HOA Vendor Revenue Calculator
If you sell to homeowner associations — landscaping, roofing, pool service, painting, restoration, management — this works out what a book of HOA contracts is actually worth. Enter how many associations you can reach and your real conversion rates, and it returns contracts won, first-year revenue, lifetime contract value, and the return on what you spend to get there.
Your pipeline
Use your own historical rates if you have them. If you do not, the benchmark table further down the page gives you a starting point.
Lifetime value of contracts won
Your funnel
Each stage is what survives the one above it. The gap between “associations contacted” and “contracts won” is where most vendors either lose money or find it.
View as a table
| Stage | Count | Conversion from previous | Of all contacted |
|---|
How to use this calculator
Size your target list
Start with how many associations you could realistically serve — by county, ZIP radius, or community type. A roofer covering three counties has a very different list size than a pool company covering one city.
Use your real rates
If you have run outreach before, pull the actual numbers rather than guessing. If this is your first campaign, start at the low end of the benchmark ranges below and revise after your first 200 contacts.
Compare against your cost
The number that matters is cost per contract won against first-year gross profit per contract. If one contract more than pays for the whole campaign, the model works even if your rates come in under plan.
Starting benchmarks by service type
Rough ranges to start from, not promises. Contract values vary enormously with community size, region, and scope, and your own historical numbers should replace these as soon as you have them.
| Service | Typical annual contract | Typical lifespan |
|---|---|---|
| Landscaping and grounds maintenance | $18,000 – $120,000 | 3 – 5 yrs |
| Pool service and maintenance | $6,000 – $30,000 | 3 – 6 yrs |
| Community management | $25,000 – $150,000 | 2 – 4 yrs |
| Janitorial and porter service | $12,000 – $60,000 | 2 – 5 yrs |
| Security and gate service | $20,000 – $200,000 | 2 – 4 yrs |
| Roofing (project work) | $80,000 – $1,500,000 | one-time, with repeat |
| Painting and exterior refurbishment | $40,000 – $600,000 | one-time, 7 – 10 yr cycle |
| Paving and concrete | $25,000 – $400,000 | one-time, 5 – 15 yr cycle |
For project-based trades such as roofing, paving, and painting, set contract lifespan to 1 and treat the result as the value of the projects won. The repeat cycle is long enough that it belongs in a separate calculation.
What actually moves these numbers
Reaching a decision maker is the bottleneck, not your close rate. Most vendors selling into HOAs have a perfectly good win rate on bids they are invited to. What limits them is that a large share of outreach never reaches anyone with authority. Move the first stage from 6% to 12% and you double the entire funnel without improving your sales pitch at all.
Board turnover creates your timing. Boards change composition every year, and new board members are far more willing to re-bid an incumbent vendor than the board that hired them. Contact data that reflects current officers is worth substantially more than a list that is two annual meetings old.
Contract lifespan is undervalued. Vendors routinely evaluate a campaign on first-year revenue and conclude the economics are marginal. An HOA client that renews for four years is worth four times what the first-year figure suggests, and the cost of acquiring the renewal is nearly zero. Set the lifespan field honestly and look at the lifetime figure.
One contract usually pays for the campaign. Run the numbers on a single win. If first-year gross profit on one average contract exceeds your total campaign investment, the campaign is defensible even if you badly miss your conversion assumptions — which is the realistic test to apply before you commit budget.
Frequently asked questions
What conversion rates should I expect contacting HOA boards?
It varies widely with your channel and how current your contact data is. Direct mail to a board president at a home address, phone outreach, and email all perform differently, and a list built from current state filings performs very differently from a scraped list of management company switchboards. Start conservative, measure your first couple hundred contacts, and replace the assumptions with your own numbers.
Should I contact the board or the management company?
Both, for different reasons. The management company often controls the vendor list and the bid process for the associations it manages, so winning there can bring several communities at once. The board holds the actual authority and approves the contract. For self-managed associations the board is the only path. Which one to lead with depends on how many of your targets are professionally managed.
Why does contract lifespan matter so much?
Because acquisition cost is paid once and revenue repeats. A contract that renews for four years produces four years of revenue against a single campaign cost, which is why the lifetime figure and the first-year figure can tell opposite stories about the same campaign.
Does this work for project-based trades?
Yes, with one adjustment. Set contract lifespan to 1 so the calculator does not multiply a one-time project across years, and read the result as the value of projects won. Roofing, paving, and painting do repeat, but on cycles long enough that folding them into this model would overstate near-term revenue.
What should I include in campaign investment?
Everything it costs to work the list, not just the data. Include contact data, any mail, print, or email tooling, and the loaded cost of the hours your team spends on outreach, site visits, and bid preparation. That last item is usually the largest and the most commonly left out, which is what makes campaign returns look better on paper than in the bank.
This calculator is an educational planning tool. Outputs are estimates based entirely on the assumptions you enter and are not a forecast, a guarantee of results, or financial advice. Benchmark ranges are general industry observations, not a representation of what any particular vendor will achieve.
The list is the first stage of that funnel
HOA Contact Lists maintains verified board member contact records for tens of thousands of associations across Florida and Texas, built from state filings and county records — so your outreach reaches the people who actually approve the contract.
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