Last updated: February 1, 2026
Key Takeaways
- Florida’s HB 1203 requires condo websites for communities with 25 or more units by January 1, 2026, and HOA websites for communities with 100 or more parcels by January 1, 2025, including official records such as governing documents and financial reports.
- HOA compliance software needs automated violation tracking, FCRA-compliant screening, and clear audit trails to reduce fines and legal risk from manual processes.
- TenantEvaluation offers Florida-customized workflows, QuickApprove board dashboards, and a revenue-sharing model that has generated $150M for more than 5,000 communities.
- Key features include HB 1203 portal support, advanced analytics for demographics and trends, and enterprise partnerships with RealManage, Associa, and other major firms.
- Communities can strengthen compliance and streamline operations by getting started with Tenant Evaluation today.
How to Evaluate HOA Compliance Tracking Software in Florida
Choosing HOA compliance tracking software in Florida starts with matching features to state regulations, automation needs, and revenue goals. The features below move from core compliance requirements to advanced analytics and income generation that separate enterprise-grade tools from basic property management platforms.
1. HB 1203-Compliant Website and Portal Integration
Florida law requires HOAs with 100 parcels or more to maintain websites that host digital copies of official records such as articles of incorporation, CC&Rs, bylaws, rules, and current insurance policies. Manual document uploads often create bottlenecks and compliance gaps when associations struggle to meet the 30-day update requirement for new documents.
TenantEvaluation offers a secure online platform for resident onboarding that keeps complete audit trails for application documents and approval steps. This digital system supports HB 1203 compliance by storing sensitive records securely and reducing the risk of missing or outdated files.
2. Automated Violation Tracking for Consistent Enforcement
Florida Statutes Chapter 720 requires consistent enforcement of association rules with proper notice and hearing procedures. Boards may fine only after statutory notice and a hearing before an independent committee, with HB 1203 tightening fining mechanics. Manual violation tracking often causes inconsistent enforcement and increases the risk of legal disputes.
Effective HOA compliance software automatically logs violations, generates required notices, and keeps a full audit trail for each case. The system tracks status from first notice through resolution so boards follow proper procedures and keep the documentation needed for legal defense. Automated workflows reduce administrative work and help boards apply rules consistently across the community.
3. FCRA-Compliant Resident Screening Built for HOAs
Federal FCRA guidelines require written consent before background checks and adverse action notices if a board denies an applicant based on the report. HOAs must obtain written consent before credit checks and must inform applicants if denial is based on credit history.
TenantEvaluation is built for community associations with FCRA compliance at the core of the platform. The software maintains direct credit bureau reseller relationships with TransUnion and Equifax, which supports data accuracy and regulatory compliance. TenantEvaluation’s SafeCheck+ solution automates adverse action workflows and separates decision-making by the association from data provision by TenantEvaluation, which helps reduce liability for boards.
Schedule a demo today to see how TenantEvaluation’s FCRA-compliant screening supports your association.
4. Board-Focused Dashboards That Improve Transparency
Florida law stresses board transparency and proper decision-making procedures for architectural reviews and approvals. Boards must apply architectural review authority uniformly, document decisions in writing with reasons tied to governing documents, and retain records to avoid disputes. Many property management platforms do not offer dedicated board interfaces for real-time decisions.
TenantEvaluation’s QuickApprove dashboard gives board members direct access to review applications, see AI-generated summaries, and cast votes in one place. Every action is timestamped and auditable, which removes email chains and supports Florida transparency requirements. This board-specific experience sets TenantEvaluation apart from competitors such as HOA Cloud that focus on general compliance without specialized board tools.
5. Florida-Customized Onboarding Workflows for Each Community
Florida associations operate under detailed state rules and unique governing documents that generic property management software rarely handles well. Each community uses its own screening criteria and approval workflows, which require more than simple templates.
TenantEvaluation configures each community’s governing documents, screening criteria, and workflows directly into the platform using intelligent form logic. The system separates workflows for tenants and purchasers and adjusts requirements based on community rules. TenantEvaluation’s IDverify solution improves identity verification accuracy and cuts processing time by 70 percent compared to manual review. This focus allows TenantEvaluation to process more than 100,000 applications each year with consistent results.
6. Detailed Audit Trails and Strong Security Controls
Florida associations face growing liability from data breaches and compliance failures involving sensitive applicant information. Manual handling of records increases security risks and makes it difficult to prove proper procedures during audits or disputes.
TenantEvaluation maintains PCI Level 1 compliance with end-to-end encryption and automatic redaction of sensitive personal identifiable information. The platform records complete audit trails for every application, including timestamps for each action taken by managers, board members, and applicants. This audit-ready record helps associations show regulators and courts that they followed required steps, which reduces liability compared with paper or email-based processes.
7. Revenue-Generating Fee Collection Instead of Monthly Subscriptions
Many property management platforms rely on monthly subscription fees that increase operating costs without adding new income. Florida associations often prefer tools that improve workflows while also supporting community finances.
TenantEvaluation has generated $150M for communities through a revenue-sharing model that removes upfront software costs. The platform collects application fees during online submission and returns the remaining funds to associations after service fees. This structure differs from competitors such as AppFolio and Buildium that charge fixed monthly fees regardless of application volume, which makes TenantEvaluation cost-neutral or revenue-positive for most communities.
