Custom HOA Online Voting Software With a Defensible Audit Trail

That's the point of building rather than renting. Off-the-shelf ballot tools impose a one-poll-per-user model; your bylaws almost certainly don't work that way. In Discovery we model your actual rules — one vote per unit, co-ownership splits, proxy and delegated voting, weighted ballots by ownership percentage, quorum thresholds, and the notice and window requirements your state statute imposes. The resolution workflow, the voting windows, and the audit trail are all configured to match the governing documents you send us, so the result is defensible under the rules that actually apply to your association.

Those are generic ballot platforms you rent per election or per seat, and most model a voter as an email address or a logged-in user — not a property unit. Two structural differences. First, we build per-unit authentication and an ownership model that matches your bylaws, plus a signed, timestamped audit trail strong enough to defend a contested result — not just a CSV of who voted. Second, you own the system: it's a fixed-price build handed over with source, schema, and audit logs, federated with your existing management platform, rather than your owner roster living on a third-party platform behind recurring fees. If a generic tool genuinely fits your association, we'll tell you to use it. The build exists for boards and management companies whose results have to hold up legally.

Phased fixed-price. A 2-3 week Discovery ($5-8k) maps your bylaws, ownership model, quorum and notice rules, and integration target, and produces a fixed-price Build statement of work. The Build itself is typically $15-40k for roughly 6 weeks, delivering per-unit authentication, the resolution and voting-window admin console, real-time tally, the signed audit log, and the integration into your existing platform. There is no per-election or per-seat fee afterward — you own the system. Optional ongoing support is month-to-month. Discovery is the only commitment to start.

About 6 weeks for the Build, after a 2-3 week Discovery. That timeline is grounded in a system we've already shipped: an authenticated owners-association remote voting platform — per-unit auth, admin console for resolutions and voting windows, real-time tally, and a full per-vote audit trail — delivered in roughly 6 weeks, ahead of the operator's AGM cycle. Because the core pattern is proven, we can scope your build against a real reference implementation rather than estimating from scratch, and we ship ahead of your election calendar rather than during it.

Yes. Few associations can move every owner online at once, and most state statutes still permit paper. We reconcile electronic, in-person, and mailed ballots into a single system so there is one quorum count and one result, both defensible. Paper ballots are entered against the same unit roster and the same audit log as electronic ones, which means you avoid the classic failure mode of two parallel tallies that have to be manually merged on meeting night and can't be cleanly defended if challenged.

Yes — multi-association is a common requirement for management companies. Each association carries its own unit roster, bylaws-driven voting rules, resolutions, voting windows, and audit trail, isolated from the others, while administrators work from a single console across the portfolio. The same per-unit authentication and audit model applies to every association, so you run twenty elections with one defensible system rather than twenty spreadsheets. We scope the exact tenancy and access model in Discovery against how your portfolio is structured.

Accessibility is part of the build, not an afterthought — both because owners deserve to vote on any device and because an election that effectively excludes some owners is more contestable, not less. We build mobile-responsive, keyboard-navigable interfaces and design toward WCAG conformance so owners on phones, tablets, screen readers, or older browsers can authenticate and cast a vote. Where your owner base is multilingual, we can ship the interface in more than one language against the same vote data, which we've already done for a bilingual owners-voting build with no localization debt.

The audit trail is engineered specifically for that scenario. Every vote is signed, timestamped, and tied to a verified property unit, and vote events are sourced and immutable rather than overwritten — so the full record of who voted, on what resolution, within which window, is retrievable for legal review long after the meeting. Per-unit enforcement happens cryptographically in the data layer, not just in the interface, which closes the most common challenge: that someone voted twice or that a vote wasn't tied to a real unit owner. The result is a record a board, a management company, or counsel can stand behind if an absent owner contests the outcome.

Yes, and we recommend it. We federate identity with your existing HOA management platform or PMS so owners sign in once and the unit roster in your management system stays the single source of truth — no duplicate owner database to keep in sync, no second password. We've already shipped exactly this: a remote voting system federated with the owners-association management platform it sits alongside, so owners use one login across the ecosystem. We scope the integration surface — SSO, roster sync, and result write-back — against your specific platform in Discovery.

You own it. This is a fixed-price build handed over at the end — source code, database schema, the resolution and admin workflows, and the audit logs are all yours, with no per-election or per-seat fee and no lock-in. That is the core difference from renting a generic ballot platform, where your owner roster and election history live on a vendor's system and you pay again every cycle. Optional ongoing support is month-to-month and you can stop any time, taking the system fully in-house.