Architectural review
30-day statutory clock with pause/resume, ARC committee majority voting, automatic Board hand-off, per-application Drive folder, email reminders, audit log.
Submission formARC votingBoard decisions
Live with Noble Ridge Estates · onboarding new associationsLive with Noble Ridge · onboarding now
The operating platform for self-managed homeowner associations.
ARC review, violations, board voting, meeting minutes, community comms, events, documents, work orders, amenities, resale packets, AI governance advisor. One platform. One login. Audit-logged end to end.
- 30-day free pilot
- No setup fee
- Your own Postgres schema
- Export your data anytime
nobleridge.hoaxis.com/applications
Tuesday · May 24
Good morning, Pat.
ARCBoard
Open
7
+2
Needs info
3
Advisor / mo
$0.23
of $2.00
Active reviews
3 of 7
4421 Ridgecrest
Pool deck
4d
ARC 3-04318 Highland
Roof replacement
9d
Board4502 Pinehurst
Fence (6 ft vinyl)
22d
Info30-day clock
Day 21 of 30 · 4 awaiting Board
AI advisor
“Per Article VI §3, a 6 ft vinyl fence requires ARC approval but is permitted in your zone…”
In production today
Tracking 21 ARC applications across one community since 2024.
Built for boards that take stewardship seriously
Trusted by community leaders who run real elections.
100%
Audit-logged
30 day
Review clock
$0.50
Avg AI / mo
The status quo
Your HOA deserves more than a shared spreadsheet.
Most self-managed associations run on Google Sheets, a group text, and the long memory of one volunteer who's been on the board since 2014. It works until it doesn't — until an applicant misses a deadline, a vote is challenged, or a board member resigns and takes the institutional knowledge with them.
Records scattered across six tools
Sheets for the queue, Drive for the documents, Gmail for the threads, a Doc for the bylaws. Nothing is the source of truth.
Deadlines that nobody is watching
Most states require ARC decisions within a fixed window. Miss it and the application is approved by default.
Votes that can be challenged
Show-of-hands counts, lost ballots, no record of who was eligible. One unhappy homeowner can unwind a year of decisions.
Knowledge that walks out the door
When the board president of a decade resigns, fifteen years of context resign with them.
One platform · three audiences
Purpose-built for everyone who touches the association.
HOAxis isn't a generic CRM with HOA stickers. Every screen, workflow, and permission map was built around how self-managed associations actually operate — drafted by a sitting Board President, refined in production.
For Homeowners
A portal that answers, not a form that frustrates.
- Submit a construction request from any device
- Ask the AI advisor "do I need to apply?"
- RSVP to events; "add to my calendar" actually works
- Reserve the pool, clubhouse, or guest suite
- Vote on community ballots using a per-property key
For ARC committee
Review, discuss, decide — in one place.
- AI-assisted compliance summary per application
- Internal notes invisible to homeowners
- Majority voting with automatic Board hand-off
- Non-compliance investigations on the same machinery
- Per-application audit trail and Drive folder
For Board officers
The institutional memory your association has been missing.
- AI-drafted meeting minutes from your transcript
- Mass announcements with per-recipient delivery log
- Work-order pipeline + vendor COI expiry alerts
- Configurable ballot scopes, quorums, thresholds
- Field-level audit log of every change
The whole platform
Twelve modules. Zero add-ons. Available to every tenant.
There's no “Pro tier feature gate” pretending to be a product roadmap. Every association on HOAxis gets every module. Pricing scales by community size, not by what you're allowed to use.
Non-compliance reporting
Track covenant violations from report to resolution. Photo upload, reviewer assignment, disposition tracking, reporter-anonymous communication channel.
Photo uploadDispositionAnonymous reply
AI advisor — board + residents
Residents ask "do I need to apply for X?"; board members ask covenant + governance questions. Grounded in your governing docs and local-government rules with a hard monthly budget cap.
Grounded answersBudget capSpend log
Ballots & voting
Scoped to whole community or any subset. Quorum %, pass threshold %, draft → open → finalized lifecycle. Aggregate / attributed / secret result modes.
Property-keyed ballotsQuorum trackingAudit-grade tally
Meetings & AI minutes
Agenda builder, attendance roll, motion + vote capture, and AI-drafted minutes from your transcript that respect the meeting metadata as ground truth. Approve and archive in two clicks.
AgendasAI-drafted minutesMotion log
Mass announcements
Send a board update to all homeowners, just the board, just the ARC, or a custom recipient list. Per-recipient delivery log, with bounce + reply visibility on every message.
Audience targetingDelivery logHTML + plain text
Community events
Calendar with RSVPs, scheduled reminders, key-event override, per-homeowner notification prefs, and one-click "Add to my calendar" that works in Apple / Google / Outlook.
RSVPsRemindersICS feeds
Documents library
Governing docs, board minutes, financial reports, vendor COIs — all in one library with visibility controls. Homeowner-visible, board-only, or specific role.
Visibility scopesVersioningSearch
Work orders & vendors
Track maintenance from request to invoice. Vendor directory with insurance / license / W-9 expiry tracking, ratings, services tags, and per-vendor document store.
Work-order pipelineVendor directoryCOI expiry alerts
Amenity reservations
Pool, clubhouse, tennis courts, guest suites — define reservation rules per amenity (lead time, max length, blackout dates) and homeowners book themselves.
