Some letters still need a stamp. Some checks still need a signature. SMPLR Mail keeps the convenience of email and the legal weight of paper — letters, invoices, and approval-gated checks, printed, stuffed, sealed, and dropped at the USPS the same day you click send.
We didn't build a mail feature. We built a mail product — because the day a violation letter has to be certified, or a $42,000 reserve check has to clear two signatures, you don't want to be stuffing envelopes in the office on a Saturday.
Welcome packets, violations, demands, ARC approvals, estoppels — first-class or certified, tracked end-to-end.
Mail dues, special assessments, and late notices automatically — with a return envelope and a perforated tear-off slip homeowners actually use.
Pay vendors, reimburse residents, fund reserves — every check passes through your board's approval rules before it touches paper.
Open a template, drop in merge fields, choose your recipients — board, area, delinquent set, an ad-hoc list — and SMPLR Mail prints, folds, stuffs, and meters every letter at our partner facility. Same-day pickup if you click send before 4 PM CT.
Dear {owner_first}, on {inspection_date} we observed the following issue at {unit_address}:
Please correct this by {cure_by_date} to avoid a Tier-3 fine of {fine_amount} as set forth in CC&R section {ccr_section}.
Every invoice goes out with your board's branding, a pre-addressed return envelope, and a perforated tear-off slip with a scannable payment code. The homeowner pays online or drops the slip in the mail with a check — either way, the payment posts back to the same GL in SMPLR HOA.
Most HOA fraud starts with a check no one was watching. SMPLR Mail builds your approval tiers into the print queue itself — so the $42,000 reserve transfer can't be cut without the second signature, and the $87 vendor invoice doesn't need a board meeting. The right oversight at the right amount.
Check fraud is the most common reason HOA boards lose money, and the most preventable. We assume the worst about every check and ask the right people to sign off before we ever touch the paper.
Per-association ladders — you set the rules; we enforce them at the print queue, not in policy.
Above your dual-sig line, the second approval must come from a different account on a different device.
A signed file goes to your bank the moment a check prints — any altered or unauthorized check bounces.
Microprint, chemical-reactive paper, void pantograph, and printed-on-demand check numbers.
Vendors under 30 days old are auto-flagged on any check — a small wrench against AP fraud.
Every action — who, when, what device, what IP — written once and verifiable for seven years.
You connect your operating account through Plaid or routing/account number. SMPLR Mail prints checks drawn on that account using your printed check numbers, and sends a Positive Pay file to your bank the moment a check leaves our facility — so any altered or unauthorized check bounces at the teller.
Yes — the ladder shown above is a starting default. Treasurers can edit the dollar bands, the required approver roles, and the SLA window per association. If your bylaws require a board vote above a specific amount, we surface that as a hard stop with a "tie to recorded motion" field.
Above your dual-signature threshold, SMPLR Mail requires the second approval to come from a different user on a different device fingerprint. Same person, two browsers, two phones — still blocked. The audit log captures device, IP, and the time delta between approvals.
Approve before 4:00 PM Central on a business day and it leaves our printing facility the same evening to the local BMEU. First-Class typically lands in 2–5 days; Certified is scanned at every hop so you watch it move.
Undeliverables are scanned, posted as a PDF on the home record, and the homeowner gets an automatic SMS asking for an updated address. We also run every batch through USPS NCOA before printing, so most forwarding addresses are caught up front.
Up until the moment it leaves our facility, yes — one click, voids it in the GL and posts a stop-payment to your bank. After mailing, you can still issue a stop-payment from the same screen, and SMPLR Mail reconciles the result against your bank feed.
We print on tamper-evident stock with microprint signature lines, a void pantograph that shows "VOID" if photocopied, chemical-reactive paper, and a printed-on-demand check number sequence specific to your account.
No — SMPLR Mail is the engine behind that Mailroom tab. If you're already on SMPLR HOA, this lights up automatically; there's nothing new to install.
Free for thirty days. No card required.
For management companies with 500+ doors, ask about Multi-Portfolio onboarding.