For Florida condominium associations
Condo management software built for Florida's Chapter 718
HOA Cloud is condominium association management software made for Florida. It runs the day-to-day work of a condo association, from maintenance requests and work orders to violations, meetings and budgets. It also tracks the Chapter 718 obligations Florida boards get fined for missing: the official records website, owner records requests, structural integrity reserve studies, milestone inspections and director certification.
What a Florida condo association has to keep up with
Since the 2021 Surfside collapse, Florida has rewritten the rules for condominiums. These are the obligations boards ask about most, what the statute says, and where each one lives in HOA Cloud.
Official records website (§718.111(12)(g))
An association managing a condominium with 25 or more units must post its official records on a website or app, in a section only owners and association employees can log in to.
In HOA Cloud: Each association gets its own website with an owner login. The posting tracker shows which required records are up and which are late.
Owner records requests (§718.111(12)(c))
Records must be made available within 10 working days of a written request. Missing the deadline creates a presumption of willful failure, with minimum damages of $50 a calendar day for up to 10 days, starting on the 11th working day.
In HOA Cloud: Owners request records from their portal. Each request is logged, the 10 working days are counted, and how and when you responded is documented.
New director certification (§718.112(2)(d))
Within 90 days of election or appointment, each director files a written certification and a certificate of completing a 4-hour education course, then completes 1 hour of continuing education a year. A director who misses the deadline is suspended until they comply.
In HOA Cloud: Tracks every director’s certification, course and continuing-education status, so a lapsed director is caught before the deadline.
Structural integrity reserve study (SIRS) (§718.112(2)(g))
Each building three habitable stories or higher needs a SIRS at least every 10 years, performed or verified by a licensed engineer or architect, or a certified reserve specialist.
In HOA Cloud: Tracks each building’s current study, its next due date, and the follow-up checklist.
Milestone inspections (§553.899)
Condominium buildings three or more habitable stories tall need a milestone inspection by December 31 of the year they turn 30, then every 10 years. The association must send owners the inspector’s summary within 45 days of receiving the report.
In HOA Cloud: Tracks inspection dates and turns the follow-up, like distributing the summary to owners, into a dated task.
Competitive bids (§718.3026)
Contracts that exceed 5% of the total annual budget, including reserves, must be competitively bid. The board does not have to accept the lowest bid.
In HOA Cloud: Competitive bidding has its own tracker, with the threshold figured from your budget.
Board meeting notice (§718.112(2)(c))
Notice naming every agenda item must be posted on the property at least 48 continuous hours before a board meeting. Meetings on a nonemergency special assessment or a unit-use rule change need 14 days’ notice, sent to owners and posted.
In HOA Cloud: Meetings run with notices, agendas, proxies and minutes, including approval of the minutes.
Annual financial report (§718.111(13))
The report must be prepared within 90 days after the fiscal year ends and delivered to owners within 21 days after it is completed, and no later than 180 days after year end.
In HOA Cloud: Produces the balance sheet, income statement and more than 20 other reports from the association’s books.
| Obligation | What Florida law requires | Statute | How HOA Cloud handles it |
|---|---|---|---|
| Official records website | An association managing a condominium with 25 or more units must post its official records on a website or app, in a section only owners and association employees can log in to. | §718.111(12)(g) | Each association gets its own website with an owner login. The posting tracker shows which required records are up and which are late. |
| Owner records requests | Records must be made available within 10 working days of a written request. Missing the deadline creates a presumption of willful failure, with minimum damages of $50 a calendar day for up to 10 days, starting on the 11th working day. | §718.111(12)(c) | Owners request records from their portal. Each request is logged, the 10 working days are counted, and how and when you responded is documented. |
| New director certification | Within 90 days of election or appointment, each director files a written certification and a certificate of completing a 4-hour education course, then completes 1 hour of continuing education a year. A director who misses the deadline is suspended until they comply. | §718.112(2)(d) | Tracks every director’s certification, course and continuing-education status, so a lapsed director is caught before the deadline. |
| Structural integrity reserve study (SIRS) | Each building three habitable stories or higher needs a SIRS at least every 10 years, performed or verified by a licensed engineer or architect, or a certified reserve specialist. | §718.112(2)(g) | Tracks each building’s current study, its next due date, and the follow-up checklist. |
| Milestone inspections | Condominium buildings three or more habitable stories tall need a milestone inspection by December 31 of the year they turn 30, then every 10 years. The association must send owners the inspector’s summary within 45 days of receiving the report. | §553.899 | Tracks inspection dates and turns the follow-up, like distributing the summary to owners, into a dated task. |
| Competitive bids | Contracts that exceed 5% of the total annual budget, including reserves, must be competitively bid. The board does not have to accept the lowest bid. | §718.3026 | Competitive bidding has its own tracker, with the threshold figured from your budget. |
| Board meeting notice | Notice naming every agenda item must be posted on the property at least 48 continuous hours before a board meeting. Meetings on a nonemergency special assessment or a unit-use rule change need 14 days’ notice, sent to owners and posted. | §718.112(2)(c) | Meetings run with notices, agendas, proxies and minutes, including approval of the minutes. |
| Annual financial report | The report must be prepared within 90 days after the fiscal year ends and delivered to owners within 21 days after it is completed, and no later than 180 days after year end. | §718.111(13) | Produces the balance sheet, income statement and more than 20 other reports from the association’s books. |
Summaries of the 2025 Florida Statutes for orientation, not legal advice. Your declaration and bylaws can add requirements; ask your association's attorney about your situation.
Everything a condo board and its manager work from
The board, the manager, the office team and every owner work from one shared record instead of email threads and spreadsheets. These are real screens from a demo association.
