5 Accounts Payable Software for Homeowners Associations

A lot of board members think accounts payable (AP) is all about processing invoices. But the truth is, AP starts much earlier. The moment an association identifies a need, such as landscaping, maintenance, or new equipment, the workflow begins. Soliciting bids, vetting vendors, creating work orders, and issuing purchase orders are all part of the process. Usually, boards don't wait until an invoice lands on their desk to learn the cost of a service. They get quotes before the work begins.

Managing all of this by hand eats up valuable time. The good news is that boards and managers don't have to spend their days filling out purchase orders, chasing invoices, and cutting checks. AP software simplifies the entire workflow. It helps teams collaborate more effectively, eliminates the need for paper storage, and reduces errors during reconciliation.

These platforms make it easier to track how member fees are spent, whether it's on common area maintenance, amenities, or administrative expenses. They also help associations stay ahead of unpaid bills, avoid late fees, and keep strong relationships with vendors. The savings are significant. 

On average, it takes about 25 days to process an invoice manually, at a cost of roughly $15 each. With automation, processing drops to just 3 to 5 days, and costs can fall as low as $3.50 per invoice. That's a huge difference, especially for communities managing hundreds of bills every month. In this guide, we'll review 5 of the best accounts payable software solutions for homeowners' associations. 

5 Accounts Payable Software for Homeowners Associations

Choosing an accounts payable automation platform is a major step toward improving both productivity and financial management for an HOA. However, success depends on selecting software with the right features. If key functions are missing, the onboarding process becomes frustrating, and the solution won't deliver its full value.

For example, the board invests in a system, only to realize later that it can't fetch utility bills from portals. As a result, you're forced to keep manual, error-prone workarounds. That means the real benefits of automation, such as faster processing, fewer errors, and stronger vendor relationships, will never fully materialize.

Missing features can also create extra costs. Boards may find themselves paying for customizations and adding separate tools to fill the gaps. Not only does this raise the overall price, but it also complicates the system and makes it harder to maintain over time. The good news is that we've already done the research for you. Below are 5 accounts payable software options that have been designed with homeowners' associations in mind. 

LeapAP

LeapAP is one of the few accounts payable automation platforms designed specifically for property and community management. It's built with the unique challenges of HOAs, condominiums, and multi-property portfolios in mind. Unlike generic AP tools, LeapAP handles the realities of multi-entity accounting, recurring utility bills, and layered approval chains that involve managers, staff, and volunteer board members.

The platform's mission is to cut AP costs by up to 80% and shrink invoice cycle times just as dramatically, without forcing boards to add extra staff as communities grow. For HOAs, where the workload often spikes as more properties are added, this efficiency translates directly into fewer backlogs and less stress at month-end.

The process starts with invoice capture. Invoices can be emailed, uploaded, or scanned, and LeapAP's AI pulls out key details like vendor, property, invoice number, amount, and taxes. One standout feature is that LeapAP will even log into utility portals to download bills automatically. For managers dealing with dozens of utilities such as waste, water, and insurance, this feature alone eliminates hours of repetitive work and helps prevent costly late fees. 

In fact, this feature alone makes LeapAP the winner, considering repetitive bills are one of the most common in HOAs, and all other systems in our list require you to download the bills from the portal and upload them on the platform manually.  

From there, invoices sync seamlessly into major accounting systems like Yardi Voyager, Buildium, Condo Manager, eUnify, Rent Manager, Shiftsuite, Xero, and QuickBooks. The integration is two-way and field-level, which means vendors, GL accounts, properties, jobs, and bank data all stay aligned. 

Approvals are just as smooth. Workflows can be customized based on rules such as invoice amount and expense type, and board members only see the invoices relevant to them. This avoids the usual clutter that slows approvals down. The platform also includes collaboration tools. For example, users can @mention colleagues, leave comments, and track every action with time stamps. This creates a defensible audit trail and eliminates the old sticky notes and side emails.

