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How to switch from PayHOA without missing a dues cycle

Jared McKinney · Founder, Kahoa
Updated · steps checked against PayHOA's help center

Switching from PayHOA takes about two hours of exports and imports, then one dues cycle with both tools running. Export the Delinquent Accounts report and the general ledger from PayHOA's Reports, connect the bank in the new tool, and match opening balances before homeowners move their autopay. PayHOA deletes an association's data 30 days after it cancels, so export everything first.

Kahoa makes Kahoa. The steps work for any HOA software; where they name Kahoa, they describe only imports Kahoa supports today.

What moves, and what stays behind?

RecordFrom PayHOAInto Kahoa
Owners and homesReports → Custom Report, CSVRoster import
What each home owesDelinquent Accounts, CSVOpening balances
Prepaid creditsPrepayments by Unit, CSVOpening balances, as credits
Bank activityNot needed24 months via bank connection
CC&Rs, bylaws, minutesDocuments → Download, one by oneDocument upload
VendorsNo export documentedVendor import, from your own list
Past journal entriesGeneral Ledger, CSV or PDFKeep the file; books start from opening balances
Autopay enrollmentsCan't be exportedHomeowners enroll again
Autopay can't move between HOA tools: PayHOA's bank and card authorizations are held by Stripe for PayHOA.

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 from PayHOA

    Export the Delinquent Accounts, Prepayments by Unit and General Ledger reports, a Custom Report of owners, and each document.

    In PayHOAReports → pick the report → Export
    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

    Upload the owner list, then the Delinquent Accounts export. Check that the total owed matches PayHOA's report to the cent.

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

    Send one notice with the new payment link, and ask each homeowner to turn off PayHOA autopay before the next due date.

    In PayHOAHomeowners: My Account → Autopay → off
    Time30 minutes
  6. 06
    Run one cycle, then cancel

    Collect one month in the new tool. Cancel PayHOA once the bank and the books agree; cancellation takes effect at the end of the paid term.

    TimeOne dues cycle
Before you cancel PayHOA

Keep these five files

  • The last Delinquent Accounts report
  • The General Ledger for every open year
  • The Balance Sheet and Budget reports
  • The last bank reconciliation
  • Any 1120-H PayHOA prepared
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 PayHOA?

Does PayHOA charge to cancel?
No. PayHOA's pricing page says there are no long-term contracts or cancellation fees. PayHOA doesn't refund the rest of a prepaid yearly term.
What happens to our data after we cancel PayHOA?
PayHOA's terms keep an association's data for 30 days after cancellation, then it may be permanently deleted. Export every report before the term ends.
Can we switch from PayHOA mid-year?
Yes. Start the new books from opening balances on the cutover date and keep PayHOA's General Ledger export for the months before it. The 1120-H uses both.
Do homeowners have to set up autopay again?
Yes, once. PayHOA's payments run through Stripe for PayHOA, so authorizations don't carry over. Each homeowner turns off PayHOA autopay and enrolls in the new tool.
Ready to move?

Bring your PayHOA export

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.