8. Community Analytics for Demographics and Usage Trends
Florida Statutes Chapter 720 expects boards to make informed decisions about amenities, policies, and long-term planning. Manual records rarely provide clear insight into resident demographics, rental activity, or lifestyle trends that shape these decisions.
TenantEvaluation produces detailed reports on community demographics, rental and purchase trends, and resident profiles such as pet ownership and EV usage. Boards can use these insights to decide on EV charger installations, pet policy updates, or amenity changes based on real resident behavior instead of assumptions. These analytics go beyond the basic reporting offered by many generic property management tools.
9. Enterprise Partnerships and Scale for Large Portfolios
Large Florida property management companies need software partners with proven scale, uptime, and industry relationships. Smaller vendors often lack the infrastructure and support teams required for statewide or multi-state portfolios.
TenantEvaluation partners with leading organizations including RealManage, Castle Group, Vesta, FirstService Residential, Campbell Property Management, and Associa. These relationships show TenantEvaluation’s established role in the industry and its ability to support enterprise-level management companies. The platform currently serves more than 5,000 communities with scalability that exceeds smaller competitors focused only on basic compliance.
Schedule a demo today to see how TenantEvaluation’s enterprise partnerships can support your portfolio.
HB 1203 Implementation Checklist for Florida HOAs and Condos
Associations preparing for HB 1203 compliance can follow these practical steps:
1. Assess community size requirements: Confirm whether your association meets the 25-plus unit condo or 100-plus parcel HOA thresholds for website and portal requirements.
2. Audit current document management: Review how you store and update governing documents, budgets, minutes, and inspection reports, and identify missing items or delays.
3. Implement automated processes: Choose software such as TenantEvaluation that automates resident onboarding and keeps application records within required timelines.
4. Establish board approval workflows: Configure QuickApprove dashboards for real-time board decisions and clear approval records.
5. Ensure FCRA compliance: Confirm that screening workflows include written consent, proper disclosures, and adverse action notices required under federal law.
6. Create audit trail procedures: Use systems that automatically log all actions and decisions for compliance reviews and legal protection.
7. Test emergency procedures: Verify that your software can quickly produce reports and documentation during audits, insurance reviews, or legal challenges.
Why TenantEvaluation Leads HOA Compliance Tracking in Florida
Florida’s changing regulations require software that goes beyond generic property management features and supports association risk management. TenantEvaluation’s Florida-focused design, FCRA-first approach, and track record with more than 5,000 communities position it as a strong option for boards that want fewer compliance gaps and smoother operations.
The platform’s 70 percent time savings converts directly into lower labor costs, as shown by a Florida management company that saved $240,000 each year after switching to TenantEvaluation. When combined with revenue-sharing and enterprise partnerships, TenantEvaluation delivers financial and operational value that subscription-only competitors struggle to match.
Schedule a demo today to see how TenantEvaluation can upgrade your association’s compliance and day-to-day workflows.
Frequently Asked Questions
Does HB 1203 apply to condos?
HB 1203 applies to condominium associations with 25 or more units and requires them to maintain official websites or secure member portals by January 1, 2026. These websites must provide governing documents, budgets, financial reports, meeting notices, agendas, 12 months of minutes, active contracts, bids, structural integrity inspection reports, and reserve studies, with updates within 30 days. TenantEvaluation supports Florida condo associations with automated resident onboarding and document-related workflows that align with these requirements.
What are the best tools for Florida HOA compliance in 2026?
TenantEvaluation ranks as a leading choice for Florida HOA compliance because it focuses on community associations, uses an FCRA-first design, and supports more than 5,000 communities. Unlike generic property management platforms, TenantEvaluation offers Florida-specific setups, automated HB 1203 support, QuickApprove board dashboards, and revenue-sharing that removes upfront software costs. Direct credit bureau relationships and detailed audit trails help associations stay compliant while also generating income.
What software do HOA management companies use?
Leading HOA management companies such as RealManage, FirstService Residential, and Associa use TenantEvaluation for resident screening and onboarding. These enterprise firms require scalable software with strong FCRA compliance and features built for community associations rather than general rentals. TenantEvaluation’s ability to process more than 100,000 applications per year while maintaining a 4.8 out of 5 Google rating shows the reliability these companies expect.
What is Rule 720 in Florida?
Florida Statutes Chapter 720 governs homeowner associations and sets rules for board education, violation procedures, architectural reviews, and transparency. The statute requires boards to follow notice and hearing procedures for fines, keep written records of decisions, and enforce rules consistently. HOA compliance tracking software should support these requirements with automated workflows, clear audit trails, and board-specific interfaces that guide proper governance.
How much does HOA software cost?
TenantEvaluation uses a revenue-sharing model with no upfront software fees, which makes the platform cost-neutral or revenue-positive for many associations. The system collects application fees and returns the remaining funds to the association after service fees. This model differs from subscription-based competitors such as AppFolio and Buildium that charge monthly fees regardless of application volume. TenantEvaluation has generated $150M for communities, which shows its ability to support association budgets instead of draining them.