How it works
Software drafts every document. A person reviews it, files it and tracks your next deadline. You keep the decisions the law gives you.
We draft
From your documents, the regulations and HUD's or USDA's own templates.
CivicFilingWe check
Automated checks on every field and figure, then a person reviews every page.
CivicFilingYou approve and sign
A board vote or a signature, only where the law requires one.
YouWe submit
A named person on our team enters and files it, wherever the system allows.
CivicFilingWe track the next one
Reminders 60 days out, and a short memo whenever a rule changes.
CivicFiling
We submit. You sign.
Access rules differ by system and we confirm them with each client. Where a system has no contractor role, everything is entered for you and your official only reviews and clicks submit.
| Where it goes | What we do | Your part |
|---|---|---|
| Board-adopted policies: Administrative Plan, ACOP, utility allowances, flat rents, payment standards | Board packet and resolution; we present by video if you'd like | Board vote; director signs |
| PHA Plan and certifications, in HUD's Public Housing Portal | We enter everything under a staff role your system coordinator assigns us | Only the executive director can sign and submit, and the board chair signs board certifications: about five minutes |
| SEMAP and the Capital Fund plan | We prepare and enter it wherever your coordinator gives us access | Director certifies and submits |
| Action Plan, CAPER and amendments, in IDIS | A named member of our team submits under their own IDIS login, approved by your authorizing official on HUD's access form | Sign the application and certifications |
| Indian Housing Plan and Annual Performance Report | We send them to HUD's regional Office of Native American Programs | Tribal official signs |
| Small-town reports to the state | We submit as your grant administrator where the state allows it | Mayor or clerk signs |
| Homeless-program APR (Sage) and renewal application (e-snaps) | We enter and submit under access your organization grants us | Authorized official signs where required |
| USDA budget and reports, through MINC | We prepare the package and enter it under access the owner or agent grants us | Owner or agent approves |
No bots on government logins
HUD's IDIS access agreement forbids sharing credentials, automated logons and unauthorized connections to outside systems. We follow that everywhere: we never use anyone else's login and never automate a HUD or USDA session. The software prepares every screen and field; a named person on our team enters and submits by hand, under their own access.
Quality without shortcuts
- A written checklist for every document typeBuilt from the regulations and the agencies' own templates.
- Automated checks before a person sees the draftRequired sections, field limits, dates and figures.
- Every comment loggedAnything HUD, USDA or a state sends back feeds the checklists.
- A second reviewerOn everything that gets filed, once our analysts are trained.
Verified filing record
From December 2026, each document we deliver gets a digital fingerprint at every step: drafted, reviewed, adopted and filed. The fingerprint is timestamped on a public blockchain, and a QR code in the footer opens the record.
- Answers audits in secondsWhich Administrative Plan or utility allowance schedule was in force on a given date.
- Survives staff turnoverA new director inherits a provable history of what was adopted and filed.
- Can't be fakedA "Filed with CivicFiling" mark only verifies against our record.
- Private by designOnly the fingerprint is recorded. No document text and no tenant or client data.