A practical plan for your small condo association.
For 2–20 unit buildings: organized finances, clear owner records and a plan for future common-area improvements.
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A small HOA deserves a clear routine
In a two-unit conversion or a triple-decker, managing the association often falls to one busy owner. A missed bill, incomplete ledger or overdue roof decision affects everyone.
We focus on 2–20 unit condominium associations across Greater Boston. We keep the financial work organized and give your trustees a clearer view of what the building needs.
What changes when BMN helps
Included in the 5% management fee
- Keep the books. Record income and expenses, reconcile statements, and prepare clear financial reports.
- Collect condo fees. Track each unit’s assessments, payments and outstanding balance, with follow-up on unpaid fees.
- Manage bill payments. Pay approved HOA bills on the association’s behalf, within the authority agreed with your trustees.
- Keep owners informed. Organize financial records and documents in the portal, with access appropriate to each owner or trustee.
- Plan the finances. Build a budget and plan reserve contributions for future common-area work.
Common bills include electric, water, master insurance, landscaping and snow removal. The HOA pays the bills themselves from its own funds; the 5% covers managing the books and payments.
Additional services, quoted by scope
- Repairs and ongoing maintenance. Arrange, coordinate or oversee work needed around the building.
- Capital projects. Manage a roof replacement, siding repairs or other larger improvements.
- Specialist work. Coordinate inspections, engineering assessments or a detailed reserve study when needed.
These services carry additional charges based on the scope of work. We explain the management or coordination fee and the separate contractor costs, and agree on the scope with your board before work begins.
Getting started with a self-managed association
- Tell us about the building. Share the address, unit count, dues and the work your board wants help with.
- Agree on the scope. Confirm financial management at 5% of dues and identify any separately priced services.
- Gather the records. Bank statements, current balances, governing documents, insurance, vendor details, budgets and owner information help establish the starting point.
- Set up the routine. Confirm trustee authority, reconcile the opening figures, organize the records and link owners to their portal accounts.
- Look ahead. Build a calendar for recurring bills and a financial plan for upcoming capital improvements.
If records are incomplete, we review the gaps with your board and agree on the work needed. Timing depends on the records available and the association’s setup.
Make the next roof or siding decision early
We help your trustees consider the timing, available reserves and expected costs of future common-area work. Our experience managing and selling real estate around Boston helps us connect building upkeep with the records owners need over time.
Financial planning supports routine management. Inspections, repairs and managing the project itself are additional services agreed by scope. See example situations for 3-, 6-, 12- and 20-unit buildings.
A shared place for records and updates
Owners can check their own account, view authorized building documents, read notices and follow maintenance requests. Trustees keep their decision-making authority and receive access appropriate to their role.
Sign up now Explore the sample portal
Questions about HOA management
What size HOA does BMN Boston specialize in?
We focus on condominium associations with 2–20 units across Greater Boston: two-unit conversions, triple-deckers, brownstones and small condo buildings. Tell us your unit count, location and needs so we can confirm the right scope.
What does the 5% HOA management fee include?
Our flat fee is 5% of the association’s total dues. It covers bookkeeping, condo-fee collection, financial reporting and making approved HOA bill payments on the association’s behalf. We also help plan the budget and future reserve contributions.
Are repairs, maintenance and capital projects included?
Repairs, ongoing maintenance and project management are additional services charged according to the scope of work. We explain the service fee and separate contractor costs, and agree on the scope with your board before work starts.
What if our books are incomplete?
We review the available statements and records with your board, identify missing information, and agree on how to establish reliable opening balances. A ledger entry alone does not prove a bank balance or reconcile the account.
Do we still need trustees?
Yes. Your trustees remain responsible for association decisions under your governing documents. We handle the agreed work and provide records and recommendations; the board keeps its authority.
How do you help plan a roof replacement or other capital improvement?
We help identify upcoming common-area needs, review available records and estimates, prioritize the work, and plan reserve contributions with your trustees. Inspections, specialist assessments and managing the actual project are separately scoped. Planning ahead can reduce the risk of an urgent repair or sudden assessment; it cannot eliminate every surprise.
Does the association keep control of its bank accounts?
Yes. Association funds stay in the association’s own accounts. Your trustees retain authority under the association’s documents and management agreement; we make payments only within the authority agreed with them.
Can we change managers during the year?
Yes. We review the current records, agreement and fiscal calendar, then plan the handoff with your board. Contact us to discuss the steps and timing for your association.
Stop being the volunteer manager.
Tell us about your building — unit count and rough dues is plenty — and we'll show you exactly what professional management costs at 5%, and what it takes off your plate.
