Best Accounting Software for HOA in 2026
Short answer: PayHOA is the accounting system a self-managed US HOA should price first in 2026. Up to 25 units is $49/mo billed yearly, and that plan includes the ledger, assessments, and bank reconciliation. Choose Buildium, from $62/mo, for a management company or a self-managed association of 150 units or fewer. AppFolio is the quote when the manager needs operating and reserve funds on one statement. QuickBooks Online Plus, at $140/mo, is the general ledger when the board will not buy HOA software.
Price the assessment ledger the board will close, because a resident portal does not keep the reserve fund separate.
A volunteer board should stop shopping for a generic small-business ledger and price the assessment file it will actually close. The subscription is only the first bill, because card and ACH fees can match it if the association absorbs them. A management company has a different purchase: fund accounting across many communities.
Toolradar data: 71% of the 265 accounting tools we track are paid-only, while 26% still publish a free or freemium plan (9 free, 60 freemium).
The free plans in that catalog are why a zero-cost invoice tool keeps appearing for this query, and it still cannot bill an assessment or show an owner balance. This ranking is for a US homeowners association, or the company that manages one, that needs dues, a reserve fund, and a board report. A landlord choosing rental software should use the property management software guide, and a bookkeeper who only needs a company file should use the bookkeeping software guide.
PayHOA is the default when the board runs itself and wants a published unit price. Buildium is the default when the association is self-managed and under 150 units, or when a small firm wants a published package. AppFolio is the default when a manager needs separate funds and will wait on a quote. Anything else in the category sits in the accounting catalog. How we ranked: each of these 10 association products was priced from the vendor's own site in September 2026, compared with the accounting catalog of 265 tools, and no rank was paid for.
Top Picks
Picked by editorial review, informed by G2 and Capterra review volume and rating and by media mentions, the signals behind our category rankings. How we rate
| Tool | Starting price | Rating | Best for |
|---|---|---|---|
| PayHOA | From $49/mo, billed yearly | 4.71,437 reviews | Volunteer boards that want one published price for the books. |
| AppFolio | Custom quote | 4.61,035 reviews | Management companies that need operating and reserve funds. |
| Buildium | From $62/mo | 4.4342 reviews | Associations under 150 units that want a published start price. |
| Yardi Breeze | From $1/unit/mo | 4.1708 reviews | Managers who can multiply units and then apply the minimum. |
| Condo Control | From $67.50/mo | 4.8230 reviews | Boards that may hire bookkeeping instead of only buying software. |
| Rent Manager | Custom quote | 4.6912 reviews | Managers who need HOA workflows and will request a quote. |
| DoorLoop | From $69/mo, billed yearly | 4.8253 reviews | Associations of about 10 units that will pay for the bank feed. |
| TownSq | From $90/mo | 4.91,883 reviews | Communities that need requests and payments before a full ledger. |
| QuickBooks Online | From $38/mo | 4.4405 reviews | Boards whose accountant will only close a QuickBooks file. |
| Xero | From $25/mo | 4.45,158 reviews | Boards that want one organization fee and no per-user charge. |
Volunteer boards that want one published price for the books.
The 9-10% yearly discount adds value for committed users, though the lack of tiered features means larger associations pay more for the same functionality.
Watch out
$275 minimum monthly for 500+ units
Management companies that need operating and reserve funds.
Watch out
Add-on costs for specific modules
Associations under 150 units that want a published start price.
Buildium's pricing is on the higher side compared to some market alternatives, especially for smaller portfolios.
Watch out
Add-on costs for advanced integrations
Managers who can multiply units and then apply the minimum.
Yardi Breeze's pricing is generally fair, especially for residential properties at $1 per unit per month.
Boards that may hire bookkeeping instead of only buying software.
The custom quote for 'Property Management Company' suggests tailored solutions for larger operations, which is appropriate.
Managers who need HOA workflows and will request a quote.
This approach often leads to higher prices than transparently listed competitors, especially for smaller portfolios.
Watch out
Minimum portfolio size requirements
Associations of about 10 units that will pay for the bank feed.
It's best for property managers and owners looking for an all-in-one solution with scalability.
Watch out
AI Assistant is an add-on (Pro/Premium)
Communities that need requests and payments before a full ledger.
TownSq's pricing structure is generally fair, especially for smaller communities.
Boards whose accountant will only close a QuickBooks file.
Watch out
50% introductory discount expires after 3 months, doubling your bill overnight
Boards that want one organization fee and no per-user charge.
Watch out
Potential add-on costs for specific integrations
What HOA accounting software actually is
HOA accounting software bills assessments, keeps an owner ledger, and separates operating cash from reserves. A generic small-business file can hold the bank account, and it still has no owner balance to show a homeowner, so delinquency goes back into a spreadsheet.
