Collections
At VirtualHOA.com, our goal is to help homeowners stay current on their account while treating everyone fairly, respectfully, and transparently.
Below is a clear overview of how billing, late fees, and collections work.
Monthly Assessments and Due Dates
Regular assessments are due on the 1st of each month.
We provide a 15-day grace period to allow time for payment without penalty.
1st of the month → Payment is due
1st–15th → Grace period (no late fee)
16th of the month → A late fee is applied if payment has not been received
Step 1: Late Fee and Collections Warning (Past Due)
Late fees are applied on the 16th of the month in accordance with your association’s governing documents.
Courtesy Statements are also issued around the 16th of each month, reflecting any outstanding balance and applicable late fees.
If your account remains unpaid after the grace period and begins to carry a balance, you will receive a collections warning notice.
This is an early reminder that:
Your account is past due
Late fees may already have been applied
Prompt payment within the next 30 days is needed to avoid escalation
Our goal at this stage is to give you the opportunity to resolve the balance quickly before your account is referred to collections.
Step 2: Referral to Collections (Approximately 45 Days Past Due)
If your balance remains unpaid into the following month (approximately 45 days past due from the original assessment due date), your account may be referred to a third-party collections partner.
At that point:
You must work directly with our collections system, Schwartz Vays, to resolve your account
Your VirtualHOA owner portal access will be temporarily restricted until your account is brought current
VirtualHOA utilizes a structured collections process designed to resolve balances efficiently while maintaining respectful communication with homeowners.
While Your Account Is in Collections
During this period, certain account privileges may be limited, including:
Access to your HOA portal ledger and payment module
Submission of architectural (ARC) applications
Use of community amenities (if applicable)
Access will be restored once your account is brought current.
Fees and Costs
If your account is referred to collections, additional costs may be applied as allowed by your governing documents.
These may include:
Administrative collection fees, starting at $400.00.
Legal-related costs related to liens and foreclosures (if escalation occurs)
Collection-related costs are passed through to the delinquent owner.
Our Approach to Collections
VirtualHOA uses a modern collections process designed specifically for community associations:
Respectful & ethical communication with homeowners
Transparent tracking and reporting of collection activity
Board-directed escalation, based on your association’s policies
Most accounts are resolved through proactive outreach before legal action is required.
How to Avoid Collections
To avoid late fees and collections activity:
Pay your assessments on or before the 15th of each month
Review your monthly statements promptly
Contact management early if you anticipate a delay
Need Help?
If you are not yet in collections and have questions about your balance or need assistance before referral to collections, please contact us directly at 833-989-4HOA.
If your account has already been referred to legal collections, please contact Schwartz Vays directly for payment and resolution options.
Reminder: Our goal is to resolve balances promptly while protecting the financial health of your community.