Dues Collection
HOA Dues Collection Software with Online Payments and AutoPay
Give residents a simple way to pay dues online — and give your board full visibility into every payment, every month.
Why Online Dues Collection Matters
Dues collection is the financial backbone of every homeowners association. When dues are collected consistently and on time, the community can fund maintenance, build reserves, and pay vendors. When collection is slow or inconsistent, everything downstream suffers — deferred maintenance, surprise assessments, and contentious board meetings about who owes what. The problem for most HOAs is not that residents refuse to pay. It is that the payment process itself creates friction. Mailing checks requires residents to remember, write, and mail a check every month. Manual tracking requires a treasurer to record each payment by hand. Chasing delinquent accounts requires someone to identify who is late, calculate fees, and send follow-up notices. Online dues collection removes this friction. Residents pay in minutes from their phone or computer. Payments are recorded automatically. Late fees are applied based on rules you configure, not based on a volunteer's memory. The result is higher collection rates, less board member time spent on financial administration, and a clear record of every transaction.
- Reduce friction — residents pay online in minutes instead of mailing checks
- Eliminate manual tracking — every payment is recorded automatically in the ledger
- Improve collection rates with convenient payment options and automatic reminders
- Free board members from the administrative burden of chasing delinquent accounts
Stripe-Powered Online Payments
PropMIS integrates with Stripe to provide secure, reliable online payment processing for HOA dues. Residents pay directly from their branded resident portal using credit card, debit card, or ACH bank transfer. Each payment is recorded instantly in the unit's rolling ledger, and both the resident and the board can see the transaction immediately. Stripe handles PCI compliance, fraud detection, and payment security — your board does not need to manage any payment infrastructure. PropMIS does not mark up Stripe's processing fees. Standard Stripe rates (2.9% + $0.30 per transaction for cards) apply, and your community connects its own Stripe account through Stripe Connect onboarding. This means dues payments flow directly to your association's bank account, not through PropMIS.
- Stripe Connect onboarding — your community controls its own Stripe account
- Residents pay via credit card, debit card, or ACH bank transfer
- Payments recorded instantly in the per-unit ledger with transaction details
- No markup on Stripe processing fees — standard Stripe rates apply
- PCI compliance and fraud detection handled by Stripe's infrastructure
AutoPay for Hands-Free Collection
For residents who want to eliminate the monthly task of logging in and paying, PropMIS offers AutoPay enrollment. Residents opt in through their portal, and their dues are charged automatically each billing cycle using their stored payment method. AutoPay reduces late payments dramatically because it removes the possibility of forgetting. For boards, AutoPay means fewer delinquent accounts, fewer late fee disputes, and a more predictable cash flow. The enrollment is entirely resident-initiated — boards cannot enroll residents in AutoPay without their consent. Residents can unenroll at any time from their portal. AutoPay charges appear in the same per-unit ledger as all other payments, maintaining a single, complete financial record.
- Residents opt in to AutoPay from their branded portal
- Dues charged automatically each billing cycle — no manual action required
- Resident-controlled enrollment and unenrollment at any time
- AutoPay payments recorded in the same per-unit ledger as manual payments
- Reduces late payments and improves collection predictability for boards
Manual and Offline Payment Tracking
Not every resident will pay online, and PropMIS is designed for that reality. When a resident pays by check, cash, or direct bank transfer, a board member or manager can record the payment manually in the system. Manual payments appear in the same per-unit ledger as Stripe payments, so the board always has a complete picture of each unit's financial status regardless of payment method. This hybrid approach is important because many communities — especially those transitioning from paper-based processes — have residents who prefer traditional payment methods. PropMIS does not force a switch to online-only payments. Instead, it gives boards a single system that tracks all payments, regardless of how they arrive.
- Record check, cash, and bank transfer payments manually in the system
- Manual payments appear in the same ledger as online Stripe payments
- Complete financial picture for every unit regardless of payment method
- Supports communities transitioning gradually from paper-based processes
- Payment recorder and date tracked in the audit trail for accountability
Late Fees and Grace Periods
PropMIS automates late fee calculation and application based on rules you configure for your community. You set the late fee amount and the grace period (for example, a $25 late fee applied 15 days after the due date), and the system handles the rest. Late fees are calculated automatically and added to the unit's ledger as a distinct charge, separate from the original dues charge. This removes the judgment calls and inconsistencies that arise when late fees are tracked manually — every unit is subject to the same rules, applied at the same time, with the same documentation. When circumstances warrant an exception, boards can waive late fees on a per-unit basis. Waivers are recorded in the audit trail with the waiver reason and the board member who approved it, maintaining transparency and protecting the board from claims of selective enforcement.
- Configurable late fee amount and grace period for your community
- Automatic calculation and application — no manual tracking or reminders needed
- Late fees recorded as distinct charges in the per-unit ledger
- Per-unit late fee waivers available with audit trail documentation
- Consistent enforcement protects the board from selective enforcement claims
Frequently Asked Questions
Common questions
What payment methods can residents use?
Residents can pay online via credit card, debit card, or ACH bank transfer through Stripe. Boards can also record manual payments (check, cash, bank transfer) in the same ledger.
Does PropMIS charge extra for payment processing?
No. PropMIS does not mark up Stripe's processing fees. Standard Stripe rates (2.9% + $0.30 per card transaction) apply. Your community connects its own Stripe account and receives payments directly.
Can residents set up AutoPay?
Yes. Residents can enroll in AutoPay from their portal. Dues are charged automatically each billing cycle using their stored payment method. Residents can unenroll at any time.
How are late fees handled?
You configure the late fee amount and grace period for your community. PropMIS calculates and applies late fees automatically. Boards can waive late fees on a per-unit basis with the waiver documented in the audit trail.
How much does PropMIS cost?
PropMIS costs $99/mo per community, plus $3/mo per unit over 10. All features — including online payments, AutoPay, ledger tracking, and late fee automation — are included. 45-day free trial, no credit card required.
Ready to modernize your community?
$99/mo per community. 45-day free trial. No credit card required.