BoardRecord vs HOA portals
HOA portals are built for community operations — dues, violations, and resident communication. BoardRecord is the capital-project record your board is missing, and it works alongside whichever portal you use.
HOA and community portals — PayHOA, TownSq, Buildium, AppFolio, and the rest — are designed for daily operations: collecting dues, logging violations, posting announcements, and giving residents a place to log in. If your community runs on one, keep it.
None of them keep a record of the capital project. The email from your engineer, the competing roof bids, the change order you approved in March — those scatter across personal inboxes and vanish when the board turns over. BoardRecord captures that correspondence automatically, answers questions with citations to the source document, and gives the board a searchable, exportable record it owns.
| BoardRecord | HOA portal | |
|---|---|---|
| Primary use | Capital-project record | Dues, violations, resident comms |
| Built for | Boards & managing agents | Residents & managers |
| Vendor interface | Email — no login | Portal login |
| Capital-project email capture | Automatic | No |
| AI search over documents | Yes, cited to bids & contracts | Usually none / CC&R Q&A |
| Runs daily community ops | No — complements your ops tool | Yes — community operations |
| Payments | ACH with board approvals | Resident dues |
| Pricing model | Quoted per building | Varies |
Keep your HOA portal for community operations. Add BoardRecord when the roof project starts — email in, defensible record out.
Common questions
Is BoardRecord an HOA portal?
No. HOA portals handle dues, violations, resident communication, and CC&R questions. BoardRecord does none of that. It is a capital-project record for the board — capturing vendor email, bids, and decisions on major projects and making them searchable with cited AI. It complements your portal rather than replacing it.
Do residents or vendors log into BoardRecord?
No. Residents use your HOA portal. Vendors keep using email — there is no BoardRecord login for them. The board gets a structured, searchable project record automatically, without asking anyone to adopt a new tool.
We already have a resident portal. What does BoardRecord add?
The one thing portals consistently miss: a permanent, searchable record of your capital-project communications and documents. When a dispute or an audit comes up years later — or a new board president takes over — BoardRecord has every project email, file, and decision in one place, cited and exportable.
Ready to add a project layer to your stack?
Free 30-day guided pilot on your live project — no credit card required.