Bridging the gap between community and management

Empower your HOA management team to build connections that stand the test of time with Pilera’s industry-defining CRM.

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Trusted By Management Companies & Self-managed Communities

CRM purpose-built for the Community Association industry

PileraCONNECT

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PileraCARE

PileraENGAGE

PileraVOTES

People-focused community management software

Empower your communities with Pilera’s intuitive CRM software, helping you put the focus back on community relationships.

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It’s like having a manager in every home

Maintain a personal touch with automated phone, text, email, and postal mailing. Be the first to offer fast and accurate support when your residents need it.
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Create self-reliant and happier communities

Modern and easy-to-use self-service tools reduce administrative burdens, paving the way for happier and well-run communities.
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Work better together

Collaboration tools, automated updates, and audit trails enable managers, boards, vendors, and residents to stay in the loop.

Transforming communities, one success at a time

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4.8/5 from 28+ reviews

“The biggest thing I can say about Pilera is I have zero website development experience. Never have I edited a website before working here [Solomons Landing Condominium], and this [Pilera] made it so simple. Your website platform is awesome!”

Norm Patton
Property Manager – Solomons Landing Condominium

I find Pilera very easy to navigate, update, and maintain. I look forward to our community’s increased reliance on Pilera is the central location of personal data, documentation, and workflow information.”

Erica Mellimann
Board Member

Community members using Pilera have found the notices and condo docs, minutes, by-laws, etc. very informative. Folks who use the site appreciate being able to read the minutes. The managers have not yet opened the site for advertising or community events, which is unfortunate, but perhaps in time, Pilera’s full potential will be made available to our community.”

Bonnie Bourdon
Board Member – Woodhaven Condo Association

“Pilera was amazing in the Emergency situation at Monarch Bay. The Sheriff’s department issued a lockdown and we were able to communicate to the entire community what was happening. It was ESSENTIAL over the last few days while trying to keep everyone informed.

Kimberly Cain
Operations Team Manager, Monarch Bay

“With the emails feeding from VMS, we are able to send late notices, water shut offs, asphalt paving, traffic flow notices, monthly assessment reminders, and general information with a check of a box. This is a faster more efficient use of our time than emailing, and we can track who has received and read the notice. Homeowners are viewing their ledgers for payments, late fees, and fines and using the “make a payment” button to bring their accounts current.”

“The continued updates and additions to the system over the years have been a pleasure to be a part of.”

We definitely use this [Pilera] as a selling tool.  We feel potential clients are impressed with the system and transparency.”

Theresa Beers
Vice President of Community Associations – T-Square Properties

After a year of working with Pilera, we couldn’t be happier with our decision to leave our previous platform. Pilera is extremely user friendly and with the proper training and education you will see the increase of productivity both internally and with clients. The Pilera support team been exceptional since day one. We love that Pilera is constantly working to improve the software and on numerous occasions have built in modules to increase workflow based on suggestions from their clients.

Sarah White
Property Manager

“Pilera has been beneficial for us internally and externally. Additionally, the accountability that Pilera offers is extremely useful when it comes to giving Boards information regarding what we have done vs what a Resident might say. Lastly, the user-friendly capability that the entire system ensues…We made this change for our Company after deciding which route to take because this is the best option to better serve our clients and staff in a positive way.”

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Lindsay Diafeira
Director of Client Care & Licensed Property Manager – Hillcrest Property Management

"Electronic elections improved the legal compliance of the process and reduced our costs."

“After updating our HOA bylaws we conduct Board of Trustees elections with an electronic option via Pilera. Already had 2 annual elections, and in the most recent about 80% of homeowners voted electronically via Pilera with the rest voting by paper. Electronic elections improved the legal compliance of the process and reduced our costs.”

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Michael P.
Princeton Greens

“Efficiency and Effectiveness”

“I have used Pilera for over 10 years. It has been one of the most reliable elements in my company. The managers and clients are very happy with it. As stated in the title, this product has helped our company become more efficient and more effective in our everyday tasks.”

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Bob Keegan
President, Dirigo Management Company

“Practical and user-friendly software!”