The ten products below are three different purchases, and mixing them up is how a board pays twice. PayHOA, Buildium, Condo Control, and DoorLoop can be the association's own books, with dues, bills, and a chart of accounts in the same login. AppFolio, Yardi Breeze, and Rent Manager are built for a management company that posts many communities and a corporate set of books beside them. A volunteer board that buys one of those is paying for a firm it does not have. TownSq runs requests, violations, and payments, and its fully integrated accounting is the custom tier, so the entry plan leaves the month with nowhere to close.
QuickBooks and Xero are the general ledgers a CPA will sign when the board refuses association software. They do not ship an owner subledger or a recurring assessment schedule. They suit a treasurer whose accountant will not switch, and they fail a board that must show a resident a balance. A firm that also manages rentals should read the accounting software for real estate guide before it locks one login for both jobs. The wider file list is the accounting software guide.
Why the subscription, the payment fee, and the reserve fund are three different bills
The expensive mistake is treating the software sticker as the cost of collecting dues. The subscription, the payment fee, and the reserve fund are three bills, and a board that prices only the first one will understate the year. PayHOA bands the subscription by unit count, and paying yearly costs less than paying month to month. A modest community that absorbs incoming ACH can spend as much on processing as on the software, so the motion has to name who pays that fee.
Buildium's entry package fits a self-managed association or a small firm at 150 units or fewer. Bank syncing is named only on the top tier, so the entry sticker does not include the bank feed. The payment fees on the general price list do not match the association offer, so the signed quote is what gets paid.
AppFolio publishes no dollar price for association management, which rules it out when the board must approve a number at the next meeting. It keeps multiple funds and cost centers, and corporate accounting can bill management fees from a separate chart of accounts. Automated payables are usage-priced, with no per-invoice dollar published, and lockbox reconciliation is tied to named banks.
Yardi Breeze publishes a per-unit rate with a monthly minimum on an annual agreement, and it supports HOA and condo communities. A community below 100 units pays that minimum. Multiplying the sticker underprices the month. Premier is the corporate-ledger tier. Condo Control publishes a software floor and quotes the rest. Its managed accounting is a staffed close priced per unit on top of the software, a second bill for a board that wanted a login.
DoorLoop's cheapest plan stops at a small unit count, and the bank feed sits on the next plan, so the entry file still reconciles by hand. TownSq puts fully integrated accounting on the custom tier, so the entry plan covers communications and leaves the close unbought.
QuickBooks Plus is the first plan with class tracking, and classes share a cap with locations, a thin stand-in for reserves once the fund list grows. Xero charges no per-user fee, and the US list changes on October 1, 2026. Neither file has an owner ledger. Compare them on QuickBooks vs Xero before a treasurer locks either one.
Key Features to Look For
An owner ledger, not only a bank balance (Essential)
PayHOA, Buildium, Condo Control, DoorLoop, AppFolio, Yardi Breeze, and Rent Manager keep charges against units. QuickBooks and Xero keep a company file. A homeowner who asks for a balance needs the first group, or the treasurer rebuilds it in a spreadsheet.
Operating cash and reserves on the same statement (Essential)
AppFolio offers multiple fund accounting and cost centers, so a manager can show operating and reserve activity together. Condo Control separates operating and reserve funds on its financial reports. QuickBooks can tag both only on Plus, and that plan stops at a combined class and location cap, so a long fund list is an Advanced subscription.
A unit cap you can count before the annual meeting (Essential)
PayHOA's yearly rate for the smallest band is not the rate for the next band, so the motion should name the band. Buildium Essential is described for 150 units and under. DoorLoop Starter allows 10 units. Yardi Breeze's monthly minimum means a small community does not pay the bare per-unit math, so multiply only after you apply that floor.
Payment processing that is not inside the subscription (Essential)
PayHOA charges a flat fee for incoming ACH and a percentage plus a fixed fee for cards. TownSq lists a convenience fee plus a percentage on cards, and the same convenience fee on an eCheck. Buildium lists a per-transaction incoming EFT fee on Essential. Decide who pays that fee before comparing stickers, because processing can match the subscription.
A bank feed that names the bank (Important)
PayHOA syncs Plaid-supported accounts and has a direct feed with Western Alliance Bank. AppFolio names Alliance Association Bank, Pacific Premier Bank, First Citizens Bank, SmartStreet, CheckAlt, and Columbia Bank for lockbox and auto-reconciliation. A credit union on neither list is a manual reconciliation. Test one statement before the vote.
