FAQS

CopperDoor specializes in managing homeowners associations (HOAs), condominium associations, and cooperative communities throughout Florida, with deep knowledge of the specific statutes governing each community type.

Beyond day-to-day management, our team volunteers time, shares expertise, and provides opportunities for clients and residents to join in giving back—reinforcing our commitment to generosity, hope, and servant leadership.

We offer several ways to connect—phone, email, and online portals—so residents, guests, and service providers can choose the method that works best for them.

Licensed professionals manage day-to-day accounting, deliver accurate, timely financial statements, and provide transparent access to your community’s financial data.

Routine and preventive maintenance is scheduled proactively, and resident requests receive a prompt response. Our network of trusted contractors handles everything from minor repairs to major renovations—all under budget oversight.

We stay current with all relevant laws and regulations, offering ongoing risk-management advice and client education to help boards minimize liability and make informed decisions.

Typically, a full transition takes 120 days.  We plan for 30-60 days BEFORE the effective start date, and 60-90 days AFTER the effective start date.  Completion of a successful transition Is dependent on receiving records and Information from the current agent, and partnership with the Board to customize services and processes to the specific nuances of your community.  We use a 100+ point checklist to ensure every detail Is reviewed during the onboarding process and we schedule progress meetings with the Board at specific Intervals to stay on track.  NOTE: Fl Statute 468.4334(4) requires that a management company return all records within 20 days of a termination of services.

All transactional accounting services are performed In-house at our local office. We partner with a Certified Public Accounting Firm that specializes in community associations to reconcile and compile monthly and year-end reporting.

You will always have a single point of contact; a licensed CAM, assigned to your community. We will also always provide a secondary point of contact to ensure you, and your residents, receive expedient responses and follow-up.

Our billing Is very transparent. We will always bill the monthly Management Fee at the beginning of each month on a separate Invoice; this amount will be stipulated in the contractual agreement between the community and CopperDoor. Our Management Agreements Include Exhibit A that lists any potential additional charges. These are tracked throughout the month and itemized and billed separately at the end of each month. Most additional charges result from a need and use basis and cannot be quantified as a part of the monthly fee as they will fluctuate throughout the year depending on your business needs.

We utilize Strongroom to process accounts payable electronically. We pay bills every day. The typical time to pay a vendor from Invoice submission to the printing and mailing of a check Is 10-14 days. This requires a vendor to have provided the required W9 and Certificate of Insurance and assumes any Board approvers of Invoices are checking their queue routinely to ensure timely processing.

The frequency of property Inspections/site visits will always be stipulated In your Management Agreement. Typically, most communities are scheduled for either monthly or every other week Inspections, depending on need, however, we do have some communities that are Inspected weekly. The Management Fee Is determined by several factors, Including time on the property each month. We will provide the Board with an Inspection report for each regularly scheduled site visit/Inspection.

No. CopperDoor will work with existing Association vendors If you are satisfied with their services. For tax purposes and to protect the Association from liability, we require completion of a W9 form and a Certificate of Insurance from each service provider. For certain types of work, licenses and certifications may be required for compliance with state or municipal statutes. We also have a broad network of vendors, as well as a Maintenance Director that can assist with procuring comparative bids for repair work and routine services. Additionally, we can provide general maintenance services through CopperDoor on a work order basis as needed, with the Board’s authorization.

No. We do not have a vendor program that requires any sign up or fee. We are happy to work with any vendor that can provide a W9, certificate of Insurance, and proper licenses If required. CopperDoor may utilize subcontractors by agreement for certain maintenance services we provide directly.

For your operating account, you will need to use our national banking partner who Is set up for full software Integration with CopperDoor. This enables us to provide a suite of services such as electronic payables, online assessment payments via credit, debit, or e-check, account access via homeowner web portal, etc. Your reserve accounts may remain at the Institution of your choosing. We will provide Interest rates, services, and products for our banking partners so that you can decide at the time of transition.

In most cases, existing Operating accounts will need to be closed and re-opened under CopperDoor’s Management Company banking agreement. Reserve accounts do not need to be closed unless the Board chooses to move funds to a new Institution.

Our national banking partner provides a payment lockbox in Orlando, FL to reduce mailing and processing time of homeowner payments.

We highly recommend sending payment coupon booklets to owners, especially at the time of a management transition. Generally, our communities with monthly assessments utilize payment coupon booklets and our communities with quarterly, semi-annual, or annual assessments utilize payment statements (Invoices). We can assist the Board In deciding on the best option for your community. Ultimately, the Board has the authority to decide how we bill and communicate with owners about their assessment payments.

We offer both options to our clients. We are happy to organize and attend the In-person Board and Annual Meetings. We are also happy to provide a virtual platform like Zoom or Teams for the Board to use for Board and Annual Meetings. New legislation outlines certain requirements for meetings using virtual platforms, and we will always ensure legal compliance. Many communities use a combination of In-person meetings while also providing a virtual meeting link to accommodate working members, military personnel who may be deployed, or those who maintain more than one home.