Managing Multiple Properties

Overview

Managing multiple properties efficiently requires organization and the right tools. HOAMS provides features to help you oversee large property portfolios.

Property List View

Filtering Properties

Quickly find properties using filters:

• By Status: Active, delinquent, suspended, or sold
• By Type: Single family, townhouse, condo, duplex
• By Client: Filter to see properties from specific HOAs or complexes
• Search: Search by address, owner name, or unit number

Sorting Options

Sort properties by:

• Address (alphabetical)
• Account balance (highest to lowest)
• Status
• Monthly dues
• Last updated date

Bulk Actions

Select multiple properties to:

• Export to Excel or PDF
• Update status in bulk
• Send batch communications
• Generate reports

Property Details Management

Editing Property Information

1. Click on any property card
2. Select "Edit Property"
3. Update the necessary fields
4. Click "Save Changes"

Property Card Information

Each property card displays:

• Address and unit number
• Owner name and contact info
• Current status badge
• Account balance (highlighted if delinquent)
• Monthly dues amount
• Property type
• Quick action buttons

Tracking Property Financials

Account Balance Monitoring

The account balance field shows what each property owes. Properties with positive balances appear with red indicators, making delinquent accounts easy to spot.

Payment History

View complete payment history by:

1. Opening the property details
2. Clicking on "Payment History" tab
3. Review all payments, charges, and balances

Monthly Dues Management

Set monthly dues for each property. The system uses this to track expected vs. actual payments and identify delinquent accounts.

Property Status Workflow

Active Properties

Properties in good standing with current payments.

Delinquent Properties

Automatically flagged when balance is positive. Require follow-up and collection efforts.

Suspended Properties

Temporarily inactive, perhaps due to renovations or pending sale. Payment tracking pauses.

Sold Properties

Mark properties as "Sold" when they're no longer managed. Historical data is preserved.

Best Practices for Large Portfolios

• Use consistent data entry: Standardize address formats and naming conventions
• Update regularly: Keep owner contact information current
• Monitor delinquencies weekly: Address payment issues promptly
• Schedule preventive maintenance: Set reminders for routine inspections
• Document everything: Upload all relevant paperwork to each property
• Review monthly: Run reports to spot trends and issues
• Use client segregation: Properly assign properties to the correct client

Troubleshooting

Can't find a property? Check your client selector - you may be viewing a different client.

Balance seems wrong? Review payment history and look for unapplied transactions.

Property not showing in reports? Verify the property status is "Active."