For many HOA and condo boards, working with a management company starts with good intentions—but over time, frustration can build. Delayed responses, lack of financial transparency, rising costs, and limited control often push boards to ask:
“Can we manage this ourselves?”
The answer is yes. And with the right system in place, it’s not only possible—it can be more efficient, more transparent, and significantly more cost-effective.
This guide walks you through how to replace your management company step-by-step—and how RunHOA supports you every step of the way.
Why Boards Decide to Replace Their Management Company
Before making the switch, it’s important to understand the common triggers:
- Limited visibility into financials
- Slow communication or lack of responsiveness
- High management fees with unclear value
- Difficulty accessing records and documents
- Lack of control over day-to-day operations
Self-managing your HOA gives your board full control, real-time access, and direct communication with residents.
Step 1: Review Your Management Contract
Start by carefully reviewing your current agreement:
- Termination clause and notice period
- Any exit fees or penalties
- Data ownership and transition terms
Tip: Request a complete copy of your HOA data before giving notice—this includes owner lists, financials, vendor contracts, and documents.
Step 2: Build Your Transition Plan
Replacing a management company isn’t just about canceling a contract—it’s about ensuring continuity.
Create a simple transition checklist:
- Assign roles (Treasurer, Secretary, etc.)
- Gather financial records and bank access
- Collect vendor contacts and contracts
- Prepare communication to homeowners
Step 3: Set Up Your HOA Software (RunHOA)
This is where the process becomes easy.
Instead of juggling spreadsheets, emails, and manual tracking, RunHOA gives you a complete HOA management system in one place.
What You Can Set Up in Minutes:
- Import units and owners (via CSV)
- Create your chart of accounts
- Set up bank accounts and financial tracking
- Upload governing documents and files
- Configure dues and invoicing
RunHOA is designed specifically for self-managed HOAs, so everything is structured for board members—not property managers.
Step 4: Take Control of Your Financials
One of the biggest concerns when leaving a management company is handling finances.
With RunHOA, you get:
- Full accounting system (Income Statement, Balance Sheet, General Ledger)
- Dues invoicing and payment tracking
- Online payments via ACH and credit card
- Bank reconciliation tools
- Real-time financial visibility
No more waiting for monthly reports—you can see everything instantly.
Step 5: Communicate Directly with Residents
Management companies often act as a middle layer. Removing that layer improves clarity and speed.
RunHOA includes:
- Email communication tools
- Owner portal access
- Automated dues notifications
- Document sharing
Residents can:
- View invoices
- Make payments
- Access HOA documents
- Submit requests
Step 6: Manage Operations Efficiently
RunHOA replaces multiple systems with one platform:
- Directories – Units, owners, board members, vendors
- Violations tracking – Document and manage issues
- Amenity reservations – Clubhouse, pool, etc.
- Online voting – Conduct elections and approvals
- Website builder – Public-facing HOA website
Everything is centralized, organized, and accessible.
Step 7: Transition Vendors and Services
Your HOA likely works with vendors for landscaping, maintenance, or utilities.
During transition:
- Notify vendors of the management change
- Update billing and contact details
- Enter vendors into RunHOA
- Track invoices and payments
RunHOA allows you to manage vendor records and payments directly.
Step 8: Notify Homeowners
Communication is critical during the transition.
Send a clear announcement covering:
- Why the HOA is moving to self-management
- What residents can expect
- How to access the new system
- Payment instructions going forward
RunHOA makes onboarding simple with user account generation and email notifications.
Step 9: Go Live with Confidence
Once everything is set:
- Begin issuing dues through RunHOA
- Track payments and expenses
- Maintain records and documents
- Run reports anytime
Your HOA is now fully self-managed—with complete visibility and control.
Why RunHOA Makes This Easy
Most boards hesitate to leave a management company because they think:
- “It will be too complicated”
- “We don’t have accounting expertise”
- “We don’t have time”
RunHOA is built to remove those barriers.
Key Advantages:
- Flat annual pricing (no per-unit fees)
- All features included
- No technical expertise required
- Designed specifically for HOA boards
- 30-day free trial (no credit card required)
Final Thoughts
Replacing your management company may seem like a big step—but with the right system, it’s a smart move.
You gain:
- Control over your HOA
- Transparency in financials
- Better communication with residents
- Lower operating costs (Fixed $399 Annual Fee)
And with RunHOA, you don’t just replace your management company—you replace everything they did, in one platform.
Ready to Take Control?
Start your free trial today and see how easy it is to manage your HOA end-to-end: