Run your properties with a clear paper trail.
KeyTally keeps leases, rent, late fees, expenses, loans and owner statements in one place, for independent landlords and property managers. And for HOAs and residents' associations: dues, the books, violations, meetings and a resident portal. Its assistant answers your questions and does the routine work when you tell it what happened.
Free plan · No bank linking · Owner, tenant and resident portals included
- $1,850Paid Nov 1
412 Maple Ln · Unit A
Priya R.
- $1,750Paid Nov 3
412 Maple Ln · Unit B
Daniel K.
- $2,300Due · grace to Nov 5
88 Cedar Ridge Rd
Hannah O.
- $1,650Late · $50 fee added
Lakeview Condo #12
Tom B.
- $2,100Paid Nov 2
Harbor View · Unit 2
Luis M.
- Your data stays yours
- Export everything any time. We never sell it.
- No bank linking
- KeyTally works from the payments and bills you record.
- Portals included
- Owners, tenants and residents sign in free, on every plan.
- Every action logged
- Role-based access and an audit trail of important changes.
Ask KeyTally
Tell it what happened. It does the work.
Your home page is an assistant. Type “Hannah paid her November rent by Zelle” or “add a $185 plumbing repair for Maple Duplex”, and KeyTally finds the tenant or property, shows exactly what it will save, and saves it when you confirm. Ask “Who is late this month?” and get the answer with a link to the right page.
- Records payments, adds leases and expenses, and changes leases
- Nothing is saved until you confirm, and Undo is one click
- Works with your own access, and every action is logged
- Prefer your own AI? Connect Claude, ChatGPT, Gemini or Muse to your KeyTally data (read-only)
Hannah paid her November rent by Zelle today
Record a payment · sample
- Tenant
- Hannah Ortiz · Maple Duplex, A
- Amount
- $1,450.00
- For
- Rent for November
- Method
- Zelle
Who is late this month?
Marcus Lee: $1,400 for November, 9 days late. Late Payment Report →
Everything property management runs on
From the first listing to the year-end tax summary, without stitching spreadsheets together.
Money in and out
- Rent and payments
- See who has paid, who is due and who is late. Partial payments and prorated months handled for you.
- Late fees, done right
- Grace days, fixed or percentage fees, caps and per-day fees, with a clear late payment report.
- Expenses and bills
- Track bills, invoices and recurring costs per property and unit, and see what is overdue.
Leasing and tenants
- Listings
- Publish a vacant unit with photos, share one link anywhere, and collect inquiries.
- Applications to signed lease
- Applications, screening results, approval and the signed lease, step by step.
- Leases and tenants
- Every lease, unit and tenant in one place, with renewal reminders, documents and month-to-month terms.
Property and records
- Loans and escrow
- Mortgages, escrow shortages and refunds, interest for taxes, and equity at a glance.
- Maintenance requests
- Tenants report repairs in their portal; you assign, schedule and track the cost.
- Reports and tax ledger
- Cash flow by property and period, plus a tax-ready ledger for your accountant.
Built for owners, the people who manage for them, and the communities they live in
Landlords
For people who own and run a handful of rentals, or a growing portfolio.
- Rent, late fees and expenses without spreadsheets
- Loans, escrow and equity for every property
- Tax ledger your accountant will thank you for
- Tenant portal for payment history and repair requests
Property managers
For teams managing properties on behalf of owners.
- Owners, management agreements and fees
- Monthly owner statements with payouts and reserves
- Owner and tenant portals included in every plan
- Leasing pipeline from inquiry to signed lease
Community associations
For HOA boards, condo and apartment associations, RWAs and housing societies.
- Dues posted automatically, receipts and statements
- Ledger, budget and operating / reserve funds
- Violations, meetings, minutes and resolutions
- Resident portal and WhatsApp, email or letters
Getting started takes an afternoon
- 1.
Bring your data
Upload the exports from your current app or your own spreadsheets, as they are. KeyTally reads them and asks only what it isn't sure of.
- 2.
Add leases and rent
Record payments as they come in; KeyTally tracks what is due and late.
- 3.
Stay on top of it
Dashboards, reminders, statements and reports show what needs attention.
For community associations
Run your HOA or residents' association in the open
For homeowners associations, condo and apartment associations, RWAs and housing societies. Dues post themselves, the books balance, the board's decisions are on record, and every resident can see their own account.
US HOAs and Indian RWAs: dollars or rupees, per-home or per-sq-ft dues, sinking funds, April-March years.