Tax filings that are add-ons, not the software (Important)
PayHOA sells bookkeeping and the association returns as separate contracts, including an 1120-H, a full 1120, and a 1099 filing. Condo Control's managed accounting is priced per unit and includes year-end support, a different contract from the software floor. Budget the filing even when the ledger looks complete.
A portal plan that is not the general ledger (Important)
TownSq Pro and Advanced cover communications, requests, and homeowner payments. Fully integrated community accounting sits on Enterprise, a custom quote. Buying the entry plan and skipping the books leaves the month with nowhere to close.
A list price dated after the promo (Nice to have)
New QuickBooks customers see an introductory discount for 3 months, then the list rate, so quote the renewal. New US Xero customers can take a steep introductory cut for 6 months through September 30, 2026, and the US list rises on October 1, 2026. A September demo price is the wrong number in November.
What to decide before the board vote
If the board runs the association itself and wants one published price, start with PayHOA and match the unit band. The entry yearly rate covers 0 to 25 units, 26 to 50 units is $59/mo billed yearly, and 51 to 100 units is $99/mo billed yearly. Processing is extra, so write down whether owners or the association pay ACH.
If a manager or a self-managed association under 150 units wants a published package with violations and a board portal, price Buildium Essential and ask whether association bank syncing is included. That sync is named on Premium. Call the association line before you treat the residential fee table as the invoice.
If the company manages many associations and the board packet must show operating and reserve funds separately, ask AppFolio for a written quote and list your bank. Fund accounting is on the product. The dollar amount is not, and automated payables bill by usage.
If you want a per-unit rate you can multiply, price Yardi Breeze and then apply the monthly minimum. Premier is the corporate-ledger tier. Rent Manager is the other manager suite, and it publishes no list price, so the demo has to produce a number before the vote.
If the CPA will only sign QuickBooks or Xero, keep that file and do not pretend it is an owner ledger. Plus is the QuickBooks plan with classes. Xero Early stops at 20 invoices and 5 bills. A board that also wants a homeowner portal still needs an association product beside that file.
Evaluation Checklist
On PayHOA, write the unit band on the motion, and confirm the bank is on Plaid or is Western Alliance Bank before you promise an automatic reconciliation.
On PayHOA, decide who pays ACH and the card rate, and whether the optional bookkeeping service or an 1120-H filing is in this year's budget.
On Buildium, confirm the quote is the association package, not the residential fee table, and ask which plan includes association bank syncing.
On AppFolio, ask for fund accounting, corporate accounting, and the automated payables rate in the same quote, and name the operating bank.
On Yardi Breeze, compare the per-unit math with the monthly minimum, and confirm assessments and board tracking are in the edition you are signing.
On Condo Control, separate the software floor from per-unit managed accounting, because a staffed close is a second contract.
On DoorLoop, count units against the Starter cap of 10, and move to Pro if you need the bank feed, a budget, or a QuickBooks Online sync.
On TownSq, read whether the quote says Enterprise before you assume accounting is included. Pro at the entry community size is not that line.
On QuickBooks, turn class tracking on only after you are on Plus, and count classes plus locations against the combined cap of 40.
On Xero, keep a dues-heavy association off Early, and put October 1, 2026 on the renewal so the quote matches the list they will pay.
Pricing Overview
Self-managed association, published price
PayHOA when the board wants one plan, and Condo Control or DoorLoop when the unit count or the managed-accounting option changes the bill.
Per community, by units
Small firm or self-managed under 150 units
Buildium when you want a starting price and will confirm association bank syncing on the quote.
Published package
Management company, fund accounting
AppFolio or Rent Manager when the price is a quote, and Yardi Breeze when you can multiply units and then apply the monthly minimum.
Quote or per unit
General ledger the CPA already uses
QuickBooks when the accountant will only sign that file, and Xero when several people should share one organization fee.