“Management is lovely, professional, and responsive. Very pleasant working relationship and I genuinely like these people. Pilera is extremely user-friendly both for the management company and for the clients. We particularly like how aesthetically pleasing the interface and communications appear, and how it can be used to reverse 911 for any urgent notices needed.”

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Elizabeth Caswell Dyer
CEO, Sopra Communities

“Dependable, Scalable, Consolidates, basis for our recent success!”

“Our office now runs all our resident interface and communications through Pilera. The resident portals have been a big hit with our residents. I can’t tell you how happy our Boards are with our reporting capabilities. What we really appreciate from a business perspective is the level of support and the constant improvement culture Pilera exhibits. They don’t rest on their laurels. They continue to improve on their offerings.”

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Carlos Molina
CTO, Professional Association Services, Inc.

Showcasing Pilera's Partnership in Action

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Who We Serve

We empower community management for organizations focused on impact and client-centered innovation.

Condo Associations
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Resources & Support

Free resources for community association managers

As we enter a brand new year, we’re excited to reflect on the features we\’ve released last year.  Furthermore, for us at Pilera Software, this past year has been a thrilling journey filled with innovation and commitment to making our community management clients’ jobs easier!  This blog article will share an overview of new modules, improvements, and achievements in 2023! 

New Modules

We continue to develop new modules based on our clients\’ needs to help you create more self-sufficient communities. From brand-new modules to improvements, our software has evolved to cater to the growing needs of modern community management.  

1) PileraVOTES

If you’re tired of delays in community decision-making, worried about security, or have to deal with the tedious chore of manually counting votes, PileraVotes can help!  We just introduced PileraVotes, a more streamlined way to run secure and fair voting or elections in your community association.  Our new voting platform allows you to reach quorum faster, improve community decision-making, and increase satisfaction.  Our beta clients have experienced 80% owner participation with the platform.  

How PileraVotes simplifies your community’s voting experience:

  • Easy to use & modern voter portal
  • Vote on anything – surveys, amendment changes, and elections
  • Questions customized to your community’s needs with candidate write-in options
  • Fractional voting with unit weights
  • Restrict to one vote per unit
  • Secure access link
  • Tamper-evident technology
  • Instant tallying with visual charts & reports
  • Integrated with your daily workflow for resident engagement and communication. 

Learn more about E-Voting for your HOA or Condo community in our release notes.

Resource: Guide to Running Smoother HOA Elections 

2) PileraPROCURE (Request for Proposal Software)

Securing qualified vendor bids and contracts for your communities can pose a challenge. That\’s why Pilera launched Pilera Procure (in partnership with RFP Plus), a cutting-edge RFP tracking solution. It centralizes all your request for proposal (RFP) tasks, vendor communications, and documents in a single location, simplifying data retention. Our RFP solution streamlines your processes, saving your team valuable time, fostering stronger vendor connections, and ensuring you can get the best bids for your communities. 

How our RFP management solution makes your procurement process more efficient:

  • Manage your entire process, from sending an RFP to finalizing a vendor.
  • Automate RFPs quickly with bulk sending and assignment
  • Get board member approval on RFPs
  • Track vendor and staff responses directly within the RFP
  • Protect your community with license expiration notification reminders to managers and vendors.
  • Dashboards and charts that give you visual insights into your RFP progress
  • View accepted/rejected vendors per category
  • All RFPs, documents, and communications are in one place.

  

Improvements

We firmly believe that community management software should make your lives easier, not harder.  Alongside introducing new products, we prioritize continual improvement of our existing functionality. We aim to improve the workflow of the functionality you use and love to bring greater efficiency to your team.  

Message Inbox

The Message Inbox is the newest addition to PileraCONNECT, our Communications module.  For busy community managers juggling multiple tasks, sifting through endless emails to locate a vendor or board member\’s response can eat up valuable time. Our new Message Inbox changes that. Now, you can find email responses within seconds, not hours. This inbox consolidates all email conversations from residents, vendors, board members, and fellow managers that originated within Pilera. The powerful search and filtering capabilities let you find conversations in a snap. 

Architectural Change Request Committees

The ACR committees feature was a popularly requested feature among our clients who needed a better way to streamline the review and approval process for ACRs.  We introduced the ACR Commitee Role, which you can assign board members and residents to so they can access ACRs, approve/decline them, and stay informed throughout the process.