When it comes to payments, LeapAP offers flexibility. Boards can approve disbursements electronically, with funds released via mailed checks, ACH/EFT, or virtual credit cards. Payment details flow right back into the accounting system automatically, so AP staff don't have to chase confirmations. 

For audits, managers can download complete invoice sets in bulk with just a few clicks. In fact, the 5.0/5 rating on GetApp and 4.9/5 on G2 just tells how good the platform is. However, pricing isn't posted publicly, so you need to book a demo and request a custom quote. 

PayHOA

PayHOA is an all-in-one management platform built specifically for homeowners associations. The platform stands out with a strong accounting backbone. It blends receivables, payables, reporting, and document management into one environment. With over 5,000 associations and more than 576,000 units on the platform, it has become a popular choice for self-managed HOAs and boards that want tighter control of their finances without juggling multiple systems.

On the receivables side, PayHOA makes billing straightforward. Instead of creating invoices one at a time, managers can generate recurring dues such as monthly, quarterly, biannual, and annual, or issue one-off charges to the whole community or selected groups with just a few clicks. Each invoice is tied directly to the homeowner's account and coded to the correct revenue category, keeping the general ledger accurate automatically. 

Late fees can be customized to match governing documents, whether that's a one-time penalty, compounding interest, or tiered charges. Boards can even offer early-payment discounts to encourage prompt payments. Homeowners benefit from the convenience too: they can pay online, set up autopay, and see their full account history at any time. All payments sync back to the ledger in real time, so there's no manual reconciliation.

On the accounts payable side, vendor invoices can be emailed directly into the system, where OCR scanning captures the details and pushes them into an approval queue. Associations can design approval workflows by vendor, expense type, and dollar amount. 

Notifications alert managers and board members to pending payables, helping avoid missed and late payments. Once approved, payments are made through the vendor's preferred method, such as ACH, EFT, or checks. If no preference is provided, PayHOA mails a check automatically. Payment details sync back into the books instantly.

PayHOA also simplifies compliance. Vendor contracts, insurance certificates, and invoices are stored in one centralized location, making audits and board reviews painless. At year-end, the system generates 1099s for vendors automatically, saving boards hours of manual work and keeping IRS requirements covered.

PayHOA supports both cash and accrual reporting, with filters by date or chart of accounts category. Boards can generate real-time reports on receivables, payables, and financial health. In fact, the system rivals QuickBooks in capability, but it's tailored to HOA accounting, so revenue and expense tracking align naturally with association operations. 

Outside of finances, the platform includes tools that lighten the administrative load. Associations can send unlimited announcements by text and email, and maintenance requests can be submitted directly through the system. These requests route automatically to the right vendor or staff, preventing manager inbox overload and keeping communication organized. The platform gives you a 1-month free trial, so boards have a chance to test billing and payables workflows before committing.

Buildium

Buildium is an all-in-one PM platform that brings accounting, communications, leasing, and maintenance into a single system. While it started as a tool for rental property managers, it has grown to serve mixed portfolios, commercial properties, and community associations. That versatility makes it great for management companies overseeing different property types, since everything from tenant rent to HOA dues can run through one environment.

On the accounting side, Buildium offers tools designed with property managers in mind. Bank statements are reconciled automatically, with deposits and checks matched to the ledger. Built-in calculators track payables to vendors, property owners, and the management company itself. Bills are generated directly from work orders and paid online, while recurring charges are automated to cut down on repetitive tasks. 

Payables are also simplified. The system supports electronic payments via EFT and credit cards, reducing reliance on paper checks. When checks are still required, Buildium can print and mail them on behalf of the management company. At year-end, 1099s for both vendors and property owners are generated online, easing the administrative burden of tax reporting.

What sets Buildium apart is the integration between financial and operational management. Maintenance requests flow directly into the system as work orders, which can then be assigned, tracked, and ultimately converted into bills. This keeps the books aligned with day-to-day operations and reduces discrepancies. 

Buildium's mobile apps allow managers to approve transactions, monitor maintenance, and access financials on the go. For managers who want added flexibility, Buildium also offers an open API for connecting with other systems.

