How do you import credit card transactions into PayHOA?

What are your options for card transactions in PayHOA?

PayHOA publishes no public API, so there is no direct card sync — everything comes in through PayHOA's import tools or manual entry. For an association or management company that means three routes: key each transaction in by hand, download a raw card statement and rework it into an importable spreadsheet, or use a card platform that produces an import-ready file. The first two push receipt-chasing and coding onto whoever closes the books.

How does the Vergo-to-PayHOA workflow run?

1. Spend happens on Vergo cards. Community managers, board members, and maintenance staff each carry their own card, and every transaction is captured at the point of sale with a receipt prompt.

2. Transactions are coded in Vergo. Each transaction is assigned to the right expense category — and the right association, when you manage several — with rules handling the routine spend automatically.

3. Vergo generates the export. When you are ready to book a period, Vergo produces a custom-built CSV matched to the import format PayHOA expects, structured so the file lands cleanly.

4. You import into PayHOA. Bring the file in through PayHOA's import tools, review, and post. The data arrives already categorized and receipt-backed.

Why not just import the bank statement?

A raw card statement tells you the merchant and the amount — not the category, the community it belongs to, or whether a receipt exists. Importing statements means doing that work inside your books after the fact. Vergo's export carries the coding with it, because the coding happened when the transaction did.

How often should you run the import?

Whenever suits your close rhythm — the export covers any date range you choose. Management companies with multiple associations often import weekly to keep community financials current for boards; smaller self-managed HOAs typically run it once at month end. Either way the workload is the same, because the upstream work is already done in Vergo.

What do you need before the first import?

Set up your categories — and your associations, if you manage more than one — in Vergo so coding rules mirror how you book in PayHOA, then run a short-date-range test file to confirm the import lands as expected. From there the workflow is identical every period: spend, code, export, import. Vergo maintains the PayHOA-matched export template, so the format keeps working without anyone on your team watching it.