Evaluating Your 2025 Tech Stack: How to Choose the Right Solutions for your Management Company

With just one month left into the first quarter of 2025, community association management companies are re-evaluating their tech stacks to optimize operations, reduce costs, and improve efficiency. As executives review their KPIs, determining if they are going to hit their growth goals for the quarter, they may find areas in which their organization fell short. Oftentimes, improved efficiency through new technology is the answer to their challenge. 

This is where things get tough, however. After all, you have already likely built a budget for the 2025 year - how can you add more tech to your tech stack, and why would that even be necessary? 

Here's the reality: even with the most well-curated budget developed, there will always be new technology premiering that should be considered - even if the budget is technically set in stone. The key is not to add technology for the fun of it, but to utilize new tools that will provide a financial gain and cost benefit. 

Here’s how to evaluate new solutions to ensure you’re investing in long-term impact - not just another software tool.

1. Identify Hidden Costs in Your Current Process

Every new technology should solve a problem and deliver quantifiable cost savings. When evaluating resale solutions, start by asking:

• How much are we spending on outdated processes?
  Here's an example in terms of resales: the average resale transaction costs $6.12 per file in paper, ink, mailing, and processing fees. Multiply that by the number of resales your company handles annually, and you’ll quickly see how much manual resales are costing.

• Where would I like to reallocate staff time?
  Coordinating documents, processing payments, mailing welcome letters, and verifying information take significant staff hours. If your team is spending an hour or more per resale, that time could be better allocated to higher-value tasks.

• Are we losing revenue opportunities?
  Without automation, management companies often undercharge or overlook resale revenue streams like processing fees, digital document fees, or convenience charges for expedited requests.

Before adding new technology, calculate the true cost of inefficiency so you can measure the ROI of automation accurately.

2. Look for Revenue-Generating Features

Not all technology is just about efficiency; some solutions create new revenue opportunities. When evaluating resale tech, look for features that maximize profitability, such as:

• Automated fee calculations to ensure all resale fees are collected accurately.
• Digital payments and processing fees to streamline transactions and eliminate paper checks.
• Self-service portals for buyers & sellers to reduce back-and-forth communication and free up staff time.
• The ability to charge the solution back at an increased rate to a settlement agent, client, or other vendor. This not only cuts cost, but it brings new revenue opportunity back to the management company.

The best technology pays for itself by generating additional revenue - without adding more work for your team.

3. Prioritize Solutions That Eliminate Paper & Manual Tasks

Going paperless is not a trend, but a necessity. If you’re evaluating software that still requires printing, mailing, or manual document handling, it’s not a long-term solution.

A modern resale management platform should:

• Eliminate paper-based processes like mailed settlement statements.
• Automate document uploads & storage for compliance and easy access.
• Enable electronic payments to speed up transactions and reduce check processing.

4. Future-Proof Your Investment with AI & Automation

The best technology is built to evolve with your company’s needs. Before adding a new tool to your tech stack, ask:

• Will this solution continue to add value as we grow?
• Does it have AI-driven automation to reduce manual work?
• Is the company behind it investing in innovation and ongoing improvements?

For example, Klozed is continuously expanding its capabilities, adding features like attorney payoff alerts, real-time fee adjustments, and automated welcome letters for buyers. Choosing solutions that evolve with your business ensures you won’t need to replace them in a year.

The Right Tech Stack Will Set You Up for Success

The best technology doesn’t just streamline your process; it creates revenue, eliminates waste, and future-proofs your business. And when the solution is built to evolve with new technological innovation over time, your management company will only be stacked up for success with a new tech stack solution.

Want to see how much you could save by automating resales? Request a custom cost analysis from Klozed today.