The Smartest Voice in the Room Might Be the Quietest: How AI is Reshaping Community Associations

By Justin Martin – President, PioneerWest Property Management LLC-Hailey & Twin Falls, ID

​At first glance, it feels like artificial intelligence has no business meddling in the world of Homeowners and Condominium Associations. These are deeply human enterprises, volunteers navigating dense governing documents, heated board meetings, and the always-delicate balance of fairness and enforcement. It’s not exactly Silicon Valley’s playground.
 
And yet, here we are.
 
AI isn’t just knocking on the door, it’s starting to review invoices, suggest budget forecasts, and comb through bylaws in search of clarity faster than any of us ever could. And that’s not science fiction. That’s happening now.
 
The natural question is: should we let it?
 
For those of us in community management, the answer isn’t a simple yes or no. It’s a yes - but carefully. We must approach this moment not with fear, but with foresight. Because while AI might never understand the texture of neighborly disputes or the nuance of a homeowner’s frustration, it absolutely excels at helping us prepare, prioritize, and see what we might otherwise miss.

Consider budgeting, often the most contentious season in any HOA’s calendar. Historically, it’s been a mix of last year’s spreadsheet, a few educated guesses, and a prayer that unexpected costs don’t break the reserve. Today, AI tools exist that can project line items based on inflation models, regional labor costs, vendor histories, and even weather-related spending spikes. These tools aren’t just helpful, they’re revolutionary. But they aren’t magic. A well-informed board still needs to ask the hard questions: Is this projection realistic? Does it reflect the community’s priorities? Does it overcorrect for last year’s anomalies?
 
In my own experience managing properties across complex communities, I’ve seen firsthand how AI tools, when used responsibly, can untangle multi-year budget problems in minutes. What would have taken hours of digging becomes a conversation starter, not a decision closer. That’s the sweet spot: AI as advisor, not authority.
Where the impact is equally promising, but perhaps even more delicate, is in the interpretation of governing documents. We’ve all sat through board meetings flipping through PDF after PDF trying to decode whether a particular enforcement is “allowed,” “advised,” or “nowhere mentioned.” With a well-trained language model, boards can pose a question, “Can we ban propane grills on balconies?”; and receive an answer referencing the exact clause or page, often with contextual explanation.
 
Of course, this raises the stakes. What if the AI misinterprets? What if it pulls from outdated data? What if a board member relies on it blindly?
 
That’s why I believe AI’s role should be likened to that of a brilliant intern; one who never tires, rarely forgets, and always finds something, but who still needs a manager to check their work.
 
Then there’s the operational backbone of any association: invoicing, vendor payments, and accounts payable. These processes are often rife with error simply because of their repetitive, clerical nature. AI, through tools like Aavenir or Vic.ai, is rapidly eliminating duplicate payments, misfiled charges, and vague ledger codes. And when integrated with property management software, these tools can track spending patterns over time, creating accountability with a digital paper trail that’s almost impossible to fake.
 
Still, amid all this promise, the conversation must remain rooted in accountability and ethics. These are fiduciary organizations. One misstep in judgment, whether human or machine, can erode trust in ways no algorithm can repair. Homeowners expect transparency, not technological wizardry. They want assurance that decisions aren’t outsourced to a black box.
 
This is why associations must walk - not run - into this new era. Boards should document how AI is being used, ensure outputs are reviewed by actual humans, and clarify where final responsibility lies. Data privacy matters. Model transparency matters. And so does having the humility to admit when the machine gets it wrong.
 
The truth is, AI isn’t going to replace community managers, attorneys, or board members anytime soon. But it will change how they work. It already is. And the smartest boards won’t be the ones that ignore it out of fear, but the ones who adopt it thoughtfully, review it critically, and lead with both head and heart.
 
Because while AI might be the smartest voice in the room, it still needs someone wise enough to know when to listen; and when to ask a better question.