A Document Vault for Your HOA's Records
Governing documents, rules, amendments, insurance, financials and contracts in one place that belongs to the association, with every version kept and owner access the board controls file by file.
The vault starts on the $5/month Starter plan with 2 GB. Approved meeting minutes are free on every plan.
Where are the CC&Rs? Which version is current?
In most self-managed HOAs the association's documents are spread across a past president's Google Drive, an email attachment from 2017 and a binder in someone's garage. Nobody is sure whether the rules on the website include last year's amendment.
That matters more than it looks. A violation notice is only as strong as the rule it cites, a buyer's agent needs the current documents before closing, and in many states owners have a legal right to see the association's records within a set number of days.
The Formtabulous document vault keeps the records with the association, each document with its effective date and full history, so the next board starts with everything instead of a search.
What boards usually can't find
- The amendmentRecorded years ago, never merged into the copy everyone uses.
- The insurance certificateA lender or contractor needs it today; it's in a former treasurer's inbox.
- Last year's financialsAn owner asks; the board has to go looking.
- The vendor contractRenewal terms nobody has read since it was signed.
How the vault works
Four things the board does; the rest is automatic. Full documentation: document vault.
1. Upload
PDF, Word, Excel, JPG or PNG, up to 25 MB, so scanned documents work fine. Give it a name owners will recognize, a category, an effective date if it matters, and a note such as "Adopted at the 2024 annual meeting".
2. Choose who sees it
Board only, owners in the Member Portal, or public on your association's page, for buyers and agents. Change it any time; the page warns you if the portal or public page that file depends on is turned off.
3. New versions
When a document changes, upload a new version. It keeps the name, category and who can see it, and the old file stays in the version history. Owners only ever see the current version.
4. Share a link
Copy a link to an owners or public file and paste it into an email. Owners sign in first; every download gets a fresh link that expires in minutes, so files can't be passed around once you make them board only.
Organized the way boards think
-
Governing documents
Declaration (CC&Rs), bylaws, articles of incorporation -
Rules & policies
Rules and regulations, collection and fine policies -
Amendments
Each recorded amendment with the date it took effect -
Insurance
Policies, declarations pages, certificates, fidelity bond -
Financials
Budgets, annual reports, audits and reviews, reserve study -
Contracts
Landscaping, pool, management and other vendor agreements
Three levels of access
Board only. Contracts under negotiation, legal correspondence, anything not ready for owners.
Owners. In the Documents section of your Member Portal, behind a one-time sign-in code. Answers most records requests before they're made.
Public. Listed on your association's public page, so buyers, agents and lenders can get the governing documents without emailing the board.
Minutes file themselves
Approved minutes from Meetings & Minutes appear in the vault automatically, next to your governing documents, marked as shared with owners or board only. They don't use storage and they stay free on every plan, so even a free account has a proper record of what the board decided.
Ready for the next board
The vault belongs to the association, not to whoever uploaded the files. When a president or treasurer rotates off, the next one signs in and finds every document, every version and its date. No handover meeting, no shared drive to transfer.
What it does not do
- No editing inside the vault. Edit in Word or your PDF tool and upload the result as a new version.
- No e-signatures. Upload the signed copy.
- No legal advice. Which records you must keep, and for how long, comes from your state law and governing documents.
Understand your documents
What's in the CC&Rs versus the bylaws versus the rules, and how amendments work in your state: HOA governing documents explained. Coverage and bond requirements: HOA insurance basics.
Storage that fits a volunteer budget
Storing files costs us money, so the vault is part of the paid plans, starting at $5/month. There is no per-unit or per-document fee, and the same plan includes every other HOA tool.
Files up to 25 MB. Every version counts toward storage; deleting old versions frees space. Nothing is ever deleted for you, and if you move to a smaller plan your files stay available. See HOA pricing →
Frequently Asked Questions
Related HOA tools and guides
Start with the governing documents
Upload the declaration, the bylaws and the articles, share them with owners, and the most common records request is answered for good. Add insurance and financials as you find them.
Running meetings too? Meetings & Minutes is included on every plan, and approved minutes land in the vault on their own.
