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How to leave a management company that runs Vantaca

Jared McKinney · Founder, Kahoa
Updated · checked against Vantaca's terms, FAQ and data addendum

A board doesn't cancel Vantaca itself; its management company holds the account, so leaving Vantaca means leaving or redirecting the manager. Vantaca's FAQ says association data can be exported in CSV, Excel and PDF, and its data addendum lets Vantaca delete data 30 days after termination. Get every export in writing before the contract ends, 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 should the management company hand over?

RecordFrom Vantaca, via the managerInto Kahoa
Owners and homesHomeowner List → Export to ExcelRoster import, saved as CSV
What each home owesOwner balances and aging as of cutoverOpening balances
VendorsVendor list with W-9s and contractsVendor import
Bank activityNot needed24 months via bank connection
Ledger and financialsGeneral ledger, final month financials, budgetKeep the files; books start from opening balances
DocumentsDocument library, as one exportDocument upload
Violations and architectural historyAsk for it with the documentsKeep the export with the records
Autopay enrollmentsCan't be exportedHomeowners enroll again
In a September 2026 move between Vantaca and CINC, portal autopay didn't carry over and old portal logins were turned off at cutover.

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 and the document library, with a delivery date before the contract ends.

    WhereYour management company, from Vantaca
    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 cancel Vantaca autopay at least 3 business days before the next draft.

    Autopay offHomeowners: Vantaca Payment Portal, or payment-support@vantaca.com
    Time30 minutes
  6. 06
    Run one cycle, then cancel

    Collect one month in the new tool, then let the management contract end. Download anything you still need within 30 days.

    TimeOne dues cycle
Before the contract ends

Demand these records

  • Owner list, balances and aging at cutover
  • General ledger, chart of accounts and final financials
  • Bank reconciliations and the signer change
  • Vendor list, W-9s, contracts and insurance
  • Document library and collection 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 Vantaca?

Can a board cancel Vantaca directly?
Usually not. Vantaca sells to management companies, so the manager holds the account. The board ends or changes its management contract and asks the manager for the exports.
Does Vantaca charge to export our data?
Vantaca's FAQ promises no excessive delays or fees for data exports. The management company's own contract may still set handover fees, so check it.
How long is our data kept after we leave?
Vantaca's data processing addendum says it will return or delete personal data within 30 days of termination.
Does homeowner autopay move to the new system?
No. Each homeowner cancels Vantaca autopay and enrolls again in the new tool.
Self-managing after Vantaca?

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.