Eby Creek Mesa HOA: 70% reduction in admin overhead

Eby Creek Mesa HOA is a community of approximately 200 homes in Eagle, CO. Before OmniHOA, the board ran operations the way most self-managed HOAs do: one or two people carrying the administrative load, dues tracked in spreadsheets, payment failures discovered after the fact, and homeowner email handled by whoever had time. The board was doing the work of a management company on top of the work of being a board.

That changed. Three years in, administrative overhead is down 70%.

What we built

Payment and collections system. Eby Creek’s annual dues billing is now fully automated. When the billing cycle opens, invoices generate from board-approved data and go out by email with two payment paths: pay in full or enroll in a payment plan. Both paths run through Stripe, with ACH and card options available to homeowners. Every payment writes directly to QuickBooks — no manual entry, no reconciliation scramble at year-end. When a payment fails, the system flags it immediately rather than letting it surface weeks later.

Homeowner self-service portal. Homeowners can log in to check their balance, view payment history, see their payment plan status, and take action without calling or emailing the board. The board’s role in routine payment questions dropped to near zero. The portal is built on Stacker, connected to the HOA’s Airtable base, and requires no board involvement to maintain.

AI-assisted email handling. Homeowner email is the part of HOA management that consumes board time in ways that are hard to see until you count it. Routine questions — payment status, violation notices, request acknowledgments — now go through an AI drafting system that generates a ready-to-send reply for the HOA manager to review, edit if needed, and send. The board is not in that loop. The manager is, with oversight, and the turnaround time on homeowner communication is measured in hours, not days.

Results

The headline number is 70% reduction in administrative overhead. That figure reflects the combined time savings across billing, collections, reconciliation, payment follow-up, and homeowner communication.

Additional outcomes from the Eby Creek build:

Payment collection is current, not lagging — the board is no longer discovering delinquencies after they compound
Homeowners have a self-service option that handles the bulk of routine payment questions without board involvement
Yearly dues processing, which previously required significant manual coordination, now runs with the board in an approval and oversight role rather than an execution role
The board’s operational attention shifted from running the HOA to governing it

If your board is running operations the way Eby Creek was three years ago, this is what changing it looks like.

If your board is running operations the way Eby Creek was three years ago, this is what changing it looks like.