Ticket Charts

Want to track the trend of open versus closed tickets? Easy! How about a breakdown of your team\’s tasks based on priority? Or a chart showing ticket assignments? We\’ve got you covered!

Ticket Charts are designed to quickly highlight operational trends and the work affecting your communities. Explore these charts across various ticket types—from work orders and support to ACR, violations, and more—to gain quick insights into your team\’s activities.

Ticket Messages

View a history of all conversations from vendors and managers/assignees within the ticket itself, eliminating the need to search through your emails endlessly. 

Other Ticket Improvements  

Vendor Improvements

  • Filter dashboard by vendor – See the workload associated with vendors in your community anytime.  
  • Manage vendor staff in different departments – You can add multiple staff members from a vendor company to the database and allow them to be assigned tickets.  That way, you can communicate more easily with an employee from different departments, such as accounting, a triage person, or the owner of the vendor company, etc. 
  • Set a default vendor assignee – To avoid any confusion about who should be assigned work orders from a vendor company, you can set a default vendor contact to be assigned work orders.
  • Invalid contact information – In the app, you will see if a vendor staff member cannot receive notifications because their email address is invalid. 
  • Vendor communication tracking – Email communication with vendor staff is now tracked in the Message Center. Additionally, vendors can reply to work order and RFP tickets and their responses are tracked in the Message Inbox.

Achievements 

Pilera earned recognition as a top software performer across multiple industry reports last year!  We couldn’t have done it without the support of our amazing clients, who inspire us to keep innovating!  

GetApp for Exceptional Performance in Property Management Software Category

In July 2023, Pilera was recognized as a Category Leader by GetApp, a free online service that helps organizations find the right software in the property management technology space.  GetApp’s recognition of our software in this category is a significant achievement.  Pilera has an overall rating of 4.8/5 on GetApp.  Check out our reviews here!

FrontRunner for Property Management Software by Software Advice

In June 2023, Pilera was recognized as a top-rated product by Software Advice in their 2023 FrontRunners Report for the Top Property Management Software Category.  In their report, Pilera ranks as one of the highest-rated products for its customer service and usability.    Check out the reviews here!

Capterra Shortlist for Property Management Software

Capterra is a popular free online service that helps organizations find software that’s right for them.  In June 2023, Pilera was recognized as a Top Performer in the 2023 Capterra Shortlist for Property Management Software.  With an overall rating of 4.8/5, our clients rated Pilera the highest for its customer service and ease of use. 

What our customers say:

“Pilera has been influential in helping me become more acclimated to my job as a property manager. It allows me easy access to reaching out to residents, as well as tracking the history of communication between management and homeowners. I would absolutely recommend this software to any and all property management firms.”

Nick K. (Capterra)

“Our office now runs all our resident interface and communications through Pilera. The resident portals have been a big hit with our residents. I can’t tell you how happy our Boards are with our reporting capabilities. What we really appreciate from a business perspective is the level of support and the constant improvement culture Pilera exhibits. They don’t rest on their laurels. They continue to improve on their offerings.”

Carlos (Source: Software Advice)

“I love that the software is not complicated. It is very user-friendly. I love that it provides a “go-to” place for our residents to keep up with the community and their accounts. I also love that Pilera offers great customer service that is professional, reliable, and provides resolution when I have an issue.”

Sierra (GetApp)

Conclusion

In 2023, our team was hard at work releasing brand-new modules and improvments, all shaped by our customers\’ feedback! This year, we\’re excited to bring new features to help you create self-sustaining communities, improve your team\’s workflow, and grow your company!  Stay tuned to our releases this year on our blog! 

About Pilera

Pilera Software is the premier community and property management software that has helped thousands of community managers enhance communications, improve customer service, and manage compliance and operations. Book a personalized demo so you can see firsthand how Pilera can help improve efficiency and reduce costs. 

Are you ready to start a business in an exciting industry? If yes, then being a homeowner association manager is the perfect place for you to start. By starting your own HOA property management company, you can help a community thrive beyond its imagination while earning a comfortable lifestyle for yourself as well.