Per-amenity rulesSelf-service bookingConflict prevention
Resale certificates
Generate the disclosure packet a buyer's title company needs when a home sells. Tracked from request to delivery; the requester gets the packet link automatically.
Request intakePacket deliveryClosing audit trail
Homeowner registry
Properties, people, ownership history, secondary owners, vehicles, multi-email and multi-phone contact records — with a per-property voting key that rotates on sale.
PropertiesPeople + historyVoting keys
The ARC workflow
From submission to no-objection. Tracked, timed, defensible.
HOAxis encodes the statutory 30-day review clock most jurisdictions require — with pause/resume for needs-info, automatic Board escalation when the ARC committee reaches majority, and a permanent audit record at every step.
See the full workflow specification- 01Homeowner submits
Pre-filled form with draft codes, document upload, signature. Confirmation email with tracking link.
- 02ARC Chair starts review
Editable email draft to the homeowner; sending starts the 30-day clock and records accepted_at.
- 03Committee discusses + votes
Internal notes, AI compliance summary, per-member non_objection / object / needs_info. Pause clock on needs-info.
- 04Board hand-off on majority
When a majority of active ARC members vote the same way, the application moves to awaiting_board and notifies officers.
- 05Decision and notice
Board President issues no-objection (with optional note) or objection — homeowner gets the formal email, the clock stops, the Drive folder is finalized.
Customer story
How Noble Ridge Estates retired the spreadsheet.
We built the first version of HOAxis to solve our own ARC pain. Once it started catching deadlines we'd have missed, fielding homeowner questions at 11 PM with a covenant-grounded answer, and giving the Board a permanent audit trail — we knew every self-managed association needed this.
AS
Adam Smith
Founder · sitting Board member, Noble Ridge Estates
< 1 day
From signup to first homeowner application
100%
ARC decisions delivered inside the 30-day window since launch
$0.41
Average monthly AI advisor spend per HOA
12
Modules retired from Google Sheets, Drive folders and group texts
Security posture
Architected for stewardship.
Every HOA gets its own Postgres schema. Cross-tenant access is impossible by design, not by application-layer convention.
Read the security overviewIsolation
Schema-per-tenant
Each HOA's data lives in its own Postgres schema. The application layer routes queries by host; the database refuses cross-schema access.
Accountability
Field-level audit log
Every mutation — homeowner, staff, system — appends to an immutable audit log with before/after values.
Identity
Per-user TOTP
Staff accounts can enroll in time-based one-time-password 2FA. Symmetric lockout policy after repeated failures.
Portability
Your data is yours
Standard Postgres. CSV + JSON exports at any time. No vendor lock-in, no proprietary data formats.
Honest pricing
Pay per home. Cap your AI. No surprises.
$39 per month + $1 per home, 10-home minimum. Every plan ships every module. A monthly AI advisor budget scales with you and never overspends.
Pocket community
$63/ month
24 homes
Includes $5.40 of AI advisor budget per month
Most common
Mid-size HOA
$159/ month
120 homes
Includes $15.00 of AI advisor budget per month
Large association
$539/ month
500 homes
Includes $53.00 of AI advisor budget per month
Frequently asked
Answers to the questions every board asks first.
Are you a management company?
No. HOAxis is a software platform for self-managed boards — the volunteers and elected officers who run the association themselves. We don't collect dues, hold reserves, or replace your treasurer. We give your board the operating system to do those things well.
How does this compare to running on Google Sheets?
Sheets are extraordinary spreadsheets but terrible workflow systems. HOAxis tracks deadlines, enforces the 30-day clock, records every action, gates access by role, and gives homeowners a self-service portal. Spreadsheets do none of that.
Where does our data live?
In your own Postgres schema, on hosted infrastructure in US-East. Cross-tenant access is impossible at the database level — not enforced by application code, enforced by the schema boundary. You can export everything to CSV + JSON at any time.
How long does onboarding take?
Most associations are running real workflows within a week of signing on. We provision the tenant the same day, help you load your property + people registry from whatever you have now (a CSV, a county dataset, or hand-typed), and your board members start the next week.
What if we already use [other vendor]?
HOAxis is built for self-managed boards, not for property-management companies. If you already pay a management firm a per-door fee, you probably don't need us. If you're a board running things yourselves with volunteer time, we save you an enormous amount of that time.
How does the AI advisor work?
Residents ask "do I need to apply for X?" — board members ask covenant and governance questions. The advisor answers using only your governing docs and applicable local-government rules, with a monthly USD budget cap you control. Conversations and spending are logged. You can disable the module entirely from the operator console.
Can the platform produce our meeting minutes?
Yes. You build the agenda, capture attendance + motions live, and paste in a transcript (or upload a recording transcript). HOAxis drafts minutes that respect the structured meeting metadata as ground truth — the AI fills in the narrative, never invents votes or attendees. You review, edit, approve, and archive in two clicks.
Do you handle reservations for the pool and clubhouse?
Yes. Each amenity has its own reservation rules — lead time, max length, blackout dates, who can book — and homeowners self-serve from their portal. The board sees the schedule, can override, and can suspend an amenity for maintenance.
Ready when you are
Stop running your HOA on a spreadsheet.
HOAxis takes weeks to roll out, not quarters. Tell us about your association and we'll show you the platform in 25 minutes.