Compliance
Every obligation becomes a dated task
The To-Do list shows each upcoming and overdue obligation with the statute behind it, what's due, and the next step, like distributing a milestone inspection summary or answering an owner's records request.
Ask for this week in plain English and you get a board-ready summary. Ask the Sentinel when your next milestone inspection is due and the answer is grounded in the statute; it can draft, but it never sends or files anything on its own.
Official records
Know which required records you have, and which you don't
Records on File compares your documents with the official records Florida requires a condo association to keep (§718.111(12)(a)) and shows what's present, what has gaps, and what's missing.
To fill the gaps, drop in a whole folder. HOA Cloud reads each document, files it under its statutory category, and keeps protected records, like legal opinions, out of owners' view.
Owner website
The association website, and proof of what's posted
Each association gets its own website with an owner-only login for official records. The posting tracker lists every record §718.111(12)(g) requires online and marks each one compliant, overdue, or missing.
When a record isn't on file at all, the tracker says so, so you're not guessing at what a 25-unit-plus condominium has to publish.
Building safety
SIRS and milestone inspections, tracked instead of remembered
For buildings three habitable stories or taller, HOA Cloud tracks the structural integrity reserve study, who prepared it, when the next one is due, and the checklist that follows it.
Milestone inspections, reserve funding and insurance sit alongside it, so the big-ticket obligations show up on the dashboard well before they're due.
Operations
The day-to-day runs in the same place
Owners report problems from their phone, with photos. A request becomes a work order, and the assigned vendor gets a secure link to send an estimate, check in on site, upload an invoice and close out the job. Every status change and cost is logged.
- Vendor insurance certificates, licenses and W-9s on file, with expiration dates tracked daily
- Violations from first notice through the committee hearing Florida requires before a fine
- Architectural requests, amenity reservations, announcements and a resident directory
- Estoppel certificates, transfer and lease applications, and the board approval vote
- Budgets built from this year’s actuals, and more than 20 financial reports
Owner portal
Owners help themselves, on any phone
Owners get a portal of their own: the association's official records, announcements, maintenance and records requests, meeting minutes, and their own balance and ledger.
Fewer phone calls to the office, and a written trail for every request.
Built for self-managed boards and management companies
Self-managed condo boards
Volunteer directors get the deadlines, citations and next steps in one place, so compliance doesn't depend on who remembers what. Board members keep their own access to the association's records.
Management companies and CAMs
Every association you manage sits in one portfolio, with your team assigned to each. The office portal runs requests, work orders, violations and meetings across all of them. See the management company features.
Backed by the Compliance Shield guarantee
If HOA Cloud fails to flag a supported compliance item and the State of Florida fines you for it, we reimburse the fine, up to $14,000 a year.
Compliance Shield guarantee: reimburses verified State of Florida fines that result directly from a failure of HOA Cloud to track and alert on a supported compliance item, up to $14,000 per client per calendar year. Conditions and exclusions apply; see the Master Subscription Agreement. Read the agreement.
Florida condo management questions
What is condo management software?
Condo management software is the system a condominium association uses to run its operations and keep its records: maintenance requests and work orders, vendors, violations, meetings and votes, budgets and financial reports, and owner communication. In Florida it also has to keep up with the Chapter 718 obligations. HOA Cloud combines all of that, with a portal for the board, the manager, the office team and every owner.
Does a Florida condo association need a website?
Yes, if it manages a condominium with 25 or more units (timeshare condominiums are excepted). Under §718.111(12)(g), the association must post its official records on a website or mobile app, in a protected section that only unit owners and association employees can access. HOA Cloud gives each association its own website with an owner login and tracks which required records are posted.
How long does a condo association have to answer an owner’s records request?
10 working days after it receives a written request (§718.111(12)(c)). If it misses that deadline, the law presumes the failure was willful, and the owner can recover minimum damages of $50 per calendar day for up to 10 days, starting on the 11th working day. HOA Cloud logs each request, counts the working days, and records how and when you responded.
What do new condo board members have to do within 90 days?
Under §718.112(2)(d), each newly elected or appointed director must, within 90 days, submit both a written certification that they have read the association’s governing documents and will uphold them, and a certificate of completing a 4-hour education course (a course completed up to one year before the election also counts). Directors then complete at least 1 hour of continuing education each year. A director who misses the deadline is suspended from the board until they comply.
Which condo buildings need a structural integrity reserve study?
Under §718.112(2)(g), every residential condominium building three habitable stories or higher needs a structural integrity reserve study (SIRS) at least every 10 years. It must be performed or verified by a licensed engineer or architect, or a certified reserve specialist or professional reserve analyst. HOA Cloud tracks each building’s current study, its next due date and the follow-up tasks.
Can a self-managed condo board use HOA Cloud?
Yes. A board can run its association directly, and a management company can run many associations from one portfolio with its team assigned to each. Either way, the board keeps its own access to the association’s records.
How much does HOA Cloud cost for a condo association?
Pricing depends on the size of the association and the plan you choose. The pricing page lists the current plans, or you can book a 30-minute walkthrough and get a quote for your association.
Keep reading
Chapter 718 guide
The Florida Condominium Act, section by section, for boards and managers.
SIRS requirements
Who needs a structural integrity reserve study, when, and what it must cover.
HOA management software
The same platform for Chapter 720 homeowners associations.
For management companies
Run every association in your portfolio from one login.
Watch the 4-minute tour
A narrated walkthrough of the compliance side of the platform.
Compare HOA Cloud
How HOA Cloud stacks up against other association software.
See it with your own condominium
In 30 minutes we'll walk through your association's Chapter 718 obligations and show where each one lives in HOA Cloud.