Every community association management contract needs to address the scope of services and fees – often in an attachment or exhibit (commonly Exhibit B) that lists all services and corresponding charges. To future-proof your contract, now is the time to update Exhibit B to include AI- and AR-enabled services. This ensures that as you roll out new tech-driven offerings, you have clear agreement on how they’re provided and paid for.
What should you include? Be specific about the service and the fee structure. Here are a few examples of AI/AR services that HOA managers might offer, and how they can be framed in contract language:
- AI-Powered Predictive Maintenance Monitoring – e.g. “Deployment of an AI-based system to monitor critical building equipment and predict maintenance needs. Fee: $XX per month, which covers AI software, IoT sensors, and analytics reporting to the Board. Manager will provide monthly predictive maintenance reports and coordinate any recommended service calls with Board approval.”
- AR Recovery – e.g. ““Through TechCollect’s platform, the Association can leverage AI to recover past-due assessments before they escalate to collections. Fee: $XX per unit per month (or an agreed monthly rate). This service includes automated resident outreach across multiple channels, customized payment plan administration, and real-time reporting back into the Association’s core software. The result is faster recovery of receivables, lower legal costs, and stronger community cash flow.”
- AI Virtual Assistant for Resident Communications – e.g. “Implementation of an AI-driven resident support chatbot integrated with the Association’s online portal. Fee: $XX per month. The AI assistant will answer common resident inquiries, facilitate amenity bookings, and route service requests to the Manager, providing 24/7 basic support to residents. Manager will oversee the AI’s knowledge base (community rules, hours, policies) to ensure accurate responses.”
When updating Exhibit B, use clear, concise language describing each service and its charge. It’s wise to note that these cutting-edge services are provided in addition to standard management duties, so there’s no ambiguity that they incur extra fees. You can also build in flexibility – for example, stating that fees cover the current scope of AI/AR services, and that if the Association requests expanded tech services, the exhibit can be amended with mutual agreement. The goal is to delineate the value you’re providing and get compensated for it, while setting proper expectations.
Below is a sample Exhibit B clause that illustrates how you might incorporate AI and AR services into your HOA management agreement:
Exhibit B – Additional Technology-Enabled Services and Fees (Sample)
In addition to the base management services, the Manager may provide the following AI- and AR-enabled services upon the Association’s request or approval. The Association agrees to compensate Manager for such services as outlined below:
- AI-Powered Preventative Maintenance: Manager will deploy artificial intelligence tools and IoT sensors to continuously monitor common-area equipment (e.g. HVAC, elevators, pumps) and predict maintenance needs. Fee: $___ per month. Manager shall provide predictive maintenance alerts and reports to the Board.
- Accounts Receivable (AR) Recovery Services: Manager will deploy TechCollect’s AI-powered platform to manage past-due assessments before they escalate to collections. Fee: $___ per unit per month (or $___ per delinquent account). This service includes proactive multi-channel resident outreach, automated payment plan administration, and seamless reporting back into the Association’s core software. The result is faster recovery of receivables, reduced legal expenses, and improved community cash flow.
- AI Resident Support Chatbot: Manager will implement an AI-based virtual assistant accessible via the Association’s website or app to answer resident questions (FAQs, account inquiries, facility bookings) at any time. Fee: $___ per month. Manager will maintain the chatbot’s knowledge base with current community information and provide oversight to ensure accurate and courteous service.
The Association understands that the above technology-enabled services are optional and will be initiated only with Board consent. Fees for any selected services will be added to the monthly management invoice. The parties may review and adjust the scope of AI/AR services and fees annually by mutual agreement, to accommodate evolving technology and community needs.
This sample language is a starting point – tailor it to fit your specific situation. For instance, if your management firm has already invested in an AI maintenance platform, you’ll know your cost structure and can plug that in. The key is to get these terms in writing now. Make sure to involve your legal counsel to fine-tune wording, especially around any liability, data security, or performance guarantees related to AI tools. (For example, you might clarify that the AI chatbot is not providing legal advice, or that predictive maintenance alerts are best-effort and not infallible.) Transparency is crucial: your board clients should feel confident that they understand what they’re paying for and what benefits they’ll receive.
Why TechCollect Belongs in Exhibit B
Adding TechCollect to Exhibit B isn’t just a fun AI play; it protects the financial health of your community. Traditional collections have always come with delays, legal escalation, and high costs that eat into budgets. TechCollect’s AI-driven Accounts Receivable recovery works before accounts spiral out of control, resolving the vast majority of delinquencies at the pre-collection stage.
Impact for Boards and Finances:
- Stronger Cash Flow: TechCollect consistently recovers past-due assessments 2.4X faster, ensuring operating budgets remain stable and predictable.
- Lower Costs: By resolving delinquencies early, associations see over 80% reductions in collection expenses, freeing dollars that would otherwise be lost to attorneys or agencies.
- More Transparency: Boards get real-time visibility into recovery rates, homeowner communications, and trends, and this data helps drive smarter financial planning.
- Better Homeowner Relations: Instead of escalating immediately to legal threats, TechCollect communicates with empathy and clarity, preserving relationships within the community.
Including TechCollect in your management agreement now ensures these benefits flow directly to your communities—while also giving managers a clear path to bill for the added value they deliver. By putting it in Exhibit B, you set the expectation that AI-powered AR recovery is a premium service that strengthens both community finances and board confidence.
Secure Your Community’s Future Today
For community managers and board members, the future is knocking at your door. AI innovations like TechCollect are accelerating every day, promising smarter operations, cost savings, and enhanced resident experiences. But to capitalize on these benefits, you must be proactive and forward-thinking in your planning and your contracts. Updating Exhibit B in your management agreement to include AI- and AR-enabled services is a concrete step to ensure you’re ready for 2026 and beyond.
Take action now to future-proof your HOA: review your current management contract, identify where AI services fit in, and engage your board in a conversation about embracing these tools. Emphasize the value – from preventing costly repairs through AI foresight to recovering debt needed to properly fund reserves – and back it up with the clear contract language and terms that protect all parties. By moving quickly, you’ll lock in fair compensation for new services and position yourself as a cutting-edge leader in community management.
The AI revolution in community associations is underway, and it rewards the bold. Managers who adapt early will strengthen their client relationships and reputations, while communities that welcome innovation will enjoy safer, happier, and more efficient neighborhoods. The year 2026 is around the corner – will your HOA be ready? Update your contracts now and step confidently into the future of HOA management. Your community will thank you for it.
Ready to act? Start drafting those Exhibit B updates, consult with your attorney or management company leadership, and put AI and AR on the agenda at your next board meeting. The best way to predict the future is to prepare for it – and in 2026, a prepared HOA will be one with contract terms as smart as the technology it embraces. Don’t wait – future-proof your HOA today.