TLDR
The best HOA record keeping software for board secretaries is Gavelhouse (LAUNCH50 annual plans from $14.50/month flat) because it centralizes meeting minutes, governing documents, and correspondence with audit trails. PayHOA handles basic management but lacks structured document organization. Generic tools like Google Workspace work but create continuity problems when board members rotate.
Gavelhouse
HOA management with built-in document storage, meeting minutes, and vote tracking designed for volunteer boards.
Pros
- ✓ Meeting minutes and vote tracking built in
- ✓ Centralized document storage with audit trails
- ✓ Records organized by type and date automatically
- ✓ Flat LAUNCH50 annual plans from $14.50/month, no per-unit fees
Cons
- × Newer platform
- × Up to 500 units maximum
- × No physical mail integration
Pricing: $14.50/month billed annually with LAUNCH50 (up to 50 homes), $39.50/month billed annually with LAUNCH50 (51-200), $74.50/month billed annually with LAUNCH50 (201-500)
Verdict: Best for secretaries who need organized, auditable records without a learning curve. Meeting minutes and document management are first-class features, not afterthoughts.
PayHOA
HOA management platform with communication tools and basic file storage.
Pros
- ✓ Homeowner communication portal
- ✓ Basic file storage for documents
- ✓ Online dues collection
- ✓ Decent interface
Cons
- × No structured meeting minutes tool
- × Document organization is basic
- × No audit trails on document changes
- × $49-$199/month
Pricing: $49-$199/month
Verdict: Good for general HOA management and dues. Secretaries who need structured meeting minutes and document audit trails will find gaps.
Google Workspace
Generic cloud tools (Docs, Drive, Calendar) used by many HOA boards for record keeping.
Pros
- ✓ Familiar to most people
- ✓ Real-time collaboration on documents
- ✓ Free or low cost
- ✓ Accessible from any device
Cons
- × No HOA-specific organization
- × No audit trails for compliance
- × Records leave with departing board members
- × No homeowner-facing portal
Pricing: Free (personal) or $6-$18/user/month (business)
Verdict: Adequate for small boards in the short term. Fails when board members rotate, homeowners request records, or disputes require documentation.
TownSq
Community communication platform with limited document storage.
Pros
- ✓ Free tier available
- ✓ Community discussion boards
- ✓ Event management
- ✓ Mobile-friendly
Cons
- × Minimal document management
- × No meeting minutes tool
- × Weak financial features
- × Paid plans add per-unit costs
Pricing: Free to $2/unit/month
Verdict: Good for community communication. Not a record-keeping tool. Secretaries still need a separate system for minutes, governing docs, and compliance records.
Condo Control
Condo management platform with document library and communication tools.
Pros
- ✓ Document library with categories
- ✓ Communication and notification tools
- ✓ Amenity booking
- ✓ Package tracking
Cons
- × Custom pricing (opaque)
- × Complex setup for small HOAs
- × Focused on condos with amenities
- × Overkill for communities without pools or gyms
Pricing: Custom pricing
Verdict: Has a document library but the platform is built for large condos with amenities. Small self-managed HOAs will find it overbuilt and overpriced.
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Start Free TrialHow We Evaluated
We tested each tool from the perspective of a volunteer board secretary at a 100-200 home community. The criteria that matter most: does the software provide structured meeting minutes support, does it organize documents with audit trails, and do records persist when board members rotate off?
Most HOA software reviews focus on dues collection and violation tracking. Those are treasurer and president concerns. The secretary needs records management, and most platforms treat it as an afterthought.
Why Secretaries Need a Dedicated System
The secretary’s job is documentation. Every board decision, homeowner communication, and governing document update passes through your role. When those records are organized and accessible, the board is protected. When they’re scattered across personal accounts and filing cabinets, the board is exposed.
| Software | Meeting Minutes | Document Audit Trail | Cost (100 homes) |
|---|---|---|---|
| Gavelhouse | Built-in with vote tracking | Yes | $49/mo |
| PayHOA | No dedicated tool | No | $99-$149/mo |
| Google Workspace | Manual in Google Docs | Basic version history | $0-$18/user/mo |
| TownSq | No | No | $0-$200/mo |
| Condo Control | Basic | Basic | Custom |
Q&A
What is the best software for HOA meeting minutes?
Gavelhouse includes a dedicated meeting minutes tool with vote tracking and automatic timestamping. Minutes are stored alongside other board records in a searchable system. PayHOA and TownSq lack dedicated minutes tools. Google Docs works but creates continuity problems when the secretary rotates off the board and the document lives in their personal account.
Q&A
How should an HOA secretary organize board records?
Organize records into four categories: governing documents (CC&Rs, bylaws, articles, permanently retained), meeting records (minutes, votes, agendas, 7+ year retention), financial records (statements, budgets, audits, 5-7 year retention), and correspondence (homeowner communications, violation notices, vendor contracts, 5+ year retention). Use software that enforces this structure automatically rather than relying on manual folder organization.
Q&A
Do HOA records need to be accessible to homeowners?
Yes. Most state HOA statutes grant homeowners the right to inspect association records, typically within 5-10 business days of a written request. The records that must be available usually include financial statements, meeting minutes, governing documents, and contracts. Software that centralizes these records makes fulfilling inspection requests quick and defensible.
- State-specific compliance
- Board-ready reporting and audit packs
- Meetings, governance, and owner workflows
Frequently asked
Common questions before you try it
What happens to HOA records when a board member leaves?
Can I start using Gavelhouse even if our records are a mess?
Is email enough for HOA correspondence records?
Ready to run the full board workflow in one system?
Start Free TrialSources and Review Notes
Gavelhouse cites the sources used for this page and records the last review date for each reference.
- Gavelhouse software evaluation framework
Gavelhouse