Key Takeaways
- Florida HOAs and condos must meet 2026 mandates like website requirements and HB 657 compliance, so specialized software now feels essential.
- Traditional HOA software usually costs $50-500 per month through subscriptions, creating fixed expenses regardless of usage volume.
- TenantEvaluation uses a revenue-sharing model with no upfront fees and rebates from application fees, which can generate revenue for associations.
- Key TenantEvaluation features include the QuickApprove dashboard, automated screening, and Florida compliance, saving one company $240,000 annually.
- Other platforms like Buildium and AppFolio lack HOA-specific screening, so get started with Tenant Evaluation for cost-neutral compliance and a potential revenue boost.
8 Best HOA Software for Florida: Detailed Pricing & Features Comparison
1. TenantEvaluation: Revenue-Sharing Leader for Florida HOAs
TenantEvaluation uses a pay-per-application model with no upfront fees or monthly subscriptions. The platform deducts its service fee from collected application fees and rebates the remainder to associations, so software becomes a revenue source instead of a fixed expense. This Florida-focused platform delivers resident screening and onboarding built specifically for condominium and homeowner associations.
Core features include the QuickApprove dashboard for Boards of Directors, automated document collection with smart redaction, PCI Level 1 compliance, and 24/7 multilingual support. The platform has generated over $150 million for communities while processing more than 100,000 applications each year. One Florida management company saved $240,000 annually after switching to TenantEvaluation, gained 70% time savings, and freed about 50 staff hours every day.
|
Feature |
TenantEvaluation |
Traditional Software |
|
Pricing Model |
Revenue-sharing, no upfront costs |
Monthly subscriptions $50-500 |
|
Florida Compliance |
Florida-specific compliance built in |
Generic, requires customization |
|
Board Access |
Dedicated QuickApprove dashboard |
Limited or no board features |
2. Buildium: Comprehensive Property Management Platform
Buildium offers three pricing tiers: Essential at $62 per month, Growth at $192 per month, and Premium at $400 per month. The Essential plan covers core features but excludes amenity booking and advanced analytics. The Growth tier adds eSignatures and reduced ACH fees, and the Premium tier includes API access and priority support.
Buildium delivers strong property management tools but does not focus on HOA-specific screening or Florida regulatory needs. The monthly subscription model creates ongoing costs regardless of application volume, so communities with fluctuating screening needs may pay for unused capacity.
3. AppFolio: Enterprise-Level HOA Management
AppFolio pricing is custom-quoted but often ranges from about $1.40 per unit per month for basic plans, with a minimum of around $280 for smaller properties, up to $5.00 per unit per month for premium tiers. The per-unit pricing model can become expensive for larger communities because costs scale directly with association size.
AppFolio offers robust property management capabilities but usually needs significant customization for HOA workflows. The platform does not provide dedicated board access tools or Florida-specific compliance features that many associations now expect for 2026 requirements.
4. PayHOA: Unit-Based Pricing Structure
PayHOA uses fixed monthly pricing tiers based on unit count, such as $54 for 0-25 units, $109 for 51-100 units, and $142 for 101-150 units, scaling to a $275 minimum for 500 or more units. All plans include payments, violations, reporting, and unlimited homeowners and admin access.
PayHOA offers clear per-unit pricing but focuses mainly on financial management and communication. The platform does not provide deep resident screening and onboarding tools, and the subscription model still creates fixed costs regardless of application volume.
5. Vantaca: Community Management Focus
Vantaca delivers community management features with custom pricing based on association size and specific needs. The platform includes violation tracking, architectural review workflows, and communication tools but does not offer comprehensive screening capabilities or Florida-focused compliance features.
Pricing details require a direct consultation, which makes quick cost comparisons harder for boards and managers. The platform’s broad approach often needs extra configuration to meet Florida regulatory requirements.
6. ManageCasa: Scalable Pricing Model
ManageCasa charges $100 for the first 100 units, then $1 per additional unit each month. The platform sells à la carte add-ons for features like ePay and notifications, so associations can tailor their feature set.
This scalable pricing can work well for smaller communities, yet add-ons can raise total costs as associations grow or need more tools. The platform does not specialize in HOA screening or Florida compliance, which may require extra systems or manual work.
7. Condo Control: Module-Based Pricing
Condo Control Basic Package starts at $49 per month, with pricing that varies by number of units and modules such as Standard Living, Modern Living, and Premium Living plans. The modular structure lets associations select specific features, yet it can add complexity to pricing and setup.
