Built for the Real Work of Running an HOA.
Flexible enough for volunteer boards, robust enough for property managers. Simple to set up, easy to use, built to last through board transitions.
See Plans & Pricing →No More Lost Emails or Forgotten Texts.
Every homeowner request flows into one centralized system. An email-style split view shows your requests on the left and the full conversation on the right—so the board always knows what's open, who's handling it, and what's been resolved without digging through inboxes.
- Email-style inbox with a reading pane—no page reloads
- Clear owner and status on every request (open → in progress → resolved)
- Assign to a board member, re-categorize, and resolve inline
- Star requests, unread indicators, and real-time search
- Private internal board notes that never reach residents
- File and photo attachments on the request and every reply
- Automatic status updates to residents; resolved requests auto-reopen on a reply
Residents Can Just Send an Email. No App, No Login.
Every community gets its own address. Residents email it to open a request, or reply to any notification to add a comment—photos and all. The homeowners who'll never log into a portal still get heard, and everything lands in the same organized inbox.
- Email your community address to open a request—no account needed
- Reply to any notification email to comment on the thread
- Photo attachments and inline iPhone images are saved automatically
- Email signatures are trimmed so threads stay clean
- Senders get a confirmation email with a link to their request
Track Violations From First Notice to Resolved.
Issue a violation with a photo, category, and optional fine, and NeighborBase walks it through a clear workflow. Residents see only the violations on their own unit, can acknowledge them, and the board keeps private notes the whole way through.
- Issue with category, violation date, fine amount, due date, and photos
- Status workflow: issued → acknowledged → resolved
- Residents acknowledge from their own My Violations view
- Filter all violations by status, category, unit, fine, and date range
- Optional fine tracking and board-only internal notes
Know Exactly Who Owns What—Always.
Your board is made of busy volunteers. NeighborBase keeps tasks assigned, deadlines visible, and your personal queue front-and-center so nothing gets dropped between meetings.
- Create and assign tasks with due dates and a linked request
- Drag-and-drop Kanban board or a sortable list view
- My Queue: your assigned requests and tasks, sorted by due date
- Overdue items highlighted in red so nothing slips
- Comment threads on tasks; history survives board turnover
Ask Your HOA Anything. Get Answers in Seconds.
Stop digging through PDF bylaws every time a homeowner asks a question. NeighborBase's AI assistant reads your governing documents and provides instant, source-cited answers.
- Upload bylaws, CCRs, rules, and policies
- Ask questions in plain language
- Every answer cites the exact document section
- Stop answering the same question twice
- All documents searchable in one place
Rentals of 30 days or more are allowed with a lease agreement on file with the association.
AI That Deflects the Easy Ones and Drafts the Rest.
The same AI that reads your governing documents also helps with the day-to-day of requests—answering a resident's question before they even submit, drafting board replies for review, and filing every request under the right category automatically.
- Suggests an answer from public docs before a resident submits
- "Draft with AI" pre-writes a resident-facing reply for the board to review
- Suggests the best-matching category as residents type
- Emailed requests are auto-categorized from their subject and body
- Every answer is human-reviewed—nothing is sent automatically
Keep the Whole Community in the Loop.
Announcements, an easy resident experience, bulk onboarding, and a polished interface that works the way your homeowners already do.
Announcements
Post an announcement with an expiration date. It shows as a banner on every dashboard, emails opted-in residents, and stops showing automatically when it expires—no cleanup.
Resident "My Requests"
Residents get a lightweight login tied to your community—or can simply send an email to your NeighborBase address. Submitting and tracking a request takes seconds—easy for every homeowner, regardless of tech comfort level.
Automatic Status Updates
Homeowners are emailed when their request is replied to or resolved. No more "did you get my email?" follow-ups—and they can reply by email to keep the thread going.
CSV Bulk Import
Onboard your whole community at once. Upload a CSV of units and residents with a template, preview, and duplicate detection—invites send automatically.
At-a-Glance Dashboard
Instantly see what's open, in progress, overdue, and resolved, plus your personal queue. Start every board meeting with a clear picture of where things stand.
Light, Dark & Auto Themes
Every user picks light, dark, or an auto mode that follows the time of day in their timezone—on a warm charcoal palette that's easy on the eyes.
Search Across Everything
Find any request, resident, document, or note instantly. Your institutional memory is always one search away.
Board Continuity
When board members rotate, all history, decisions, and context stays in NeighborBase. New members are up to speed from day one.
Your Community's Data, Properly Protected.
NeighborBase is built multi-tenant from the database up—so one community's data can never bleed into another's, and board-only notes stay board-only.
Row-Level Security
PostgreSQL row-level security enforces tenant isolation at the database layer, on every table—not just in application code.
Internal Notes Stay Internal
Board-only comments are stripped in both the API and the database. Residents never see them in the UI, the API, or any email. It's a hard rule.
Verified, Signed File Access
Every file download is ownership-checked and served through a signed URL that expires in an hour. There are no permanent, public file links.
NeighborBase Vs. the Old Way
See what changes when you stop managing your HOA from an inbox.
| Feature | NeighborBase | Email & Spreadsheets |
|---|---|---|
| Centralized request tracking | ✓ Always | ✗ Never |
| Request ownership & status | ✓ Clear | ✗ Unclear |
| Automatic resident updates | ✓ Built-in | ⚠ Manual |
| Submit & reply by email (no login) | ✓ Built-in | ⚠ Just another inbox |
| Violations tracking with fines | ✓ Built-in | ✗ Separate spreadsheet |
| AI document answers | ✓ Instant | ✗ Manual PDF search |
| Board task management (Kanban + list) | ✓ Built-in | ⚠ Spreadsheet hacks |
| Board member turnover | ✓ Seamless | ✗ Knowledge lost |
| Searchable history | ✓ Everything | ✗ Buried in inboxes |
See NeighborBase in Action.
Request a demo and we'll walk you through how it works for an HOA just like yours.
View Plans & Pricing →