HOA Admin Time Savings Calculator

More time for your community.
See what could change.

See what less HOA admin work could mean for your community. Explore potential time savings with your numbers and assumptions, and get a clearer picture of where TapHero fits.

Explore time savings

No sign-up needed. Calculate for one association or your whole portfolio.

See how automation improves HOA management efficiency

Are you spending too much time managing your HOA admin work?

Start with the hours you or your team spend on routine HOA work. Explore how HOA workflow automation with TapHero could improve HOA management efficiency and free up time for your community.

Are you a volunteer board member or an association manager?

Volunteer board memberAssociation manager

Number of units in your community?

Using CAI’s survey of annual board contact as a reference baseline, we’ve prefilled monthly task counts informed by volunteer board experience. Adjust the estimates to match your community’s experience.

Review all 3 sections. Counts cover your entire portfolio. Adjust the starting estimates; set unused tasks to zero.

1Resident communications and administration

Send community notices or updates?Estimated 60 minutes each. Includes announcements, newsletters, and reminders.

Handle all other general requests?Estimated 15 minutes each. Only requests not counted in another category.

Handle homeowner account questions?Estimated 15 minutes each. Respond to balance, payment, and account-history inquiries.

Find, share, or update community records?Estimated 20 minutes each. Includes document requests, contact updates, and welcome information.

Pet and vehicle registrationsEstimated 15 minutes each. Default at 150 units: 3 pets and 6 vehicles for parking permits. Includes collecting details, updating the unit record, and sending confirmation.

Handle amenity reservations?Estimated 15 minutes each. Includes booking, access coordination, and cancellations.

Prepare and track violation notices?Estimated 30 minutes each. Includes documentation, notices, and routine follow-up; excludes hearings.

Process architectural requests?Estimated 30 minutes each. Includes paperwork and status updates; excludes review decisions.

2Property operations and vendor coordination

Handle maintenance requests?Estimated 20 minutes each. Includes initial intake, vendor scheduling, and follow-up.

Coordinate preventive maintenance?Estimated 20 minutes each. Schedule recurring service and track completion. Excludes physical maintenance.

Prepare inspection reports and follow-up?Estimated 30 minutes each. Organize findings, photos, and corrective actions. Excludes site visits.

Coordinate vendor proposals and paperwork?Estimated 30 minutes each. Request bids, organize comparisons, and track contract documents.

Prepare project updates?Estimated 30 minutes each. Summarize progress, milestones, and outstanding issues.

3Financials, reporting and board support

Prepare monthly financial reports?Estimated 60 minutes each. Assemble statements and explanations for board review. Excludes audit work.

Process vendor invoices?Estimated 10 minutes each. Check details, code expenses, and route for payment approval.

Send assessment reminders and follow-up?Estimated 15 minutes each. Coordinate routine reminders. Excludes legal collections and account questions.

Prepare management performance reports?Estimated 30 minutes each. Summarize completed work, open requests, and service activity.

Prepare board meetings and packets?Estimated 60 minutes each. Coordinate agendas, notices, and existing supporting documents. Excludes attendance and report preparation.

Prepare minutes and track action items?Estimated 60 minutes each. Draft minutes, route for approval, and follow up on assignments. Excludes attendance.

Handle board and committee requests?Estimated 20 minutes each. Gather information and coordinate responses not counted elsewhere.

Prepare annual budget materials?Estimated 300 minutes each. Annual count; included as a monthly average. Gather expense history and proposed costs for board review.

Coordinate elections and member voting?Estimated 300 minutes each. Annual count; included as a monthly average. Organize notices, nominations, ballots, and participation tracking. Excludes independent oversight.

Coordinate audit and tax documents?Estimated 120 minutes each. Annual count; included as a monthly average. Assemble records for accounting professionals. Excludes professional accounting.

Coordinate insurance renewals?Estimated 120 minutes each. Annual count; included as a monthly average. Gather renewal information and supporting documents.

Coordinate reserve-study updates?Estimated 120 minutes each. Annual count; included as a monthly average. Gather asset records and coordinate with the reserve specialist. Excludes the study itself.

Choose your TapHero AI automation level

AutopilotCopilotOff

Example of estimated time saved, not exact results. Actual savings depend on enabled workflows and human review.

Your time, back in view

Start with your workload.

Enter your monthly hours and a reduction to see the time you could reclaim.

Your hours → Your scenario → Time reclaimed

Hours stay separate from dollars. This calculator does not predict payroll savings.

See how TapHero can help you save time and money

Schedule a free demo to explore the workflows that fit your community.

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How we calculate time savings

The sample uses experience-based task counts for 100 units, including two community notices. CAI provides background on annual board contact, not these task-specific request rates. Current monthly hours = the sum of each task count multiplied by its assumed minutes, divided by 60. These are planning assumptions, not measured results. Monthly hours reclaimed = the sum of each task count × minutes per task × its automation rate × the mode multiplier, divided by 60. Mode multipliers: Autopilot 1, Copilot 0.6, Off 0. Remaining hours = current hours − reclaimed hours. Annual hours assume the same workload and reduction for 12 months. Eight-hour days are a time equivalent, not a staffing recommendation.

Include human review and exception handling in your scenario. Count the combined hours for your community only once. Physical repairs and board decisions remain your team's work.

From estimate to real workflows

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Walk through the tasks and tools behind your estimate with our team.

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These tools model the inputs you choose; results are not guaranteed savings. No calculator inputs are submitted to TapHero. Examples are illustrative, not customer results.

More time for your community.See what could change.