TOPS [ONE]

TOPS [ONE]

All-in-one app for managing condos, HOAs & co-ops

3.6/5 (80 reviews)

TOPS [ONE] Overview

TOPS [ONE] is a fully web-based community association management platform for management companies and self-managed communities that helps unify accounting and management teams, aiding them with every aspect of Condo, HOA and CO-OP management The solution provides an all-in-one management experience that enables users to combine their portfolio, accounting, management and automation tools in a single platform.

The TOPS [ONE] platform allows users to manage and track their entire portfolio at once, with insight into all financials, tickets, owners and properties. Users are able to access all contacts related to a property (such as owners, renters, and developers) and view details, history, and activity on each lot/unit. Users can manage multiple communities and view their KPIs, create custom fields, and import homeowners with account history. The 'Master Bank' feature provides a global overview of all accounts within a portfolio on a single screen.

TOPS [ONE]'s accounting engine with built-in automation and customizability allows users to manage all incoming funds from homeowners, automate charges, manage vendors, and more. Managers can process payments, whether from bank lockbox, online or physical checks, and print checks. The customizable general ledger helps track all transactions and provides a view into the communities’ financial health. Additional accounting features include late and NSF fees, charges, invoices receipts, customizable templates, and more.

The solution’s management features allow users to enter a complete ticket by selecting the location and the code (including the specific CC&R article), and snapping a picture. Managers can log requests for service, review and approve requests, and escalate tickets. Users can create and track maintenance tickets from various levels, such as preventative maintenance to larger projects, and assign work to on-site maintenance teams or vendors. TOPS [ONE] can be automated to send out scheduled reports to directors, as well as the scheduling of late fees, all homeowner communications, and more.

Pricing

Starting from
US$350,00
Pricing options
Free Trial
Subscription
Value for money

Devices

Business size

S
M
L

Markets

United States

Supported Languages

English

TOPS [ONE] Reviews

Overall rating
3.6/5
65% positive reviews
35
Excellent
17
Very good
11
Average
5
Poor
12
Terrible
Jeffrey F.

Reviewed on 2011/10/06
Review Source: SoftwareAdvice

I am the Vice President and General Manager for Steward Property Services, Inc., located in Petaluma, CA. We are a small company that has a strong local reputation that has been built over twenty years of managing Common Interest Developments from Ukiah to San Rafael. We have a unique take on managing HOAs and prefer to work toward a sense of community, rather than as enforcement agents. However, every Board we manage and every Association we manage is unique and they all have their own priorities, which we try our best to satisfy.

When I started with this company over five years ago, the housing market was just beginning to crash. Foreclosures and bankruptcies were skyrocketing and our operational needs were multiplying faster than we could handle. This is when I started looking to consolidate our operations and use technology to increase efficiency in an effort to lower costs for our clients. We had been using software that was geared toward rental properties and creating customized communication using the Microsoft Office Suite.

As our business began to grow, and I was promoted into more of a supervisory position, there was no way for me to provide accurate or constructive oversight because everyone seemed to be "doing their own thing." When I came across TOPS software, a light came on. All of their features fit all of our needs and everything was bundled into one nice package, which also functioned as a centralized database for all of the information that we had previously had to create individual folders for. The housing of data was also attractive because much of this could be kept digitally and we could begin decreasing our paper use. I researched many competitors and many different types of programs.

The answer, for me, quickly became obvious. TOPS would be the perfect solution for our company. I worked with their sales department and expressed my problems and needs and they were able to define for me how TOPS could help. In 2008, we purchased the software with the intent of having our accounting department test it and become familiar with it, before introducing it to the management side of the house. This was incremental because we were able to first import all of our accounts from our previous software. Because we had our own unique needs, we chose to transfer all of the data ourselves, but if you are not that tech savvy, TOPS has conversion specialists that can work with almost any kind of database and get you up and running quickly.

TOPS worked with our banks so that we could import and export data for check writing, reconciliations, deposits and all other areas of accounting functionality. We were able to convert all of our properties as their fiscal cycles renewed and began 2009 with all of our accounts in TOPS. The hiccups were minimal, but I was sure to purchase their unlimited tech support, and this has become incredibly valuable, as we have progressed. They are so friendly and helpful with minor user issues, but when our server crashed and we had to convert all of our backup data to our new server, TOPS worked overtime to make sure that we were up and running as soon as possible. If we want to customize any of our operations within TOPS, tech support and their training department have helped us get there.

The training classes are fantastic and easy for any user, no matter the skill level. Once we transitioned this software to our managers, the reaction was immediate. Our managers actually thanked me for making their jobs easier. I helped them set up their form letters and CC&R tables, and suddenly their mountain of violation work had been streamlined and easily archived for reference. The reports helped them manage work orders, phone calls, and follow up on violations. I helped accounting set up their delinquency tables and tracking became a breeze. It was easier to train my successor on the delinquency process because TOPS streamlines and tracks the progress of the delinquency and using the job streaming function allowed the delinquency process to be completed in a matter of minutes, versus what used to take us three or four days.

