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How to switch from Smartwebs without losing your history

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

Leaving Smartwebs takes 30 days' notice and about two hours of exports. Accounting, work orders and communications export free from Smartwebs' reports; the architectural and violation history costs $150 per association and arrives as a download link that lasts 30 days. Export the Delinquent Summary Aging report and the owner list, then connect the bank in the new tool.

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

What moves, and what stays behind?

RecordFrom SmartwebsInto Kahoa
Owners and homesCommunications → List → Excel ExportRoster import, saved as CSV
What each home owesDelinquent Summary Aging (AR), ExcelOpening balances
Prepaid creditsPrepaid Summary (PP), ExcelOpening balances, as credits
Bank activityNot needed24 months via bank connection
Chart of accountsAccounting → GL → Chart of Accounts, ExcelKahoa starts from a standard HOA chart
Financial reportsAccounting → Reports → PacketsKeep the files; books start from opening balances
Architectural and violation historyPaid export, $150, zip link for 30 daysKeep the zip with the association's records
Association documentsDownload each from Settings → Manage → AssociationDocument upload
Autopay enrollmentsCan't be exportedHomeowners enroll again
Smartwebs' resident payments run through Zego. Autopay amounts are set by each resident, so they enroll again in the new tool.

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

    Export the owner list, Delinquent Summary Aging, Prepaid Summary and the month-end report packets. Order the $150 architectural and violation export if you need that history.

    WhereSmartwebs: Accounting → Receivables, and Accounting → Reports → Packets
    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 Delinquent Summary Aging export. Check that the total owed matches Smartwebs' 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 resident to disable Smartwebs autopay before the next draft.

    Autopay offResidents: Office.Smartwebs.com → Auto Pay → Disable
    Time30 minutes
  6. 06
    Run one cycle, then cancel

    Give Smartwebs 30 days' notice; a request in the first 7 days of a month cancels at that month's end. Download the history link before it expires.

    TimeOne dues cycle
Before you cancel Smartwebs

Keep these five files

  • The last Delinquent Summary Aging report
  • Every month-end report packet for open years
  • The chart of accounts
  • The architectural and violation zip
  • The last bank reconciliation
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 Smartwebs?

How much does it cost to leave Smartwebs?
Smartwebs charges $150 per association to export the architectural and violation history. Accounting, work order and communication exports are free and self-serve.
How much notice does Smartwebs need?
Thirty days. Smartwebs' help center says a cancellation requested in the first 7 days of a month takes effect at the end of that month.
What happens to our data after we leave Smartwebs?
The paid history export comes as a download link that lasts 30 days. Smartwebs mentions no read-only access afterward, so download every report before the account closes.
Does our management company control the Smartwebs account?
Often, yes. If a manager runs Smartwebs for you, the manager sends the cancellation; ask them for every export above before the contract ends.
Ready to move?

Bring your Smartwebs export

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

Start a 30-day trialSee pricing
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