Per company
Pricing Comparison
| Tool | Published price | What that price buys | Billing |
|---|---|---|---|
From $49/mo, billed yearly | 0 to 25 units. Month-to-month is $54 a month. ACH is $2.45 a payment. Cards are 3.5% plus $0.50 a charge. | Per community | |
Buildium | From $62/mo | Essential, for 150 units or fewer. Growth from $192/mo. Premium from $400/mo. | Per company |
Custom quote | Fund accounting, corporate books, and usage-priced automated payables. | Quote | |
From $1/unit/mo | $100 monthly minimum on an annual agreement. HOA and condo are supported. | Per unit, annual | |
From $67.50/mo | Software floor. Managed accounting starts at $10/unit/mo. | Quote above the floor | |
From $69/mo, billed yearly | Starter allows 10 units. Pro is $149/mo billed yearly. Premium is $239/mo. | Per portfolio | |
From $90/mo | Pro rises by community size to $180 and $270/mo. Full accounting is custom Enterprise. | Per community | |
QuickBooks | From $38/mo | Simple Start. Essentials is $85/mo, Plus is $140/mo, and Advanced is $340/mo. | Per company, monthly |
Xero | From $25/mo | Early. Growing is $55/mo. Established is $90/mo until October 1, 2026. | Per organization |
Custom quote | Basic, Plus, and Premium include the accounting system. No list price. | Quote |
Figures were checked on vendor sites in September 2026. PayHOA's yearly rate is about 10% under month-to-month. Buildium tells association buyers to call 877-396-7876, and the general price list's payment fees differ from the association offer. New QuickBooks customers get 50% off for 3 months, and the list rate is what renews. A new US Xero customer can get 90% off for 6 months through September 30, 2026. From October 1, 2026 the US list is Early at $27/mo, Growing at $59/mo, and Established at $97/mo. AppFolio and Rent Manager publish no USD list price.
Mistakes to Avoid
- ×
Comparing stickers and ignoring ACH underprices PayHOA, because twenty monthly ACH payments cost as much as the yearly software rate on the entry band when the association absorbs the fee.
- ×
Buying Buildium Essential for the bank feed misses the boundary, because association bank syncing is named on Premium, and association buyers are sent to a phone quote.
- ×
Multiplying Yardi's unit rate for a community under 100 units ignores the monthly minimum on an annual agreement, so the small association pays the floor.
- ×
Staying on DoorLoop Starter past the bank feed leaves reconciliation manual, and the plan also stops at its unit cap, so the next door is a new subscription.
- ×
Treating TownSq Pro as the books leaves the ledger unbought, because fully integrated accounting is on the custom Enterprise tier.
- ×
Closing reserves in QuickBooks Simple Start fails, because class tracking starts on Plus and stops at a combined class and location cap. Xero Early fails a dues run at 20 invoices.
Expert Tips
- →
Write the unit band into the PayHOA motion, then decide who pays processing. If the open question is leaving a generic ledger, start from QuickBooks alternatives and read QuickBooks vs Xero before the vote.
- →
Call Buildium on the association line before you paste the residential ePay table into the budget.
- →
Ask AppFolio for funds, corporate accounting, and the payables usage rate in one quote, and name the bank. If the company also runs rentals, the property management catalog is the wider set of tools.
- →
Date every Xero order to October 1, 2026, because Early, Growing, and Established change that day and the 90% offer for new US customers ends on September 30, 2026.
- →
Separate software from a staffed close on Condo Control. A board that needs the monthly procedure should also read the bookkeeping software guide.
- →
Count DoorLoop units before the demo ends. Starter is the small-community plan without the bank feed. Pro is the plan with budgeting and the QuickBooks Online sync.
Red Flags to Watch For
- !
A proposal that quotes PayHOA's yearly rate and never mentions ACH or cards, so the association discovers the processing bill after owners are enrolled.
- !
Buildium Essential for a board that was promised a bank feed, because association bank syncing is named on Premium and the entry package does not include it.
- !
An AppFolio demo that ends without a dollar figure, or a quote that assumes your bank is a lockbox partner when it is not on the named list.
- !
Yardi Breeze priced as units times the sticker for a community under 100 units, because the monthly minimum replaces that math.
- !
DoorLoop Starter for an association past the unit cap, or for a board that expected the bank to sync, because that feed starts on Pro.
- !
TownSq Pro bought as the accounting system. Fully integrated accounting is described on Enterprise.
- !
QuickBooks Simple Start used as the reserve-fund file. Class and location tracking starts on Plus and is capped at 40 combined.
- !
Xero Early as the dues ledger. The plan allows 20 invoices and 5 bills, and it does not auto-reconcile.
The Bottom Line
PayHOA is the pick when a volunteer board wants a published unit price and the ledger, the assessments, and the bank reconciliation in one plan. Match the unit band, and decide who pays ACH before you compare it with anything else.
AppFolio is the pick when a management company needs operating and reserve funds and can wait for a quote. Buildium is the pick for a published start price under 150 units, once you confirm bank syncing. Yardi Breeze is the pick when a per-unit rate plus the monthly minimum is acceptable. Condo Control is the pick when the board may hire managed accounting. Rent Manager is the pick when the manager wants cash and accrual together and will request a number.
DoorLoop is the pick for a very small association that will pay for the bank feed. TownSq is the pick for requests and payments, and accounting is the custom tier. QuickBooks Online Plus is the pick when the CPA will only sign that file. Xero is the pick when several people should share one organization fee and accept the same limit.