It doesn\’t matter whether or not you have experience running a business. Your knowledge of managing homeowner\’s associations will take you a long way in this field. Here\’s how you can start and manage your own HOA property management company:

Understand the HOA Industry and the Rules in Your Location

First and foremost, do your due diligence and ensure you understand how local homeowners’ associations operate in your area. Even if you are well-versed in it, it will benefit you to analyze your local area again and refresh your knowledge about the industry as well.

As you begin learning more about the HOAs in your local area, try to narrow down the needs and requirements of these associations. This will help you understand how you can fill a gap and address the needs of local HOAs. 

These include:

●     Community maintenance

●     Collecting resident fees and bill payments

●     Managing finances of the HOA association

●     Processing resident work orders or support requests.

●     Creating a channel of communication between the association and its residents.

Furthermore, it is important to have an in-depth knowledge of the local laws and rules governing the communities. At this stage of your research, you must also narrow down the type of associations you\’d like to serve. These could be anything between the range of gated communities to high-rise buildings.

Type of Communities

Single-family HOA – Single-family homes are a type of detached family homes and hence, their most important needs are processing HOA fees, keeping residents informed, and keeping track of violations.

Gated communities – These communities follow strict regulations to control the pedestrian flow and are characterized by closed walls and perimeters. Their needs include security, package tracking, and vehicle tracking.

Luxury condos and High Rise Buildings – These are buildings with multiple units that may or may not be owned by different individuals. Their requirements include managing amenities operations and reservations.

○ Other types of communities you may be in the best position to manage include active adult communities, golf communities, or townhomes.

Size of the Community

Next up, you must decide what community sizes you can manage. This will depend upon the services you\’re offering and your workforce. If this is your first time stepping foot into the HOA industry, then it\’s best to start slow and pick up a smaller community to work with.

This will help you to understand what a community demands and how you can improve your working efficiency as well. Once you\’ve got a hold of your chosen community, you can move on to the next steps.

Differentiate Yourself

A great way to succeed in your HOA community is to figure out who your competitors are and decide what your ultimate selling point is. This will help you stand apart from the crowd and cater to your target audience better. Here are some of the ways you can make your mark in the industry:

  • Service Offering – Define the types of services and the range of services you are ready to provide as a full-time management service.  This can include communication, accounting, planning, budgeting, on-site management, and serving as a direct contact for residents.
  • What Sets You Apart – Identify the areas where your competitors are lacking and try incorporating them into your management company. For instance, if your competitor doesn\’t provide legal planning to the association, then you can go ahead and incorporate it into your plan.
  • Personalized Customer Service – Due to the advancements in technology, the expectations of people have increased by leaps and bounds. Therefore, people nowadays love to have detailed and personalized customer service. You can provide fast responses to your customers and be on top of resident complaints.
  • Expertise – Set an example of professionalism and expertise in your company by truly putting the needs of the community association and the residents ahead of your own.
  • Staff professionalism and expertise – Will you require staff to have a professional certification in community association management? It\’s important to encourage staff members to get accredited through local trade organizations or the Community Association Institute (CAI). CAI offers professional certifications and courses to help managers stay updated in the field.

Company Name and Branding

Once you\’re done with the above principles of starting a company, you need to hit the accelerator on your company’s branding. Ensure that the name you choose has a click to it and can make a connection with your potential customers. Remember that your brand name must be easy to remember and identifiable.

Create Your Website

Your HOA management company should have a website of its own to reach out to your target audience on a larger scale and find more leads for your business.

Optimizing your website as per the latest search engine trends will help your target audience to find you easily on the internet and give you an edge over your competitors. Furthermore, it is also important to include a section on the website about your contact information.

Leverage Technology

The latest property management software can be your best friend in sailing your way through the HOA industry. An HOA software like Pilera can help you store resident information, keep track of residential requests and maintenance, view important community documents, communicate with the residents, collect dues, and pull up reports.

As your company grows, find software that will accommodate your growth through portfolio management capabilities. This will enable your staff to multitask much better. Furthermore, Pilera makes this digital transition easier for your company by providing special start-up pricing.

Come Up with a Pricing Plan

You need to develop a pricing plan that will include administrative expenses, legal expenses, HR & payroll. Ensure that the pricing is a round-figure monthly fee so that your pricing is easy for customers to understand.