Reporting is another strong point. Boards and managers can customize reports for both financial and operational insights. Every payment and charge is logged, and you can easily export the reports. 

AppFolio

AppFolio is a cloud-based PM platform that covers the full range of operations for residential, commercial, and community association managers. Leasing, marketing, maintenance, accounting, and payments all sit in one environment. For management companies that prefer a single, comprehensive system instead of piecing together multiple tools, AppFolio is a good try. 

One of its standout features for accounts payable is Smart Bill Entry. This AI-driven tool reads incoming invoices, extracts key details, and maps them to the right fields automatically. Instead of manually typing in vendor names, invoice numbers, or amounts, users simply upload, review, and approve. With more than 56 million invoices already processed through Smart Bill Entry, the feature has proven its reliability. With this feature, AppFolio customers report up to a 50% reduction in invoice processing time.

On the approval side, AppFolio is rolling out Realm-X Flows, a workflow automation engine that lets associations design approval paths based on rules like invoice amount, vendor type, property, and budget. This kind of customization brings consistency, oversight, and efficiency.

Payments are handled within the platform, creating a closed loop from invoice receipt through approval and disbursement. 

Vendors, owners, and residents can all be paid quickly and securely via eCheck. For commercial portfolios, AppFolio adds the ability to track, bill, and reconcile common area maintenance expenses. A Plaid integration links bank accounts securely, allowing automatic transaction matching that saves time during reconciliation.

AppFolio goes far beyond AP automation. Managers can market vacancies, screen tenants, collect dues and rent, handle maintenance requests, and generate detailed reports, all from the same system. Reporting is structured with trust accounting in mind, which helps HOAs and management companies stay compliant and transparent.

Despite its wide scope, AppFolio emphasizes ease of use. The interface is clean and approachable even for teams without deep technical backgrounds. As a cloud-based platform, it also provides full mobile access. Managers and board members can review financials, approve invoices, and monitor operations from anywhere.

Yardi Breeze

Yardi Breeze is another cloud-based PM platform built to simplify daily operations for residential, commercial, affordable housing, self-storage, manufactured housing, HOAs, and condominiums. What makes Breeze a good choice for associations is its balance: it combines Yardi's long-standing reputation for rock-solid accounting with a user-friendly interface that's far less intimidating than the company's larger enterprise systems.

At its foundation, Breeze runs on Yardi's trusted accounting engine. That translates to precise financial management without having to juggle multiple tools. Associations can generate detailed financial statements with drill-down capability, manage escrow and trust accounts, track budgets versus actuals, stay on top of delinquencies, and e-file 1099s. For boards and managers who prioritize compliance and transparency, the reporting backbone is one of Breeze's strongest assets.

On the accounts payable side, invoices can be submitted directly, routed through customizable approval workflows, and paid by check or EFT. Associations can set approval limits by amount, designate approvers, and process invoices in batches to save time. For those who want to go further, Breeze Premier offers Full Service Invoice Processing, where vendors send invoices directly to Yardi for scanning and data entry. The invoices then appear in Breeze ready for review and approval.

Another great feature is Smart Review, which uses invoice history to flag anomalies before they reach approval. If a vendor usually charges within a certain range and suddenly submits something out of pattern, Smart Review highlights it for closer inspection. This helps reduce overpayments and fraud while improving accuracy as the system learns from past activity. Combined with automated workflows, the Smart Review shortens AP cycle times while adding stronger controls.

Operationally, Breeze goes beyond accounting and AP. Managers can assign and track maintenance work orders, attach photos and documents, and automatically bill residents for completed work. Because the platform is mobile-friendly, managers can approve invoices, upload violation photos, and check vendor progress from any device.

On the communication front, Breeze centralizes messaging with owners and boards, supports violation and compliance tracking, and makes it easy to post fees and special assessments. For many associations, this replaces a patchwork of email, spreadsheets, and separate accounting software with one streamlined system. 

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