Cite this: Toolradar, "Best Accounting Software for HOA in 2026", September 2026. Prices checked on vendor pages in September 2026. No paid placement. Compared with the 265 accounting tools we track.
Frequently Asked Questions
What is the best accounting software for an HOA in 2026?
PayHOA is the default accounting system for a self-managed US HOA in 2026. The entry yearly rate covers a community of up to 25 units, the plan includes the ledger and bank reconciliation, and these prices were checked with PayHOA in September 2026.
A management company that needs separate operating and reserve funds should price AppFolio, which publishes no list price, or Buildium when the association is at 150 units or fewer. A board whose accountant will only open QuickBooks should use Plus, at $140/mo, and read the accounting software guide if the association is only one of several files.
How much does HOA accounting software cost in 2026?
A self-managed community of up to 25 units pays PayHOA's entry yearly rate, or $54/mo month to month, plus $2.45 per incoming ACH. Buildium Essential is the published entry package, Yardi Breeze adds a $100 monthly minimum on top of its per-unit rate, and Condo Control's software price is a floor plus a quote.
DoorLoop Starter is $69/mo billed yearly for up to 10 units. TownSq Pro is the entry community price and does not include the full accounting tier. QuickBooks Simple Start is $38/mo and Xero Early is the entry organization price. AppFolio and Rent Manager are quotes. The amounts above were taken from vendor sites in September 2026.
Is there a free accounting tool for an HOA in 2026?
None of the ten products publishes a $0 HOA ledger. PayHOA does not list a free plan. Buildium offers a 14-day trial with sample data and no card. TownSq offers a 30-day trial on a 1-year term that auto-renews, so the trial is not a month you can walk away from.
QuickBooks gives new customers 50% off for 3 months, then the list rate, which is not a free file. A new US Xero customer can pay $2.50/mo for Early for 6 months through September 30, 2026, then the regular Early rate. That introductory rate still is not an owner ledger.
PayHOA or Buildium for a self-managed HOA?
Choose PayHOA when the board wants one plan priced by units and will reconcile inside that product. The entry band is a yearly bill, and ACH is a separate per-payment fee the motion should assign. Choose Buildium when the association is at 150 units or fewer and you also want violations, architectural voting, and the published Essential package.
Confirm association bank syncing before you stay on Essential, because that sync is named on Premium, which starts at $400/mo. Buildium also tells community-association buyers to call 877-396-7876, so the quote can differ from the published schedules.
Can QuickBooks or Xero replace HOA accounting software?
They can hold the bank account, the bills, and the reports a CPA already knows, and they do not replace an owner ledger. QuickBooks class tracking starts on Plus and stops at 40 combined classes and locations, which is a thin stand-in for reserve funds and fails once the amenity list is long. Xero Early stops at 20 invoices and 5 bills, so a monthly assessment run can exhaust the plan.
A board that needs assessments, delinquency, and a resident balance still wants PayHOA, Buildium, Condo Control, or a manager platform. The ledger comparison is QuickBooks vs Xero. Leaving QuickBooks entirely starts at QuickBooks alternatives.
What should an HOA management company buy in 2026?
A company that manages many associations and must show operating and reserve funds should ask AppFolio for a quote, or price Yardi Breeze at its published per-unit rate and then apply the monthly minimum. Rent Manager is the other quote, and it runs cash and accrual at the same time.
Buildium is the published-price option when the book of business is smaller and you will confirm the association package by phone. The rental-heavy version of this decision is the property management software guide, and real-estate ledgers are covered in the accounting software for real estate guide.
Does TownSq include HOA accounting?
TownSq Pro, for a community of up to 300 units, includes communications, requests, and homeowner payment processing. Fully integrated community accounting is listed on Enterprise, which is a custom quote, so the entry plan is not the general ledger and the month still needs a place to close.
Card payments add a $2.95 convenience fee plus 3.5% of the amount. If the board needs the books in the same login, price PayHOA or Buildium when the books have to live in the same login.
Cite this page: Toolradar, "Best Accounting Software for HOA in 2026", updated September 2026, https://toolradar.com/guides/best-accounting-software-for-hoa
Sources
Prices and plan details on this page come from each vendor's own pricing page, re-checked by the Toolradar pricing tracker:
- PayHOA pricing, checked
- AppFolio pricing, checked
- Buildium pricing, checked
- Yardi Breeze pricing, checked
- Condo Control pricing, checked
- Rent Manager pricing, checked
- DoorLoop pricing, checked
- TownSq pricing, checked
- QuickBooks Online pricing, checked
- Xero pricing, checked