KahoaStart a 30-day trial
Modern HOA management software
Built for self-managed communities

How to leave a management company that runs FRONTSTEPS

Jared McKinney · Founder, Kahoa
Updated · checked against FRONTSTEPS' published terms and guides

FRONTSTEPS publishes no export or handover promise, so a board leaving a FRONTSTEPS-based manager should get the records list and delivery date in writing from the management company. Homeowner autopay doesn't move; FRONTSTEPS' own guide tells owners to set recurring payments up again when systems change.

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?

RecordFrom FRONTSTEPS, via the managerInto Kahoa
Owners and homesOwner list with contacts, Excel or CSVRoster import, saved as CSV
What each home owesOwner balances and aging as of cutoverOpening balances
VendorsVendor list, open invoices, contractsVendor import
Bank activityNot needed24 months via bank connection
Ledger and financialsGL, trial balance, budget, final financialsKeep the files; books start from opening balances
DocumentsCommunity site filesDocument upload
Violations and architectural historyCaliber module reportsKeep the export with the records
Autopay enrollmentsCan't be exportedHomeowners enroll again
If the association itself signed FRONTSTEPS Payments terms, those terms require written notice by certified mail and allow reserves to be held up to 270 days after termination.

How do you switch, step by step?

6 steps · about 2 hours
  1. 01
    Pick the cutover date

    Choose the day after a dues cycle posts, so every balance in the export is final.

    Time5 minutes
  2. 02
    Export everything

    Ask the management company, in writing, for the owner list, balances and aging, vendors, ledger, final financials, violation history and community-site files, with a delivery date.

    WhereYour management company, from Caliber and the community site
    Time30 minutes
  3. 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
  4. 04
    Import owners and opening balances

    Save the owner list as CSV and upload it, then upload the balances. Check that the total owed matches the manager's aging report to the cent.

    In KahoaSetup → Upload directory, then Enter opening balances
    Time45 minutes
  5. 05
    Tell homeowners

    Send homeowners the new payment link and ask them to set FRONTSTEPS scheduled payments to inactive before the next draft.

    Autopay offHomeowners: Make a Payment → Scheduled Payments → Edit → Inactive
    Time30 minutes
  6. 06
    Run one cycle, then cancel

    Collect one month in the new tool, then let the management contract end. If the HOA holds its own FRONTSTEPS Payments account, send the written termination notice.

    TimeOne dues cycle
Before the contract ends

Demand these records

  • Owner list, balances and aging at cutover
  • GL, trial balance and final financials
  • Bank reconciliations and the signer change
  • Vendor list, contracts and insurance
  • Violation, architectural and document files
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 FRONTSTEPS?

Does FRONTSTEPS promise to export our data?
Not publicly. FRONTSTEPS' client terms don't address data export, so put the records list and delivery date in writing with the management company.
Does homeowner autopay move to the new system?
No. FRONTSTEPS' own homeowner guide says recurring payments must be added again when payment systems change; the same applies when leaving.
How do homeowners stop FRONTSTEPS autopay?
In the community portal: Make a Payment, then Scheduled Payments, then Edit, and set it to inactive or delete it.
What if our HOA signed up for FRONTSTEPS Payments directly?
FRONTSTEPS' payment terms require written notice by certified or registered mail or overnight courier, and allow reserves to be held for up to 270 days after termination.
Self-managing after FRONTSTEPS?

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