March 30, 2026
People are putting AI to use in Condo and HOA communities in ways that are helping them be more efficient and make smarter decisions.
Here are 5 ways people are deploying AI to help Condo and HOA boards:
1. To analyze vendor proposals—This is the area where people are finding the most benefit. For instance, in a painting project. Maybe there are 3 or 4 vendor proposals. Ask AI to analyze them and provide a summary of each, including what's included in the pricing, what's not included in the pricing, what the additional pricing structures are, and to give us that comparison in a summary. Then, ask AI to create a side-by-side table comparison.
In a typical HOA board of 5 members, only 2 will read each individual proposal. The other 3 will skim. This gives you full details, but for those who don't care about reading the proposals letter for letter, they see that information.
2. To interpret monthly financials—Take a community's monthly financials and upload them into AI and ask it to write a summary. Ask it: Is the Association in a good cash position? It's looking at your cash balance, payables, receivables, and reserves and doing a quick mathematical analysis.
It's also giving you a summary, saying things like: ‘There are 12 units that are 30 days delinquent, 5 that are 60 days delinquent, and 3 that are 90 days delinquent. It can also tell you what areas in the income statement are overbudget. That kind of information allows the manager or treasurer to do a deep-dive analysis.
3. As a first draft for communications—Any time you're wanting to send a communication, you can say things like, ‘Draft a letter to the members of the community reminding them of trash collection'. The more detailed the prompt you can provide AI, the better. If you ask it to write a letter reminding owners about trash cans, you'll get a basic letter. If you add that Monday is for garbage and Thursday is for recycling, AI will put that additional information in the letter.
4. For immediate meeting summaries—There are devices for taking meeting notes. You hit a button, and it starts taking detailed notes.
It can give you a couple of options. It might start by saying, ‘Speaker 1 said this, Speaker 2 said this,' But if you put in the board members' names and what seats they're in, it'll start recognizing their voices. If you tell it, ‘Speaker 1 is Frank,' it'll say, ‘Frank said this,' and it'll learn that for the community going forward.
5. For easy answers to owners' basic questions— Your software system can be all in on AI. You can have it in a couple of areas. You can have your own AI assistant.
Whatever you link to it, it can answer questions about. If you link all Association documents and an owner asks a clear question, it can spell out the specific steps for, say, a PVC fence. It'll also tell them that there's a link where they can submit their application or how to manually submit the application.
Homeowners can ask it, ‘When was my last payment received?’ The data that comes out is amazing. It'll say, ‘On May 3, we received check number 1320 for $600, which left you with a $23 credit on your account.'
It can also be integrated into your violation tool you use as part of your software. When a manager gets to a community, that manager can have AI do a quick analysis of where the property is at that moment. AI might say: ‘This street has the most violations, start here.' Or ‘This home has 6 open violations, start there.' That gives the manager a game plan on how to work through the community.
How Not to Use AI
Despite its value, AI has serious limitations you need to keep in mind every time you use it.
Every day, AI is getting more and more accurate. But: It's not perfect. It's still the Board's responsibility to ensure the accuracy of the data that's being presented to the rest of the board or the owners.
That problem with AI will go away. Until then, boards shouldn't rely solely on the interpretation of an AI tool. They need to review the output themselves to ensure its accuracy.
Another caution about using AI: AI could be very beneficial for some things, but it could be dangerous. Don't rely on it for anything legal. In that case, it shouldn't be used.
It shouldn't replace the Board’s judgment. Don't rely on computers to tell you how to do things.
AI Use in Condo and HOA Communities
PROPERTY MANAGERS: AI is here. It's not going anywhere.People are putting AI to use in Condo and HOA communities in ways that are helping them be more efficient and make smarter decisions.
Here are 5 ways people are deploying AI to help Condo and HOA boards:
1. To analyze vendor proposals—This is the area where people are finding the most benefit. For instance, in a painting project. Maybe there are 3 or 4 vendor proposals. Ask AI to analyze them and provide a summary of each, including what's included in the pricing, what's not included in the pricing, what the additional pricing structures are, and to give us that comparison in a summary. Then, ask AI to create a side-by-side table comparison.
In a typical HOA board of 5 members, only 2 will read each individual proposal. The other 3 will skim. This gives you full details, but for those who don't care about reading the proposals letter for letter, they see that information.
2. To interpret monthly financials—Take a community's monthly financials and upload them into AI and ask it to write a summary. Ask it: Is the Association in a good cash position? It's looking at your cash balance, payables, receivables, and reserves and doing a quick mathematical analysis.
It's also giving you a summary, saying things like: ‘There are 12 units that are 30 days delinquent, 5 that are 60 days delinquent, and 3 that are 90 days delinquent. It can also tell you what areas in the income statement are overbudget. That kind of information allows the manager or treasurer to do a deep-dive analysis.
3. As a first draft for communications—Any time you're wanting to send a communication, you can say things like, ‘Draft a letter to the members of the community reminding them of trash collection'. The more detailed the prompt you can provide AI, the better. If you ask it to write a letter reminding owners about trash cans, you'll get a basic letter. If you add that Monday is for garbage and Thursday is for recycling, AI will put that additional information in the letter.
4. For immediate meeting summaries—There are devices for taking meeting notes. You hit a button, and it starts taking detailed notes.
It can give you a couple of options. It might start by saying, ‘Speaker 1 said this, Speaker 2 said this,' But if you put in the board members' names and what seats they're in, it'll start recognizing their voices. If you tell it, ‘Speaker 1 is Frank,' it'll say, ‘Frank said this,' and it'll learn that for the community going forward.
5. For easy answers to owners' basic questions— Your software system can be all in on AI. You can have it in a couple of areas. You can have your own AI assistant.
Whatever you link to it, it can answer questions about. If you link all Association documents and an owner asks a clear question, it can spell out the specific steps for, say, a PVC fence. It'll also tell them that there's a link where they can submit their application or how to manually submit the application.
Homeowners can ask it, ‘When was my last payment received?’ The data that comes out is amazing. It'll say, ‘On May 3, we received check number 1320 for $600, which left you with a $23 credit on your account.'
It can also be integrated into your violation tool you use as part of your software. When a manager gets to a community, that manager can have AI do a quick analysis of where the property is at that moment. AI might say: ‘This street has the most violations, start here.' Or ‘This home has 6 open violations, start there.' That gives the manager a game plan on how to work through the community.
How Not to Use AI
Despite its value, AI has serious limitations you need to keep in mind every time you use it.
Every day, AI is getting more and more accurate. But: It's not perfect. It's still the Board's responsibility to ensure the accuracy of the data that's being presented to the rest of the board or the owners.
That problem with AI will go away. Until then, boards shouldn't rely solely on the interpretation of an AI tool. They need to review the output themselves to ensure its accuracy.
Another caution about using AI: AI could be very beneficial for some things, but it could be dangerous. Don't rely on it for anything legal. In that case, it shouldn't be used.
It shouldn't replace the Board’s judgment. Don't rely on computers to tell you how to do things.
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