Features
Everything a records request needs, and nothing it does not
HOAChime does one job: owner requests to inspect or copy association records. Every plan includes the features below, except where a plan is named.
Receiving requests
Every request logged from the day it arrives
The deadline runs from the day the association receives a written request, so that date has to be right.
- An owner request page for your company. The owner picks their association, gives their unit and says which records they want and whether they want to inspect them, get copies by mail, or get electronic copies.
- No account needed. The owner gets a link to check progress, read your messages and download records.
- Staff log requests that arrive by email, mail, hand delivery or at a board meeting, with the date received.
- Certified mail recorded with the date it arrived, because Texas requires it and Florida HOAs only get the presumption with it.
- Requests from an owner's authorized representative recorded as such.
The legal clock
The deadline the association's state sets for its type
Each association in HOAChime has a state, a type and a unit count. The deadline follows from those, not from a setting someone has to remember.
- Condominiums, HOAs and planned communities, and cooperatives, each with their own rule where the state has one.
- Business, working or calendar days, counted the way the statute says, skipping that state's holidays.
- Second clocks: California's 30 calendar days for the two prior years' records, Texas's written delay notice and its later date, and a state's notice period before an inspection.
- Where a state only says "a reasonable time", you set your own target number of days for that association.
- One list across every association: overdue, due this week, waiting on the owner. Colour and words, never colour alone.
- Reminder emails to the manager assigned to each request, and a daily summary of what is due.
- Every state's rule with its citation, inside the app, so anyone can see why a date is what it is.
Responding
Send records, or set the inspection, without exposing anyone
Association records are full of other owners' personal details. HOAChime helps you find them before anything leaves the office.
- Deliver copies through a secure download link that expires, or schedule an inspection with a date, time and place and send it to the owner.
- Instant Privacy Scan marks Social Security, card, bank, driver's license, phone and email numbers for you to check.
- Find & Fix Everywhere blacks out a name or number on every page at once.
- Scanned-paper reading, so old scanned minutes and ledgers can be searched and redacted too.
- A locked release copy: what you black out stays blacked out, and the original is kept unchanged.
- Mark a record withheld and pick the reason from that state's own list.
- Word files are turned into a PDF copy for redaction; PDFs and images are redacted directly.
State requirements
The paperwork particular states ask for
Some states add their own steps. HOAChime builds them into the request.
- Florida condominiums: the checklist of records provided and records withheld, given to the owner and kept for 7 years.
- California: a quote for the cost of copying and mailing that the owner accepts before copies are made.
- Texas: each association's records production and copying policy, used for cost estimates, with the 30-business-day final invoice and refund dates tracked.
- Every state: charges tracked as quoted, paid or waived. HOAChime never takes payments; owners pay the association the way they always have.
Proof
If an owner disputes it, the record is already there
Attorney fees are the real cost of a records dispute. The best defence is a clear record of what was asked for, when, and what was done.
- A history of every request that cannot be edited: who logged it, who worked on it, what was sent and when.
- A full copy of every email sent to the owner, kept the moment it is sent.
- A case file PDF with the timeline, notices, messages and the records released, ready for the board or the association's attorney.
- Board reports on Neighborhood and up: requests and on-time rate by association and by manager, for board meetings and your own review.
Your account
Set up for a management company
One account for the company, holding every association you manage.
- Add associations one at a time or import them from a spreadsheet, each with its state, type and unit count.
- Staff accounts with roles, so each person sees only what their job needs: 3 on Home, up to unlimited on Region.
- On Street and up, a community manager for each association gets its new requests automatically.
- Sign in with Microsoft or Google, or with a password and two-step sign-in.
- Emails to owners carry the association's and your company's name, and replies come back to your office. On Street and up they can come from your own email domain.
- Working files are cleared on a schedule you set after a request closes, with a fingerprint receipt for each file. Request records, release copies and checklists are kept.
- Help built into the app, and support tickets answered by email.
What HOAChime does not do
- No accounting, dues, violations, architectural review or work orders. Your management software already does those.
- No payment processing. Charges are tracked, not collected.
- No estoppel or resale certificates.
- No generative AI. Privacy scanning uses fixed patterns, so the same document gives the same result every time.
See it on a real request
30 days free, no card. From $29 a month for up to 3 associations.