The community association management industry plays a large part in enriching the quality of life for millions of homeowners. From common area maintenance to financial management to events production, association managers are responsible for a gamut of duties.
To streamline operations and do more with less, community managers are embracing artificial intelligence (AI). According to AvidXchange’s 2025 Trends Report, which surveyed 500 finance leaders in the middle market, 76% of finance departments acknowledge the value of integrating AI to enhance efficiency and support better decision-making.
“We’re still in a service-based business, but if you can combine that with artificial intelligence and some of these just mundane tasks, it’s going to make your employee happier and the business more profitable.”
In this article, we’ll explore the ways professionals are using AI for community association management, lessening administrative burdens, and delivering enhanced services to homeowners.
1. Preventative Maintenance
AI-driven systems can analyze data from historical maintenance records to predict when preventive maintenance is required on equipment like pool pumps, clubhouse roofing, or HVAC units. This allows community managers to address issues proactively, preventing minor problems from becoming major ones, reducing maintenance costs, and ensuring the comfort and safety of residents.
2. Homeowner Communication
Community managers are increasingly using chatbots to streamline interactions with residents. Chatbots can answer frequently asked questions, provide updates on community events, and handle maintenance requests. They can be trained on an organization’s unique bylaws to ensure accurate responses to questions like, “When are we allowed to put up Christmas lights?” or “Where do I submit for approval to paint my front door?”
Chatbots offer 24/7 support to residents, which can improve their overall experience. Plus, they help community association management businesses save money by reducing the need for human customer service representatives.
3. Administrative Work
AI virtual assistants can process routine homeowner inquiries and route them to the appropriate place. Additionally, AI-driven document management systems automate document classification, storage, and retrieval, making it easier to maintain organized records, streamline board meetings and address issues promptly.
4. Security
Community association management organizations are using AI-powered surveillance systems to identify suspicious behavior and monitor entry and exit points. AI can verify the identity of individuals using facial recognition technology to control access to secure areas.
AI can help community managers respond to security incidents faster with real-time alerts and notifications. This includes fire safety systems that detect smoke and other air quality anomalies with sensors and temperature monitoring.
5. Tailored Experiences
AI allows community associations to provide bespoke services to homeowners. By analyzing data on residents’ preferences and needs, AI can help associations customize amenities, events, and services to better suit the community, enhancing satisfaction among homeowners.
6. Reserve Fund Management
AI allows community association managers to predict future financial needs and plan for reserve funds more effectively. By analyzing historical data and financial trends, AI can inform decisions about reserve fund allocation.
7. Legal Support
AI can assist HOAs in staying compliant with complex regulations and legal requirements. Through analysis of documents and contracts, AI can help identify potential compliance issues, reducing legal risks and related costs. Additionally, AI can help community association management businesses with legal document drafting and review by providing insights into legal data and records.
8. Finance Automation
AI is reshaping financial management in community associations—moving beyond automation to become a strategic asset. Today’s AI-enhanced software tools help finance teams do more than reduce manual work. They also offer intelligent insights that support faster, more confident decision-making.
AI-driven features can now predict invoice approval likelihood by analyzing historical patterns, such as supplier data, invoice amounts, and past decisions. This can help approvers move faster while maintaining full control. Likewise, AI-powered purchase order matching automates the time-consuming task of reconciling invoice line items with POs, improving accuracy and speeding up approvals.
Even invoice capture is becoming smarter. With enhanced AI, data can be captured and extracted with over 99% accuracy. In addition, machine learning reviews previous transactions and delivers approval-ready invoices with fewer manual touchpoints, continuously improving efficiency over time.
When backed by a team of experts, these advances do more than streamline operations—they empower finance teams to shift focus from administrative tasks to higher-value priorities. By reducing friction in the accounts payable process and enhancing visibility into financial workflows, AI enables community association management companies to improve service delivery and overall financial health.
To learn more about the ways companies are using AI to create efficiencies and streamline financial processes, download our free report, “The Ultimate Guide to AI in Finance.”