Typically, management companies charge $10-20 per unit per month, according to All HOA Management. Depending on the location and the needs of the community, what you decide to charge HOAs can vary accordingly.

Marketing of Your Business:

Marketing your business will help spark an interest in your company amongst your target audience. Digital marketing tools like social media can play a huge role in expanding your business and your reach. Another important marketing strategy is to be listed on search engines such as Google and Bing or review sites such as Yelp so potential customers can find you.

Conclusion

Even though starting your own HOA property management company might seem like a daunting task at first, developing a plan to help you identify potential customers and your service offerings can help you get off to a good start. 

Leveraging HOA software from the start can help you organize resident requests and communication so you can steadily grow your company.  HOA management platforms such as Pilera can help make things easier for you. So, begin your journey in the HOA industry today with the latest technology right by your side!

Learn about the benefits of HOA texting for your community.

Community associations are constantly growing, with more residents desiring a sense of community and shared responsibility. Communication with residents is critical to ensure a community runs smoothly and improves the resident experience. Residents expect to receive information about HOA dues, meetings, events, policies, maintenance, emergencies, and other important community information at the tip of their fingers. With many businesses using texting/SMS to connect and engage with their customers, should your community start using text messaging too? In this article, we’ll describe the 4 ways text messaging benefits your community. We\’ll also briefly talk about the benefits of HOA texting software.

Vital in sending emergency or urgent notices

There\’s no time to waste when there’s an emergency or a situation where residents need to be notified at short notice, such as roadblocks or maintenance work.  While email and phone calls are effective methods, there’s nothing as immediate as a text message.  Where it may take days for residents to receive physical mail or a few minutes to send out a voicemail, they\’ll receive text messages instantly. 

It’s important that your communication software can handle sending a large volume of emergency messages at short notice.  Pilera’s communication platform is designed to stand the toughest tests.  Our platform has fault protection and retry algorithms to ensure fast and reliable delivery.  Features like reverse 911 functionality allow you to send emergency text messages to residents, bypassing their communication preferences.  

Cost savings

Traditional communication methods, such as postal mail, can become expensive over time.  More modern means like texting can improve operations and staff efficiency. Because text messaging is much quicker and easier to implement, it can save communities hundreds or thousands of dollars annually. With HOA texting solutions, it takes only a few clicks to message a group of residents or your entire community. Features in Pilera, such as templates and unit-based distribution groups, save you time when messaging the same group of individuals.

Convenience

According to Pew, 1 in 3 Americans prefers to receive text messages from a business, irrespective of the message.  Studies also suggest that 85% of individuals prefer a text message over a voice call.  Most adults own a mobile phone, making text messages the most preferred way to receive a message. HOAs can use text messaging by encouraging residents to choose how they want to hear from you. With Pilera, residents can receive messages like text, email, phone, or mail. Additionally, Pilera\’s language translation capabilities allow residents to choose from over 100 languages to receive their text messages.

Highest open rate

Ensuring residents receive your messages on time is vital to your community’s communication efforts.  Postal mailings often take time to reach residents, and even so, residents may not open their mail consistently every day. Email sending is a cost-effective way to reach your residents; however, 20-30% of them are opened. Text messages, by far, have the highest open rate than any other medium of communication. 99% of text messages are opened and read within three minutes of receiving them, making them one of the most effective ways to reach your residents. 

Your communication platform should confirm that your residents have received your message.  In Pilera, confirmation delivery analytics on whether someone opened a message will be available to you after you send a message.  

Improve your communication efforts with HOA text messaging software

Although various modes of communication, such as postal mail, email, and phone calls, all have advantages, text messaging is a faster and more direct way to reach residents. It’s a cost-effective alternative to postal mail.  With the highest open rates of any mode of communication, you\’ll see increased resident engagement and improved operations.

Pilera\’s automated communications platform lets you quickly send text messages and know with confidence that your residents have received them. If you\’d like to learn how Pilera can improve your communications today, email us at [email protected] or request a demo.

\"HOA


About Pilera

Pilera Software is the premier property management software that has helped thousands of community managers and back-office personnel enhance communications, improve customer service, and manage compliance and operations. May we help your community achieve these success storiesContact us so you can see how Pilera’s community management suite can increase work efficiency for your company.

 

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