Electronic Signature for HOA Management Companies and Community Associations
SignElectronically helps US HOA and condo association management firms collect electronic signatures on board approvals, vendor contracts and homeowner forms. Owners and office managers can give community managers, assistants and accounting staff access through a company plan with included seats. Each completed document has a sealed PDF and an audit certificate for the association file.
For offices with 3 to 25 staff. Board members and homeowners open a signing link without creating an account.
Encrypted in transit Signers need no account
The approval backlog
The contract is ready but the board is scattered
The president is traveling, the treasurer checks a different inbox and the manager has a vendor waiting to schedule work. A contract that needs two board signatures plus the manager can sit for weeks while the office forwards attachments and asks which version everyone signed.
Put the approved agreement into a single signing workflow. Each recipient gets a personal link, the next signer is invited when their turn arrives and your office can see the pending signature. Reminders follow up without asking an assistant to reconstruct an email chain.
Keep the authorization with the contract. A signature records a person agreeing to the document, but it does not establish that the board followed the procedure required to approve the work.
Board approval workflow
Prepare once and route to the authorized signers in order
Landscaping contract, Willow Creek HOA
In progress-
EM
1. Elena Morris, board president
Signed first[email protected] · Completed
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DB
2. Darren Brooks, board treasurer
Signs next[email protected] · Opened
-
NC
3. Nora Chen, community manager
Signs last[email protected] · Waiting
Illustrative routing with fictional names
The community manager prepares the landscaping contract, places the signature fields and assigns the president, treasurer and manager their roles. Set sequential signing so the president signs first, the treasurer follows and the manager countersigns after both, if that is the association's authorized execution process.
Once all required parties finish, save the sealed agreement and audit certificate in the community folder. The certificate records signing events, timestamps and document hashes so the office has evidence alongside the signed text.
- Check board authorization before sending the contract
- Match signing roles to the governing documents
- Track the current signer from the office dashboard
- Retain board consent separately when it authorizes the agreement
Office essentials
Give each community manager a place to send and file
Included seats for your sending staff
Templates for each document
A folder for each community
Codes before document access
Reminders for outstanding signatures
Completion events for your systems
Homeowner bulk send
Send the approved form across a community from a CSV
Use a reusable template for architectural guidelines or rules acknowledgments, pool and amenity waivers, or parking and pet registration forms. Add the homeowner name, email and lot or unit to a CSV, then map those columns to the document fields.
Plus supports up to 200 recipients per batch. Pro supports up to 1,000. Each row creates an individual envelope, keeping each household's form separate from the rest of the mailing.
A batch still uses your monthly envelope allowance. Plus includes 500 envelopes and Pro 2,000, shared across communities. Check the recipient list and approved wording before sending, particularly when an acknowledgment accompanies a required notice.
- Architectural guidelines and community rules acknowledgments
- Pool access and amenity waivers
- Parking permits and pet registration forms
- Individual completion status and certificate for each envelope
Community rules acknowledgment
Illustrative homeowner list with fictional names
| homeowner | lot or unit | Status | |
|---|---|---|---|
| Maya Ellis | [email protected] | Unit A | Signed |
| Owen Patel | [email protected] | Unit B | Viewed |
| Clara Reed | [email protected] | Lot C | Sent |
Document scope
Which HOA documents to send here
| Document | Signing workflow | What to check |
|---|---|---|
| Management agreement with the board | Authorized board representatives and management company signer | Confirm the board authorized the agreement and named its signers |
| Vendor and contractor agreements | Contractor and authorized association signers in the required order | Keep the approval record and any required supporting documents |
| Board resolutions and written consents | Every director whose consent is required | Check governing documents and state statute, including rules for action without a meeting |
| Architectural modification request approvals | Authorized committee or board representative and homeowner as needed | Follow the review process and required notices in the governing documents |
| Amenity and pool waivers | Homeowner or authorized participant | Have counsel review the waiver and any rules for minors |
| Payment plan agreements for delinquent assessments | Homeowner and authorized association representative | Review collection requirements and required notices, payments are collected elsewhere |
| Estoppel or resale certificate acknowledgments | Recipient acknowledges a certificate prepared by the manager | Confirm who may prepare it and follow statutory content and delivery requirements |
| Election ballots and votes | Use a separate election process | Follow state law and governing documents, often a dedicated voting tool is needed |
| Deeds and notarized documents | Use a separate notarial or recording process | This service does not provide notarization or deed recording |
A completed signature workflow is a record of execution. It does not replace a meeting, statutory notice or vote that the association must hold. Use written consent for board action only where your bylaws and state statute allow it.
Company cost
Compare the office bill instead of the price of one seat
For an illustrative office with 8 sending staff, a tool priced at $25 to $45 per user costs $200 to $360 each month. That calculation covers the seats alone. Compare the bulk send allowance, identity codes and integrations on the actual plan you use before deciding.
Plus is $74 per month on yearly billing, charged as $888 per year. It includes 10 staff seats, bulk send, SMS codes and webhooks. Pro is $249 per month on yearly billing, charged as $2,988 per year, with 25 seats and API access.
Choose for the people who send documents, not the number of board members or homeowners receiving them. Recipients can sign without taking a staff seat. Monthly envelope and SMS allowances still apply across the company account.
Monthly cost for 8 sending staff
Illustrative seat cost per month
Illustrative seat cost per month
$888 charged yearly
Illustrative per user rates, not vendor quotes. Plus shows the monthly equivalent of yearly billing.
Service boundaries
What we do not do
No assessment payment collection
No voting or elections module
No native HOA accounting connector
No notary service
Comparing tools before you buy? Read best e-signature software for HOA management for costs at 3, 10 and 25 managers.
Switching your office
Move a document workflow over in four steps
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1
Choose the company plan
Count community managers, assistants and accounting staff who send. Select Plus for homeowner bulk send and SMS codes, or Pro for more seats and API access.
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2
Prepare approved templates
Use the current documents approved for each association. Confirm signer authority and place fields for board representatives, homeowners or vendors before saving the templates.
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3
Send a board agreement
Create the community folder, prepare an authorized agreement and set the signing order. Check the recipient details and reminders, then follow progress from the dashboard.
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4
File and expand the workflow
Retain the sealed PDF and audit certificate with the association records. Check your homeowner CSV before using bulk send, and preserve existing records from your previous tool.
Common questions
Electronic signature for HOA management FAQ
Related guides
Connect signing with the rest of your management work
Managing rental properties as well as associations? See electronic signature for property management. Review the bulk send workflow for homeowner forms, the ESIGN Act and UETA guide for the legal framework, company pricing for plan allowances and the audit trail for the evidence retained with a signed document.
Put your next board agreement into a clear signing order
Choose a company plan, prepare the approved document and route it to the association's authorized signers.