HOA Document Request Automation
A done-for-you real estate automation built for the HOA Liaison, connecting Twilio and Outlook so the work below happens on its own.
What this automation does, step by step
As soon as a property under an HOA goes under contract, the automation automatically identifies the governing association from the property record and sends a document request to the HOA management company for the resale certificate, governing documents, financial statements, and any pending litigation disclosures required for closing.
The HOA liaison is copied on the request and receives a reminder if the management company hasn't responded within the association's standard turnaround window, letting them escalate before it threatens the closing timeline.
Once documents arrive, they're automatically uploaded to the transaction file and the buyer's agent is notified.
A step that used to get forgotten until someone asked whether the HOA docs had arrived a week before closing now starts itself the same day the contract is signed.
- Transaction management software (e.g., Dotloop or SkySlope)
- Zapier or Make.com
- Gmail or Outlook (document requests)
- Google Drive or Dropbox (document storage)
- Twilio (SMS reminders)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Without automation, this falls entirely on a hoa liaison, who has to track every step by hand across emails, spreadsheets, and sticky notes. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Expiration and renewal alerts on a 90, 60, and 30 day countdown
- Signature and document chasers that escalate on their own
- Deadline tracking for filings, permits, and inspections
- An automatic audit trail of every notice sent
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