How to leave a management company that runs CINC Systems

Updated Oct 20, 2026 · checked against CINC's software license and service terms

A board leaves CINC Systems by leaving or redirecting its management company, which holds the CINC license. CINC's terms promise a CSV export at termination and let CINC delete data more than 30 days after it. CSV covers the data, not attached documents, so ask for those as PDFs too.

Kahoa makes Kahoa. The steps work for any HOA software; where they name Kahoa, they describe Kahoa's setup screens.

What should the management company hand over?

Record	From CINC, via the manager	Into Kahoa
Owners and homes	Owner list with mailing addresses, CSV	Roster import
What each home owes	Owner balances and aging as of cutover, CSV	Opening balances
Vendors	Vendor list and open invoices	Vendor import
Bank activity	Not needed	24 months via bank connection
Ledger and financials	GL detail, trial balance, budget, CSV	Keep the files; books start from opening balances
Documents	Not in CINC's CSV promise; ask for PDFs	Document upload
Collections	Account status and attorney files	Keep with the records
Autopay enrollments	Can't be exported	Homeowners enroll again

In a September 2026 move from CINC to Vantaca, portal autopay didn't carry over and CINC portal logins were turned off at cutover.

How do you switch, step by step?

6 steps · about 2 hours

01
Pick the cutover date
Choose the day after a dues cycle posts, so every balance in the export is final.
Time5 minutes
02
Export everything
Ask the management company, in writing, to run CINC's CSV export and send the owner list, balances, vendors, ledger, trial balance and every document as PDF, with a delivery date.
WhereYour management company, from CINC
Time30 minutes
03
Connect the bank
Link the operating and reserve accounts. Kahoa pulls 24 months of history for the treasurer to sort.
In KahoaSetup → Bank
Time15 minutes
04
Import owners and opening balances
Upload the owner CSV, then the balances CSV. Check that the total owed matches the manager's aging report to the cent.
In KahoaSetup → Upload directory, then Enter opening balances
Time45 minutes
05
Tell homeowners
Send homeowners the new payment link and ask them to cancel CINC portal autopay before the cutover date. Payment history older than you import should be downloaded first.
Autopay offHomeowners: CINC portal, or the manager in bulk
Time30 minutes
06
Run one cycle, then cancel
Collect one month in the new tool, then let the management contract end. Confirm the CSV export arrived before CINC's 30-day deletion window.
TimeOne dues cycle

Before the contract ends

Demand these records

Owner list, balances and aging at cutover
GL detail, trial balance and budget
Bank reconciliations and the signer change
Vendor list and open invoices
Every document and collection file as PDF

Not the right time?

Wait to switch if

Dues are due within the next two weeks.
An audit or reserve study is in progress.
The treasurer seat is changing hands this month.

What else do boards ask about leaving CINC?

Does CINC let us take our data?

Yes. CINC's terms say it doesn't own customer data and provides a way to export it to CSV at termination, for transfer to another company or system.

How long does CINC keep data after termination?

CINC's terms let it delete customer data more than 30 days after termination, so the export has to happen first.

Does the CSV include our documents?

CINC's export promise covers data as CSV files and doesn't mention documents. Ask the management company for documents as PDFs separately.

Does homeowner autopay move?

No. Each homeowner cancels CINC autopay and enrolls again in the new tool.

Self-managing after CINC?

Run the books yourselves for $50 a month

Thirty days, no card. The bank connection fills in two years of history.

Start a 30-day trial See pricing

$50a month, flat, at any size. The 1120-H is included.