An HOA mailing service for the last mile.
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.
- USPS First-Class & Certified
- Same-day cutoff at 4 PM CT
- Amount-based check approvals
- Tamper-evident audit trail
A digital workflow for the things paper still wins.
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.
Physical Letters
Welcome packets, violations, demands, ARC approvals, estoppels — first-class or certified, tracked end-to-end.
- Templates with merge fields
- USPS Certified + return receipt
- Same-day 4 PM CT cutoff
Invoices
Mail dues, special assessments, and late notices automatically — with a return envelope and a perforated tear-off slip homeowners actually use.
- Branded statement layouts
- Pre-addressed return envelope
- Posts payment back to the GL
Checks
Pay vendors, reimburse residents, fund reserves — every check passes through your board's approval rules before it touches paper.
- Threshold-based approval tiers
- Two-person sign-off on large amounts
- Positive Pay file to your bank
Compose once. Mail to every home.
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.
- Merge fields for owner, unit, balance, due date, board signature — pulled live from your HOA roster.
- Certified Mail + return receipt for violations, demands, and lien notices — USPS Form 3811 generated, scanned, and filed automatically.
- Forwarding & NCOA — addresses run through USPS NCOA before every send, so letters reach the new house.
- Returned-mail handling — undeliverables come back as a PDF, flagged on the home, and a polite "we need a new address" SMS goes out automatically.
- Audit trail per letter — who composed, who approved, when it printed, when USPS scanned it, when it was delivered.
{mailing_address_line_1}
{city}, {state} {zip}
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}.
- ComposedToday · 9:14 AM · Mara K.
- Board approvedToday · 9:21 AM · Brian L.
- PrintingSLC facility · est 4:00 PM
- USPS handoffSLC BMEU · 5:30 PM
- In transitNaples 34110
- DeliveredUSPS scan + signature
The dues notice your homeowners actually pay.
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.
- One source of truth — the printed invoice number matches the online portal, the bank reconciliation, and the homeowner ledger.
- QR pay-by-phone on every slip — homeowner scans, pays in 12 seconds, you skip the lockbox.
- Pre-addressed return envelope to your bank's lockbox, with a barcoded routing line so checks auto-post by invoice.
- Late-stage escalation — 30/60/90 day notices auto-generate from the same template with the right legal language for your state.
- Snowbird-friendly — separate billing address per home, with vacation holds and forwarding via NCOA.
Every check passes through your board's rules before it ever sees paper.
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.
- You set the thresholds. Your bylaws don't match the defaults? Adjust the ladder per association.
- Two-person, two-device. Above the dual-sig line, the second approval has to come from a different person on a different device — no shared logins.
- Positive Pay file sent to your bank the moment a check prints — so any altered or unauthorized check bounces at the teller.
- Kill switch. Cancel a check up to the moment it leaves our facility — voids it in the GL and posts a stop-payment to your bank.
- Bill recordedMay 24 · 2:14 PM · M. Klein · Inv A-9921 attached
- Routed for approvalMay 24 · 2:14 PM · Tier: $25k+ · 2 sigs + board notice
- Treasurer signedMay 25 · 9:02 AM · M. Klein · iPhone · IP 73.xx
- Awaiting PresidentSMS reminder sent · B. Lee · 4 hrs ago
- Print & mailSame-day · Positive Pay file to Chase
The oversight you'd build yourself — if you had a year and a CFO.
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.
One flat price per piece. No hidden line items.
What boards ask before they trust us with the checkbook.
How does this work with my bank?
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.
Can I set the approval thresholds for my association?
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.
What stops someone with one login from approving on both ends?
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.
How fast does a letter actually go out?
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.
What about returned mail?
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.
Can I cancel a check after I hit send?
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.
Is the check stock secure?
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.
Does this replace my Mailroom feature in SMPLR HOA?
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.
Start with one community. Or all forty.
Free for thirty days. No card required.
For management companies with 500+ doors, ask about Multi-Portfolio onboarding.