I could type on and on about how valuable TOPS has been to our business. They are constantly evolving the software and developing partnerships with companies such as AtHomeNet.com, who created and manages Association websites for us and is able to work with TOPS so that users can securely login to their Association site and view pertinent accounting data and reports. I try to attend any seminar TOPS offers because their products keep evolving so rapidly, I don't want to miss out.

If you are thinking of transitioning software, I highly recommend TOPS for both small and large management companies. If you would ever like to speak with me about our experience, someone at TOPS can put you in touch with me. Or use the contacts listed in this review. I could not be happier with the choice we made. I hope you have success too!

Rating breakdown

Ease of Use
Customer Support

Jay P.

Full of Bugs and No Support

Reviewed on 2016/07/03
Review Source: SoftwareAdvice

Pros

The vendor has very nice and professional employees

Cons

The software is full of bugs and links mysteriously stop working. Print to screen might work on some reports, not others. Email a homeowner, no way. Cant open that link at all. After upgrading and buying the new Professional a year and a half ago the product is obsolete and not supported. They want us to pay additional $ a month to fix the errors in their program.

Response from Andrea

Jay, thank you for taking the time to share your opinion on TOPS. Feedback like yours keeps us honest and allows us to continually improve both as a company, and in our products themselves.

I am very sorry to hear that you have had some problems using the software. As I am sure you know, every software program (even the big boys!) have issues that sneak their way into the code. This is why we offer the monthly support plan for clients not only to have access to our world class support team, but also to provide you with regular updates to the software. More than just new features, these semi-annual updates include many bug fixes.

Because the product that you purchased is a stand-alone Windows product, the only way we can afford to provide the level of support we offer is to charge a monthly maintenance fee.

With our newer, SAAS products, support and updates are included in the monthly fees, but there is no way to do that for a one-time purchase. So yes. We do charge for support. But we do offer scaled plans that make it cost effective for smaller organizations like yours. And I promise you, it's worth the price.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

2.0/10
Lona R.

Don't Bother with this

Used Daily for 2+ years
Reviewed on 2017/06/26
Review Source: SoftwareAdvice

Mike Hardy please get the issues with your first program corrected and don't sell your new one so fast. You made a lot of people unhappy.

Pros

The first program is easy to use and for someone who has a hard time learning something new. That's all I have to say!

Cons

Something is always wrong with the program. A/R goes off all the time and have to fix financials. Always something wrong where you have to call support and call Trapps. They work off 2 servers. New TOPS One is a mess and they will sell you with the accounting being all wrong and more issues than the first program. They don't have the software down correctly, too busy, not the easiest to use, doesn't have everything you need because they are still working it all out. TOPS One started too fast and they aren't and still aren't ready. They shouldn't be selling it but they are worried more for money than anything. Do yourself a favor, go with another program.

Rating breakdown

Value for Money
Ease of Use
Customer Support

David K.

Easy to use, easy to train staff on. Great product

Used Daily for 1+ year
Reviewed on 2018/03/19
Review Source: Capterra

To run our company most efficiently.

Pros

It is web based so as long as you have an internet connection you can use it. It is very user-friendly to use, the people at TOPS are without a doubt outstanding to work with. One time we had an issue and TOPS staff spent the time on the phone with us to show us what WE were doing wrong not TOPS ONE.

Cons

We have used several products in the past and I can honestly say TOPS ONE blows them all away. There is not much in the way of bad things to say, with all software there are bugs and things we as users would love to see but the thing about TOPS ONE is they care and listen so if you are looking for something specific just ask, reach out to them talk to them they will accommodate you.

Response from TOPS Software

David, thank you so much for your kind words! we had a strong vision (http://www.topssoft.com/one/roadmap) when we built TOPS [ONE] to make a product that successfully served ALL of the stakeholders of a community association in one single platform. It is encouraging when customers can intuit and embrace that vision!

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

10.0/10
Nina P.

Tops One is great but still needs some advance features

Used Daily for 1-5 months
Reviewed on 2018/11/30
Review Source: Capterra

My overall experience with Tops One, considering I am a beginner with this software, has been a extensive learning one.

Pros

What I like most about the software is the easy navigation between the functions available. For example, posting payments thru the AR- Cash Receipts provided under the AR-Accounts Receivable tab. It's easy to post a payment on a unit owners account.

Cons

The least I like about the software are: 1) from an accountant perspective and having QuickBooks knowledge doing adjustments and rectifying ledger accounts are a bit confusing. The Debits and Credits seem to work backwards in this software which causes major confusion when making adjustments. 2) Is not having an auto function for bank transaction integration . Currently all deposits made through the bank, the bank provides a text file which we then upload into Tops One (lockbox cash reciepts). For expenses we have to post manually. Quickbooks has a bank integration module which downloads bank transactions into the software which then the accountant can review and post with one click of a button without having to manually input transactions. Having this kind of integration will definitely provide a more realistic and real time bank balances.

Response from TOPS Software

Nina, thank you so much for submitting this feedback! We¿re always glad to hear that the software is simple to navigate, and while we know it comes with a bit of a learning curve, we hope that our training and implementation team has made that educational experience a pleasant one!

