Residents just send an email. No app. No portal. No logins.
BoardClerk gives your HOA its own email address, drafts replies grounded in your governing documents — with citations — and you approve & send. Your board's AI secretary.
Plans from $49/mo — every feature in every plan
Every draft cites the exact article and section it came from. Not legal advice.
How it works
- 1
A resident emails your association
Your board gets its own BoardClerk email address. Residents write to it the way they'd write to anyone — no app to download, no portal to log into, no password to reset.
- 2
BoardClerk drafts a cited reply
It reads the message and drafts a reply grounded in your CC&Rs and bylaws, quoting the exact sections it relies on — Article XII, Section 4 — word for word.
- 3
A board member approves & sends
Review the draft, edit if needed, and click Approve & Send. Nothing goes out without a human — that's a hard rule, not a setting.
Promises we keep
The guarantees a board needs before it trusts software with its mail.
Every draft shows its sources
Each reply cites the governing-document sections it relies on, quoted verbatim — so you can check it before it goes out.
It never guesses
If your documents don't answer the question, BoardClerk says so plainly instead of making something up. No invented citations, ever.
It flags when you need a lawyer
When a question calls for legal judgment, BoardClerk tells you to check with your association's attorney — not an AI.
Deliverability, managed
Bounces and suppressions are handled for you, so the notices you send actually arrive — and you can see what didn't.
State deadlines on a calendar
Your state's statutory filings and notices are tracked on a compliance calendar — each item stamped with its statute reference and a verify-with-counsel flag.
Private by design
Your board's Ask AI threads are private by design — not even the BoardClerk team can read them. Support access is session-based, time-limited, read-only, and logged.
Everything your secretary handles
Upload your governing documents once. Everything below runs on them.
Resident email, answered
Residents just email your association's address. BoardClerk drafts the reply with citations to your governing documents — you approve and send.
Meeting minutes, written for you
Record the meeting or upload the audio — BoardClerk transcribes it and drafts the formal minutes: what was discussed, who voted, what was decided. You review, finalize, file. The official record your association must keep, without anyone dreading the write-up.
Your state's deadlines, tracked
Annual meeting notices, budget windows, filing dates — the compliance calendar knows your state's statutory deadlines and reminds you before they bite.
Violations, documented
Track violations with notices grounded in your own rules — documented, consistent, defensible.
Certified mail, from your desk
Official notices sent as real letters — standard or certified with electronic return — without a trip to the post office. Delivery tracked.
Ask AI — the board's private counsel prep
Ask anything about your documents and get cited answers. Unlimited on every plan. Private by design: not even we can read your threads.
From a recording to the official record
Finalized minutes
- Topic
- Pool resurfacing — contractor bid
- Discussion
- Three bids reviewed. ACME Pools lowest at $18,400; the reserve study confirms funds are available this cycle.
- Decision
- Approved — ACME PoolsApproved · 4–1
- Action Items
- Treasurer to issue the deposit by Friday
- President to schedule the March start date
Works alongside your existing tools
Run dues through PayHOA, a roster through HOA Express, or the whole association off a spreadsheet — BoardClerk fits alongside whatever you already use.
They collect the dues. We answer the mail.
Simple plans for small boards
Every feature in every plan. Annual billing = 2 months free.
Starter
Less than $2 per homeowner / month
Every feature included — nothing is gated.
- Up to 25 homeowner units
- 150 drafted replies / mo
- Cited Q&A, inbox, minutes, compliance, violations, certified mail
Standard
Under $1 per homeowner / month
Every feature included.
- Up to 100 homeowner units
- 500 drafted replies / mo
- The same full toolset — nothing held back
Pro
An association budget line item
Built for your annual budget: one line item, whole year covered.
- Up to 200 homeowner units
- 1,200 drafted replies / mo
- The same full toolset — nothing held back
Growing? Add 25 units for $19/mo, up to twice — and we'll tell you honestly when moving up a tier is cheaper.
Works alongside PayHOA — they collect the dues, we answer the mail.
Physical mail is billed from prepaid credits: $1.50 per standard letter, $14.00 per certified letter with electronic return receipt (+$0.50 per extra sheet after two). The exact price is shown before every send.
Questions boards ask
Do residents need to install anything?
No. Residents just send a normal email to your association's BoardClerk address — no app, no portal, no login, no password. If they can email, they can reach the board.
What happens if the AI is unsure?
It tells you, and shows what's missing. If your documents don't cover a question, BoardClerk says so rather than guessing — and points you to your attorney when the question calls for legal judgment.
Is BoardClerk just an email tool?
Email is the front door — behind it is the whole secretary's office: meeting minutes, a state compliance calendar, violations tracking, certified mail, and private Ask AI. Every feature in every plan.
Do you replace PayHOA?
No — we sit alongside it. PayHOA (or HOA Express, or your spreadsheet) collects the dues and keeps the roster; BoardClerk answers the mail. You keep what already works.
Is there a contract?
No. Plans are monthly, cancel anytime. Annual billing is optional and saves you two months — but nothing locks you in.
Who can see our data?
Only the board members you invite. Our own staff can see account status and usage counts — never your documents, email, or AI threads — except in a support session you explicitly request, which is time-limited, read-only, and logged. Details in our Privacy Policy.
Is this legal advice?
No. BoardClerk is a drafting and research tool. Its answers, notices, and calendars are informational aids grounded in your documents and your state's statutes — always review them, and consult your association's attorney on legal matters. Using BoardClerk creates no attorney-client relationship.
Is it legal to record our board meetings?
Rules vary by state. In “all-party consent” states (like California), everyone present must agree to being recorded. The common practice is simple: announce the recording at the start of the meeting and note it in the minutes. When in doubt, check with your association's attorney — and see our Terms (§5) on recording consent.
Your association's records, kept like evidence.
Every board's data is isolated at the database level. Sent mail — the PDF, tracking, and delivery confirmation — is permanent and never altered. Meeting audio is deleted 30 days after you approve the minutes (the minutes are the official record). Governing documents, minutes, and mail history are kept for as long as you're with us. Payments run through Stripe; we never see your card number.