Smart Technology – Powering HOAs
Short version: We handle the back-office so your Board can govern.
Smart Tech Integration
Modern, mobile-friendly platforms for communication, payments, and reporting—delivering real-time insight and efficiency for your Board.
Back-Office Automation
Automating billing, records, and compliance to cut manual work and keep everything accurate, transparent, and audit-ready.
Strategic Support
Bottom line: we’re not a property management company or agent—we provide professional back-office and consulting under Board direction.
What you get
Tailwater Strategies partners with HOAs to enhance governance, streamline operations, and modernize community management through professional back-office and technology tools.
Custom Website & Homeowner Portal
Branded site + secure portal for payments, documents, and requests.
Email & Text Messaging
Targeted blasts to owners, vendors, committees; audit-logged.
Document Management
CC&Rs, bylaws, minutes, budgets—organized, searchable, permissioned.
Recurring Billing & Online Payments
Dues schedules, proration, statements, and multiple payment options.
Billing Notifications
Smart reminders and confirmations to reduce delinquencies.
Mobile-Friendly
Works on the go—for owners and Board
Violations Tracking (Board-Directed)
Log issues, attach photos, draft notices; we send with Board approval.
Architectural Requests (ARC)
Online submissions, routing, timestamps, and decision history.
Online Voting & Surveys
Quorum-friendly ballots, proxies, and pulse checks; exportable results.
Events Calendar
Meetings, deadlines, and community events with reminders.
Financial Reports & Accounting
Standardized chart of accounts, reconciliations, and transparent monthly reports.
Maintenance & Work Orders
Track requests, bids, POs, and completions with an end-to-end audit trail.
Consultation and Planning
A strategic plan that empowers your board without relinquishing control.
Implementation
Hands-on support and tools that simplify administration and promote transparent decision-making.
Sustained Support
Your HOA runs smoothly with ongoing professional support to maintain cost-effective stability.
What we do (and don’t)
We are your back-office partner, not a property manager—authority and decision-making always stay with the Board.
Tailwater does
(administrator/back-office):
- Ensure consistency through standardized processes and automation.
- Keep books current and deliver clear financials.
- Provide mobile-friendly software and homeowner portals.
- Digitize and organize historical records.
- Deliver reports, templates, and reminders.
- Route invoices and track vendor docs.
- Maintain records and compliance calendars with alerts.
- Enable online ARC, elections, surveys, and communications.
Your Board does
(authority/decisions):
- Govern the community and makes decisions.
- Interpret and enforces CC&Rs.
- Drive-throughs, inspections, violation verification.
- Common area inspections and maintenance decisions
- Select vendors and approves work.
- Reviews and approves notices before sending.
- Owns meeting minutes and official records.
- Sets budgets, assessments, and reserves.
- Directs Tailwater on priorities and approvals.
FAQ
Are you a property manager?
No. We’re a consulting and back-office administrator; all authority stays with the Board.
Can you send violation or community notices?
Yes—only after written Board approval.
Do you supervise vendors or conduct inspections?
We track and admin the process; supervision/inspections remain with the Board.
Who makes the decisions?
Control always stays with the Board— we are never a “gatekeeper” manager.
How transparent is the process?
Every invoice, approval, and payment is logged and traceable.
What happens if Board members change?
Our system provides continuity—records and workflows stay intact.
How does this affect homeowners?
Owners get a modern portal, clear communication, and easy payments.
Will this fit our HOA’s size?
Absolutely—designed to work just as well for 50 homes as for 500+.