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

8.0/10

TOPS [ONE] Pricing

Starting from
US$350,00
Pricing options
Free Trial
Subscription
Value for money

Prices start at $350/month for up to 500 doors. After that, it's a per-door price. Volume discounts are available for larger organizations.

TOPS [ONE] Features

  • API
  • Accounting Management
  • Automatic Notifications
  • Client Portal
  • Electronic Payments
  • Expense Tracking
  • Maintenance Scheduling
  • Reporting & Statistics
  • Search Functionality
  • Task Management
  • Template Management

  • Activity Dashboard
  • Activity Tracking
  • Contact Database
  • Contact Management
  • Document Storage
  • Email Notifications
  • Lead Management
  • Reminders
  • Self Service Portal

Additional information for TOPS [ONE]

Key features of TOPS [ONE]

  • Account / Invoice Transfer
  • Accounts Payable
  • Accounts Receivable
  • Architectural Change Approval
  • Assign and manage tasks for users, easy reporting
  • Bank Lockbox Processing
  • Budgeting & Forecasting
  • Budgeting & Forecasting
  • Business intelligence on the portfolio level with drill-down
  • Committee Management
  • Committee Management
  • Condo Management
  • Customizable Statements
  • Customize existing reports, or create custom ones
  • Customize the chart of accounts or use samples
  • Dues Management
  • Expense Management
  • Full deed enforcement module for architectural & violations
  • Full fund accounting follows AICPA guidelines
  • Fund Accounting
  • Gate Security
  • Google-like search to find any record instantly
  • Insurance Management
  • Integrations with more than 40 industry partners
  • Late Fee Calculation
  • Maintenance Management
  • Maintenance Management
  • Member Communities
  • Member Communities
  • Member Directory
  • Member Directory
  • Member Portal
  • Membership Management
  • Membership Management
  • Multi-Property
  • Notifications
  • Owner Management
  • Owner Portal
  • Payment Processing
  • Property Database
  • Property Search
  • Residential Properties
  • Vendor History

Benefits

  • TOPS [ONE] delivers anywhere access thanks to its fully web-based platform so users and teams can access data from the cloud via any desktop, smart phone, or tablet device.

  • The solution's Google-like search functionality allows users to quickly search and find information on anything such as homeowners, accounts, vendors or check numbers.

  • Create all communications such as letters and statements using Word templates thanks to TOPS [ONE]'s native plugin for Microsoft Word.

  • TOPS [ONE] provides users with an accounting engine that enables users to automate all their accounting processes such as accounts receivables, accounts payable, general ledger, and more.

  • Log service requests from homeowners, assign work to a vendor or maintenance employee, and keep track of all work activity history with TOPS [ONE].

  • TOPS [ONE] FAQs

    Below are some frequently asked questions for TOPS [ONE].

    Q. What type of pricing plans does TOPS [ONE] offer?

    TOPS [ONE] offers the following pricing plans:

    Starting from: US$350,00

    Pricing model: Subscription

    Free Trial: Available

    Prices start at $350/month for up to 500 doors. After that, it's a per-door price. Volume discounts are available for larger organizations.

    Q. What are the main features of TOPS [ONE]?

    TOPS [ONE] offers the following features:

    • Account / Invoice Transfer
    • Accounts Payable
    • Accounts Receivable
    • Architectural Change Approval
    • Assign and manage tasks for users, easy reporting
    • Bank Lockbox Processing
    • Budgeting & Forecasting
    • Budgeting & Forecasting
    • Business intelligence on the portfolio level with drill-down
    • Committee Management
    • Committee Management
    • Condo Management
    • Customizable Statements
    • Customize existing reports, or create custom ones
    • Customize the chart of accounts or use samples
    • Dues Management
    • Expense Management
    • Full deed enforcement module for architectural & violations
    • Full fund accounting follows AICPA guidelines
    • Fund Accounting
    • Gate Security
    • Google-like search to find any record instantly
    • Insurance Management
    • Integrations with more than 40 industry partners
    • Late Fee Calculation
    • Maintenance Management
    • Maintenance Management
    • Member Communities
    • Member Communities
    • Member Directory
    • Member Directory
    • Member Portal
    • Membership Management
    • Membership Management
    • Multi-Property
    • Notifications
    • Owner Management
    • Owner Portal
    • Payment Processing
    • Property Database
    • Property Search
    • Residential Properties
    • Vendor History

    Q. Who are the typical users of TOPS [ONE]?

    TOPS [ONE] has the following typical customers:

    Large Enterprises, Mid Size Business, Public Administrations, Small Business

    Q. What languages does TOPS [ONE] support?

    TOPS [ONE] supports the following languages:

    English

    Q. What type of pricing plans does TOPS [ONE] offer?

    TOPS [ONE] has the following pricing plans:

    Subscription

    Q. Does TOPS [ONE] support mobile devices?

    We do not have any information about what devices TOPS [ONE] supports

    Q. What other apps does TOPS [ONE] integrate with?

    TOPS [ONE] integrates with the following applications:

    Microsoft Excel, Microsoft Word

    Q. What level of support does TOPS [ONE] offer?

    TOPS [ONE] offers the following support options:

    Online Support, Phone Support