Hassle-Free HOA Management Transitions
Switching management companies shouldn’t disrupt your community. At MyHomeSpot.com, we handle the entire process—so your board and homeowners enjoy a seamless transition and stronger support from day one.
Why Communities Choose Us
No service
interruptions
Full financial
transparency
Clear homeowner
communication
Proven step-by-step
process
Our Transition Process
We guide your board through contract termination while keeping you compliant with Florida law.
Our team sets your transition date, introduces our managers, and communicates directly with homeowners.
We collect all financials, contracts, and association documents—nothing is missed.
New bank accounts, online payment portals, and transparent reporting give your board full control.
On day one, homeowners receive a welcome packet with easy instructions and clear contacts.
Within 90 days, we reconcile financials, review vendors, and deliver a clean slate for success.
The MyHomeSpot.com Advantage
Faster response times
Modern technology for payments & communication
10+ Experienced CAM managers who know Florida law
A partner that protects your property values
Ready for Better HOA Management?
Switching management companies shouldn’t disrupt your community. At MyHomeSpot.com, we handle the entire process—so your board and homeowners enjoy a seamless transition and stronger support from day one.
Why Communities Trust myHomeSpot.com
The transition process from one management company to another is time-consuming and tedious for the management team, but easy for the Board of Directors. This page is designed to help you understand the process and timelines.
Week 1
Our team members will create the workspace for a group email, community calendar, online filing cabinet and website template.
Week 2
Your accounting database will be setup with all owners by legal name, lot/block references and any contact information provided.
Week 3
Prior year and Current starting balances are entered. Your bank accounts, A/P approvers, online payment systems are established.
Week 4
The CCR/Rule Enforcement and Architectural Services modules are being setup. The calendar events are being created.
Week 5
Welcome the HOA Members, setup of the Official Records system continues with scans of data provided.
Week 6
Board Training is provided and we are ready for management.
Transition FAQs
The decision to hire a management company is a Board decision and needs to be made in a duly noticed Board Meeting. The motion is “to engage the community management services of myHomeSpot.com pursuant to an attached contract beginning as mm/dd/yy”. We will need the meeting minutes as a part of the official record. Make sure to record who made the motion, who seconded the motion, who voted in favor or in opposition.
The myHomeSpot.com management agreement can be signed in person or electronically by the President.
The President or Secretary will need to provide a written notice to your current management company of the decision to transfer management to MHS. Please copy our onboarding specialist in this communication. The Notice should instruct current management to deliver all the official records to our office as required under the state statute. Your onboarding specialist can help you with this notice.
Board Forms
- Create a Request for Proposal
- Schedule BOD Meeting
- Create Meeting Minutes
- Training Request Form
Manager Setup Forms
- VMS Setup
- Bank Setup Request
- Work Order Module Setup
- API: Smartwebs Setup
- API: Homewise Setup
- API: Southdata/OSG
- Property Web Page
- Office Resource Setup
- Wufoo Setup
The Transition of the Accounting Services
END OF LAST YEAR
The following reports should be rendered with the ending date of the prior fiscal/calendar year.
- Chart of Accounts
- Budget
- Tax Return / Audit
- Trial Balance
- Income Statement
- Balance Sheet
- General Ledger (Start to YE)
- Bank Statement
- Bank Reconciliation
- PrePayment Schedules
The Board should arrange for a starting balance transfer check to be issued in the name of the Association to create new bank accounts.
THE CURRENT PERIOD
The following reconciled reports should be rendered with the start date of the current fiscal/calendar year to the prior month end of the current period.
- Budget
- Trial Balance
- Income Statement
- Balance Sheet
- General Ledger
- Bank Statement
- Bank Reconciliation
- PrePayment Schedules
- Customer Account Detail (All transactions)
- Vendor Payment Detail
- General Ledger
- Customer Contact Report
- Vendor Contact Report
THE FINAL DELIVERY
The following reports should be rendered with the start date of the first day of the last period provided to the end of the calendar year (will capture any forward entries).
- Trial Balance
- Income Statement
- Balance Sheet
- General Ledger
- Customer Account Detail (All transactions)
We’d like to remind current management to stop all electronic payment services as soon as possible.
The Transition of the Official Records
In accordance with Florida law, every Homeowners Association (HOA) is required to maintain its official records for a minimum of seven (7) years. This responsibility falls under the duties of the Association’s Secretary. To ensure compliance and a smooth transition, it is essential that these records are properly organized and transferred to management. Below is a list of the minimum required documents that must be provided. Your Onboarding Specialist will supply a secure upload link to our server for submitting these records. We recommend printing this checklist to help confirm that all necessary items are included
COMMUNICATION RECORDS
- Newsletters
- Communications from Owners
- Communications to Owners
- Legal Opinions
- Other Communications
MEMBERSHIP RECORDS
- Current Ownership Roster (legal owner name, lot/block number, address, telephone numbers, email)
- Consents for Electronic Notice
- Current Board of Directors Roster (name, position, start/end date, contact information)
- Current Architectural Review Board Roster (name, position, start/end date, contact information)
- Conflict of Interest Disclosures
CONTRACT RECORDS
- All bids for work within 1 year
- Current Management Contract
- Current Service Providers (Landscape, Accountant, Legal, etc)
- Employee Records
- Lease Agreements
FINANCIAL RECORDS
- Bank Signature Cards and Authorizations
- Monthly Financial Packages
- Year-End Financial Reports (Compilation, Review or Audit)
- Annual Tax Filings (1120-H, 1096/1099, W2/W4)
- Annual Budgets
- Reserve Study
- SIRS Report (Condo)
- Estoppels
GOVERNING DOCUMENTS
- Plats
- Common Area Deeds, Land Lease
- Articles of Incorporation
- Bylaws
- Covenants, Conditions, Restrictions
- Common Area Rules
- Architectural Guidelines
- All Amendments to Governing Documents
INSPECTION RECORDS
- Pool License and Inspections
- Condo Milestone Report
- Fire Control System Inspection Report
- Fire Wet System Inspection Reports
- Elevator Inspection / Certificates
INSURANCE RECORDS
- 5yr Loss Runs from Current Agent
- Insurance Appraisal (Condo required)
- Wind Mitigation Reports
- Policies Documents (Liability, Flood, Property, Directors/Officers)
MAINTENANCE/FACILITY RECORDS
- Access Credentials/Devices, Keys, Codes, Passwords
- Permits/Licenses (Elevator, Pool, Condo Building)
- Building Plans, Specifications, Permits, Warranties
- Employee Files
- Manuals / Guides / Warranties
- Checklists / Reports
MEETING RECORDS
- Architectural Meetings (This Year)
- Architectural Meetings (Prior 6 Years)
- Board Meetings (This Year)
- Board Meetings (Prior 6 Years)
Board Member Statutory Acknowledgements/Certifications
Board Member Conflict Disclosures - Member Meetings (This Year)
- Member Meetings (Prior 6 Years)
- Other Meetings: This Year
- Other Meetings (Prior 6 Years)
- Meeting Notices (7 years)
- Mailing Affidavits (7 years)
- Voting Records (Ballots, sign-in sheets, voting proxies, and all other papers and electronic records relating to voting by parcel owners, which must be maintained for at least 1 year after the date of the election, vote, or meeting).
PICTURES
- Logos
- Site Photos
OTHER RECORDS
Upload all unfinished or next agenda documents