Condo and HOA management · deadlines across the portfolio
One deadline dashboard for every association you manage
Your accounting system knows the ledger. It does not know that one association's budget has to be posted this week, that an owner's records request is on its fifth working day, or that a video-conference meeting recording never got uploaded. A tracking platform over your system does, for every association at once, and keeps a record of each step.
Architecture review (1 week): $2,500
Condo management compliance software, as we build it, gives a management company one dashboard across every association: which documents are due and when, which records requests are open and for how long, which meetings have recordings and minutes posted, and a log of each step. We build it over your current system, starting with one association.
Deadlines at portfolio scale
Typical situations (not client quotes)
- The rules are per association, the deadlines are per document, and we track them in a spreadsheet one manager owns.
- When a board or an owner's attorney asks when we delivered a record, we search email.
- The last few legislative sessions have changed something every year, and we find out which associations are affected by going through them one by one.
A self-managed association has one set of deadlines and one board to answer to. A management company has the same work multiplied by every association in the portfolio, each with different unit counts, documents, inspection schedules and boards, and a staff that has to keep all of it current. The failure mode is rarely ignorance of the rules; it is a missed date on one association out of forty, found by an owner's attorney.
Accounting and association management systems hold the ledger, the owners and the units. They were not designed to track statutory deadlines per document type, to log records requests with the date of delivery, or to tell a regional manager which associations have something due this week. That layer is what is missing, and it is the layer large management companies end up building or buying.
What we build
A tracking platform that reads associations, units, owners and documents from your current system and adds the operational layer on top: rules per association (unit count, type, what applies as confirmed by your attorney), deadlines per document type, a records request log with delivery dates, meeting records with recordings and minutes, inspection and reserve study tracking, and a portfolio dashboard that shows what is due or late by association and by manager. Alerts go to the responsible person before the deadline you configured, not after.
The platform keeps a record of each step: who posted what, when, for which association, and who received it. For a real estate company we built a system where one dashboard to track every property, from acquisition to closing; the structure here is the same, applied to associations instead of houses, on a multi-tenant platform like the one we operate ourselves. We have not built a condominium platform yet, and the rules it tracks come from your attorney, not from us, which is why we start with a review and a one-association pilot. The owner-facing side is the association website and owner portal; this page is about your staff's side.
- Portfolio dashboard: due, posted and late, by association and by manager
- Rules per association, configured from your attorney's guidance, not hard-coded
- Deadline tracking per document type with alerts before the date
- Records request log with timestamps and delivery dates, exportable
- Meeting records: notices, minutes and video-conference recordings, attached to each meeting
- Inspection and reserve study tracking with document storage
- Integration with your accounting or association management system, read-only first
What you get · Condo compliance platform
Portfolio deadline dashboard
Every association on one screen, with the next deadline, open requests and anything late.
Deadline tracker
Rules per association and per document type, configured from your attorney's guidance, with alerts to the responsible manager before the date.
Records request log
Timestamped requests, responses and deliveries, exportable for a board or an attorney.
Meeting and inspection records
Recordings, minutes, inspection reports and reserve studies stored per association and per date.
Integration
Associations, units, owners and documents read from your system; the ledger stays where it is.
Proof · Condo compliance platform
Partial proof: a document-and-status tracking system per property in production, and our own multi-tenant platform. No condominium platform built yet; the pilot is where we earn the rest.
- one dashboard to track every property, from acquisition to closing — Source: Client case, published with permission (opens in a new tab), checked October 16, 2026
- every Guiadalajara release backs up the database before anything changes — Source: Our own platform (Guiadalajara), in production, checked October 16, 2026
Real Estate
Habicantón
Brand, website and internal system for a home buyer that acquires houses with Infonavit debt and resells them renovated: two complex processes, one dashboard.
See the case →
Own platform
Guiadalajara
Our own platform for local businesses in Guadalajara: marketplace and directory, appointment booking by business type, point of sale and CFDI e-invoicing, on web and mobile apps.
See the case →
How we work · Condo compliance platform
Architecture review
One week. Your system's API or exports, how compliance is tracked today, which associations are in scope and what your attorney says applies.
1 week, $2,500
Pilot scope
One association, the full dashboard, the deadline engine and the request log, with a fixed price in writing.
1 week
Pilot build
Weekly releases with that association's real documents and deadlines; your manager and your attorney review it.
8–10 weeks
Portfolio rollout
Onboard the remaining associations from your system, configure their rules, train regional managers, and run with support.
scoped after the pilot
Locally
- Miami-Dade had 958 residential property management establishments in 2024 (BLS QCEW), and Florida 7,073. — Source: U.S. Bureau of Labor Statistics (opens in a new tab)
- We work Miami hours, 8:00 a.m. to 6:00 p.m. Eastern; Guadalajara is 2 hours behind Miami until November 1, 2026, and 1 hour behind from then until mid-March. — Source: timeanddate.com (opens in a new tab)
Remote, with on-site visits when needed · Hours: Monday to Friday, 8:00 a.m. to 6:00 p.m. Eastern (remote; in-person visits to Miami several times a year)
Pricing · Condo compliance platform
| Item | Price |
|---|---|
| Architecture review (1 week) | $2,500 |
| Critical support: 120 hours a month, 4-hour response SLA | $9,000/mo |
The pilot and the portfolio platform are priced in writing after the review; a platform with ongoing development is usually a monthly engagement scoped on the call. Invoices in US dollars, net 15. Full rate card on the pricing page.
Questions · Condo compliance platform
Does the platform tell us what the law requires?
No. It tracks the rules your attorney gives us, per association and per document type, and records each step. Our guide summarizes what the Florida Statutes say, with a link to each section and the date we consulted it, but the interpretation for your portfolio is your counsel's.
Do we have to replace our accounting or association management system?
No. The platform reads from it and keeps it as the system of record for the ledger, units and owners. What we add is the deadline and records layer those systems do not have.
How does the platform handle a new law?
Rules are configuration, not code: when your attorney tells you a deadline or a document category changed, your administrator updates the rule for the affected associations and the dashboard recalculates. Code changes, when needed, are covered by the support plan.
Can we show when a record was delivered?
Yes. Every request and every delivery is timestamped with the user who acted, and the log exports to a document you can hand to a board, an attorney or a regulator. Whether that record is enough in a given dispute is for your attorney to judge.
What does the platform cost?
The one-week architecture review is $2,500 and critical support is $9,000 a month, both from our published rates. The one-association pilot and the portfolio platform are priced in writing after the review; companies that keep building on it usually move to a monthly engagement, which we size on the call.
Do you carry errors and omissions insurance?
We are arranging E&O coverage for US engagements and will confirm the policy before any contract is signed.
What hours do you work?
The full Eastern business day: we work Miami hours, 8:00 a.m. to 6:00 p.m. Eastern.
Which association would you pilot first?
Start with a one-week review. You get a written read of your system and a fixed price for a pilot on that association.
Related
Sources
- Florida Statutes 2026, section 718.111: The association (official records and website) (opens in a new tab) · The Florida Senate · accessed · official source
- CS/CS/HB 913 (2025), Condominium and Cooperative Associations: bill summary (opens in a new tab) · The Florida Senate · accessed · official source
- Quarterly Census of Employment and Wages, 2024 annual averages, Miami-Dade County (area 12086) and Florida (area 12000) (opens in a new tab) · U.S. Bureau of Labor Statistics · accessed · official source
- Time zone converter: Guadalajara and Miami (opens in a new tab) · timeanddate.com · accessed
Notice: General information, not legal or tax advice; check with your attorney or accountant. Verified on . If something is out of date, tell us at [email protected].