HOA Case Study
The Challenge
A homeowner’s association comprised of 350+ homes in New England was drowning in manual work because they relied on old systems: paper invoices, paper checks, and a treasurer who spent countless hours chasing payments and reconciling accounts by hand. Collecting their annual dues dragged on for months, and keeping up with the books was a never-ending headache.
That all changed when they switched to BrainyPay.
The Solution
Invoices are now sent by email — complete with one-click payment links and access to a self-service customer portal.
Payments can now be made electronically by credit cards or electronic check .
Homeowners pay online via credit cards or electronic check . They can store their payment credentials and sign up for autopay. They can even sign up for the customer portal where they can manage their auto pay or view their payment history.
Behind the scenes, every transaction syncs instantly with the accounting system, in this case QuickBooks. Automatic reconciliation frees the treasurer from having to manually reconcile payments while real-time reporting provides the board with full visibility into cash flow.
Here are the details of the BrainyPay solution:
Streamlined & Automated dues collection, billing, & customer communication
- Eliminates paper invoices & stamps by converting to email invoicing
- Emails are sent from your own email domain, not some 3rd party one
- Integrates directly to the accounting system (Quickbooks, Zoho, etc.) to pull down invoices & email to the customer
- Invoice emails include pay now links plus customer portal enrollment for self-management
Electronic payments including automatic convenience fees for both credit cards & ACH
- Accept credit card & ACH payments and pass the cost on to the customer automatically
Automatic & Immediate Reconciliation & Reporting
- Once payments are processed, the bill/invoice & related payment are reconciled in the accounting system in real time
The Results
And the results? Significant and smart! Within the first few weeks of launching BrainyPay, the HOA collected 80% of their annual dues — something that used to take three to four months. On top of that, utilizing our convenience fee functionality ensured that the HOA could accept electronic payments at zero additional cost to the community. Finally, by switching to automated online invoicing, the board eliminated their dated and time-consuming manual invoicing process.
Today, the board has less paperwork, members enjoy more convenience, and the treasurer gets to spend weekends with family instead of spreadsheets and accounting systems.
This HOA turned manual headaches into an automated, zero-cost process. Ready to see how Brainy Pay can do the same for your community?
