot be edited after the fact.
Alongside your management software
Management platforms run accounting, dues, violations and work orders, and many have a general request or ticket feature. Those tickets do not know that a records request in one state runs on working days and in another on business days, that some records must be withheld, or that Florida requires a checklist.
HOAChime does not replace your management software. It handles the one request type that carries a legal deadline and attorney-fee risk, and leaves everything else where it is.
Instead of a compliance tool for each association
Some compliance products are priced for each association or building, often between $49 and $199 a month each, and cover a single state. That suits one self-managed board. For a company managing 30 associations it means 30 subscriptions and 30 logins.
HOAChime is priced for the whole company, covers every state, and puts every association's requests in one list. Thirty associations cost $199 a month.
Who HOAChime is not built for
- Companies looking for a single system to run accounting, dues collection and maintenance. HOAChime handles records requests only.
- Associations that need a public website builder. HOAChime keeps requests and released records for owners, not a community website.
- Anyone who wants records sorted or summarized by AI. HOAChime uses fixed rules that give the same result every time.
Compare it on your own requests
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