The platform focuses on condominium operations but may not cover full screening workflows or Florida-specific regulatory tools that communities need for 2026 compliance.
8. HOA Express: Website and Document Management
HOA Express offers annual pricing: Lite at $300 per year, Pro at $550 per year, and Plus at $950 per year, with extra costs for a domain at $15 per year and email at $135 per year for Lite and Pro. Annual billing can reduce administrative work compared with monthly subscriptions.
HOA Express focuses on website management and document storage, which supports basic compliance and communication. The platform does not include comprehensive screening and onboarding tools that many modern associations now expect.
2026 HOA Software Pricing Trends & Florida Insights
HOA software often costs between $100 and $500 per month for subscription-based platforms, and per-unit pricing continues to grow more common. Free HOA software options usually follow a freemium model with only basic features, while advanced reporting and owner portals sit behind paid tiers. These free or low-cost plans often include transaction fees, unit limits, and restricted support.
Florida’s 2026 regulatory environment strongly shapes software decisions. CAMs who manage HOAs must complete 17 total hours of continuing education for 2026 license renewal, including 5 hours specific to HOA management. This higher compliance burden pushes boards and managers toward software that reduces manual work and supports consistent regulatory adherence.
The revenue-sharing model from TenantEvaluation breaks away from traditional subscription pricing and removes fixed monthly software costs. Associations pay from application revenue instead, and many communities generate net income from the process. This structure aligns software expenses with actual application activity, which can help Florida HOAs with seasonal or variable volumes.
FAQ: HOA Software Pricing & Florida Tips
How much does HOA software cost?
HOA software usually costs between $100 and $500 per month for subscription platforms, with pricing shaped by features, unit count, and service level. Per-unit pricing often ranges from $0.55 to $5.00 per unit monthly, and some providers offer annual plans that start around $300. Revenue-sharing models like TenantEvaluation remove upfront software costs by deducting fees from application revenue, which can make the platform cost-neutral or even revenue-generating for many associations.
How much does Smartwebs cost?
Smartwebs pricing is typically custom-quoted based on association size and requirements, and industry averages for similar tools often fall between $100 and $300 per month. Final costs depend on the feature bundle, number of units, and support level. Many Florida associations now compare these models with alternatives like TenantEvaluation that use transparent revenue-sharing and avoid hidden fees or long-term contracts.
What is the average HOA fee in Florida?
Florida HOA fees vary by region, property type, and amenities. Urban areas such as Miami, Tampa, and Orlando often see higher fees because of property values and maintenance demands. Typical fees range from about $200 to $800 per month for condominiums and $50 to $300 for single-family HOAs, while luxury communities can charge more. Rising insurance premiums and new compliance requirements continue to push fees upward across much of the state.
Why are FL HOA fees so high?
Florida HOA fees reflect hurricane insurance needs, extensive amenities like pools and clubhouses, and aging infrastructure that requires frequent repairs. New and evolving regulations, including HB 657 and website requirements, add administrative and technology costs. The state’s rapid population growth increases demand for premium amenities, and Florida’s climate requires year-round maintenance and specific hurricane preparedness measures.
What is the best free HOA management software?
Free HOA management software works best for very small or informal associations. PayHOA starts at $54 per month for up to 25 units, and HOA Express offers basic website and document tools at relatively low annual rates. Many free or entry-level platforms do not include trust accounting, advanced reporting, or strong compliance features. Most growing associations eventually move to paid solutions that support accurate financials and regulatory requirements.
Is QuickBooks good for an HOA?
QuickBooks does not fit HOA management needs well because it lacks community association features. HOAs require trust accounting to separate owner funds, automated assessment tracking, aging reports for delinquent accounts, and HOA-specific financial statements. QuickBooks often needs heavy customization and ongoing accountant involvement to cover these gaps, so dedicated HOA software usually delivers more efficient and cost-effective management.
Conclusion: Pick the Best HOA Software Florida for 2026
Florida HOAs and condominium associations face new 2026 regulations and rising operating costs, so software choices now carry more weight. Traditional subscription-based platforms add predictable but ongoing expenses, while TenantEvaluation’s revenue-sharing model removes upfront software costs and supports Florida-specific compliance. The platform’s focus on HOA screening and onboarding, combined with tools like the QuickApprove dashboard and automated compliance workflows, makes it a strong fit for Florida communities that want efficiency, clear processes, and better cost control.