- $0Paid Nov 1
102 Maple Court
Emily C.
- $63031-60 days
106 Birch Lane
Ethan P.
- $210Due Nov 1 · on WhatsApp
114 Cedar Way
Henry W.
- $84090+ days · $25 late fee
122 Willow Drive
Ryan M.
$38,920
Operating fund
$125,720
Reserve fund
94%
of budget used
Dues and the books
- Dues on autopilot
- Monthly, quarterly or yearly; flat or per sq ft. Posted on the first of each period, with late fees after the grace days.
- Collections and receipts
- Numbered receipts, who owes what and for how long (30, 60, 90+ days), and statements by email, WhatsApp or letter.
- A proper ledger
- Every rupee or dollar in and out with a running balance, operating and reserve funds, bills to pay and transfers.
- Budget planning
- Draft next year from last year, see the dues it needs per home or per sq ft, approve it and share it with residents.
Governance
- Rules and violations
- Rules with fines and days to fix; courtesy, formal, final and hearing letters; fines on the home's account.
- Board and committees
- Positions and terms, with reminders before a term ends.
- Meetings and minutes
- Annual and board meetings, invitations with replies and proxies against the quorum, minutes and approvals.
- Resolutions register
- Numbered board decisions with votes, shared with residents when you choose.
Residents
- Resident portal
- Owners and tenants see their account statement and receipts, documents, notices, meetings and decisions.
- Document library
- Community documents for everyone, owners-only papers, and administrative files the board keeps to itself.
- Notices their way
- One notice goes on WhatsApp, by email, or as a printed letter, whichever each resident prefers.
- Directory and recognition
- A resident directory people agree to be in, useful numbers, and awards like Yard of the Month.
Start free. Upgrade when you grow.
Owner and tenant portals are included in every plan. No setup fees, cancel any time.
Loading plans…
Prices in US dollars, plus tax where applicable. Paid plans renew automatically until cancelled; see the Terms.
Questions, answered
Something else? Write to [email protected].
What can Ask KeyTally do?
It answers questions about using KeyTally and, if you switch it on, about your own figures ("Who is late this month?"). It also does routine work from plain words: record a payment, add a lease or an expense, or change a lease. It shows a card with exactly what it will save and waits for you to confirm. It's part of the paid plans.
Can I use KeyTally from Claude, ChatGPT, Gemini or Muse?
Yes. Connect your AI tool to KeyTally in a few clicks (it's an MCP connector) and ask about your properties there: who is late, a tenant's ledger, leases ending, expenses and cash flow, open repairs, owner statements, what a tenant owes, your rent roll. It's read-only and uses your own access; you approve it on a KeyTally consent screen and can disconnect any time. Tenants' contact, bank and ID details are never shared. Part of the paid plans, alongside Ask KeyTally.
Can I move from Buildium, AppFolio or a spreadsheet?
Yes. Upload your exports (rent roll, tenants, payments, bills, vendors, loans) as they are. KeyTally works out what each file holds, links them, checks every balance against your old system, and asks you about anything unclear. You can undo the import for 30 days.
Who owns my data?
You do. You can export it at any time, and we never sell it. Tenant and applicant information is used only to run the service for you.
Do I need to link my bank account?
No. KeyTally works from the payments and bills you record, so you stay in control of what is shared.
Do owners and tenants count as users?
No. Owner, tenant and resident portal logins are free on every plan. Plans count your team logins and rental units: a single-family home is one unit, a fourplex is four (homes or flats for associations).
Does KeyTally work for an HOA or a residents' association?
Yes. Community association workspaces cover dues (posted automatically), receipts, a ledger with operating and reserve funds, budgets, rules and violations, the board, meetings and minutes, resolutions, notices by WhatsApp, email or letter, and a resident portal. It works for US HOAs and Indian RWAs, apartment associations and housing societies.
Can I change or cancel my plan?
Yes, any time from Plan & Billing in the app. Cancelling takes effect at the end of the period you have paid for, and you move to the free plan without losing data.
Is KeyTally legal or tax advice?
No. It gives you organized records, calculations and reports; check decisions with your attorney or accountant.
Who is behind KeyTally?
KeyTally is built and run by Hash Solutions Inc., a California corporation based in Fremont, California. You can reach us any time at [email protected]; a real person answers.
Is my information secure?
Every organization's data and files are kept separate, connections are encrypted, access is role-based and every important action is logged.
Bring order to your properties this week.
Start on the free plan; upgrade only when you need more room.