HOA Records Management

Financial information managed by one of these specialized systems forms a tidy, auditable financial report trail. Using a system that does not allow figures to be concealed or changed after the fact adds extra value — this gives residents peace of mind that their money is being managed responsibly. The volunteers who make up HOA boards are at their best when they can adjust their practices and technology to make their own tasks easier while simultaneously helping their residents get things done.

HOA Accounting and Financial Statements Overview

• This report has the account record for every transaction in numerical order, referred to as the chart of accounts.
• Using this method, you record payment receipts during the period you receive them, as opposed to when you earn them.
• The board may think it has extra money because the $50,000 is an obligation not yet on the books.
• Expenses, on the other hand, are recorded when you disburse money regardless of when you incurred it.

That’s why many communities partner with financial management experts to handle budgeting, reporting, and compliance. This involves assessing expenses, forecasting financial needs, and ensuring the association has the funds to cover its operations and planned projects. Homeowners associations (HOAs) play a pivotal role in enhancing the quality of life within a community. The efficient management of an HOA involves intricate financial processes that can be challenging without professional support. Consequently, many communities seek help from third parties that provide HOA accounting services.

Understanding HOA Accounting

• To discover your organization’s next-generation accounting solution, request a FRONTSTEPS demo today.
• Homeowners have a right to know where their money is going, and clear financial reporting helps with that.
• If you only need help with accounting, though, it might be better to seek help from an accounting firm, CPA, or a financial management company.
• Typically, an HOA must prepare and update financial statements every month, with the exception of the general ledger.
• Proper reserve fund management prevents financial crises and ensures the community remains well-maintained without sudden assessment increases.

When homeowners fail to pay assessments, it can impact the entire community’s budget. By tracking expenses properly, HOAs reduce the risk of financial mismanagement and ensure funds are used effectively. Homeowners’ associations (HOAs) play a crucial role in maintaining communities, ensuring they remain well-kept, financially stable, and compliant with local regulations. But effective HOA management goes beyond landscaping and maintenance—it requires strong financial oversight to keep the community running smoothly. Outsourcing accounting services allows board members to focus on their core responsibilities while experts handle the finances. HOAs are subject to tax obligations, and proper accounting services ensure that these obligations are met promptly and accurately.

HOA Accounting Services

This may mean providing an improved resident portal experience, with homeowners able to log in and verify information about their accounts. This report helps the board track whether the HOA is operating within budget. HOA accounting software also simplifies tax time because it can automatically generate 1099 forms HOA Accounting for contractors. You’ll have to submit those when you file your taxes, so automating form generation saves you time and effort.

HOA and Condo Community Financial Reporting

This report has a positive assurance, meaning that the CPA guarantees that the financial statements are accurate and that your homeowners association is in good financial health. The accounts payable report shows unpaid expenses and tells the homeowners association what expenditure obligations happened within the month. The account delinquency report shows the accounts receivable and a list of the members who are not current on their obligations, like late fees and legal fees.

Community Association Management

• Assessment collection is one of the most critical aspects of financial oversight.
• The accountant should compare the amount in the operating fund with the bank statement.
• In doing so, they will know how to properly manage community funds and ensure the continued success of their community.
• Like the Cash Basis, this method can only be used for interim or unofficial reporting.
• Even if you have a solid understanding of accounting principles, it still helps to get professional assistance.

For example, if you report unpaid invoices under Accounts Payable, the amounts will be different than those recorded on the statement of financial position. Along with that, there’s a lot of work – managing payables and receivables, homeowner communications, meeting preparation, and compliance issues…just to name a few. And to top it off, HOAs are often run by volunteers or a small staff without the expertise or time needed to ensure that the association’s business matters are financially stable and in compliance. HOAs should make association records available to all homeowners as stipulated in state laws and your governing documents. You will usually find the proper procedure on how to request copies of your HOA financial statements within your bylaws or CC&Rs. You can also generate more accurate financial statements when you use the Accrual method.