Your Guide to HOA Finance, Accounting, and Budgeting HOA Management

hoa accounting best practices

We have compiled a series of videos and webinars as well as other resources (articles, sample letters, etc.) to help your HOA or Condo community through this difficult time. In this download, this eBook helps provide a basic understanding of the unique aspects of Community Association Accounting and gives a general overview of standard CAM accounting practices. Consider factors such as compatibility, scalability, security, customer support, and pricing when evaluating different HOA accounting software options.

Over 24,000 organisations around the world use NetSuite and it is a highly trusted industry leader. While Buildium is a strong competitor, Buildium focuses on streamlining processes for property managers. Both NetSuite and Buildium integrate well with iPhones, androids and web-browsing. While NetSuite caters for small, medium and large businesses, Buildium also caters for freelancers on top of various business sizes. If you are a smaller business more strapped for cash, Buildium offers a low rate of $50 a month, while NetSuite charges $499 a month. NetSuite, however, offers more features such as ‘What if’ scenarios, 1099 preparation, 3PL management, API, Account reconciliation and accounts payable, which Builium does not.

Understand the significance of good and poor HOA financial management

Ideally, the person who writes the association’s checks should be different from the person handling receivables. The good news is board members don’t have to try to figure things out on their own. HOAs have the option to hire a professional, such as an HOA management company that specializes in finances, or a certified accountant, to help them maintain the financial health of their community. Moreover, they can apply some top accounting practices, which we will cover in this article.

In addition, the software was designed for ease of use so that homeowners can manage their HOA with just about anyone in their family or the person doing payroll at your organization. Buildium is web-based accounting software for HOA’s and association managers. It provides homeowners with the tools they need to manage their finances efficiently. HOA accounting can be very confusing — enough to make you use the wrong accounts when recording revenue and expenses. Far too many associations have made the mistake of deducting from their operating fund when they meant to deduct money from their reserve fund.

What Is Loss to Lease? Calculation and Examples for Landlords and Property Managers

Your association may have different rules for how dues are set for below market-rate and market-rate residents. It’s important to be transparent about how dues and fees are assessed and strictly follow the guidelines set in your governing documents. Collecting homeowner dues and fees is essential to funding many community needs such as maintenance and repairs, services and amenities, insurance, utilities, and maintaining a reserve fund. As your association earns revenue through monthly dues paid by the HOA community members, it is only fitting that the association’s financial practices should be in a healthy condition.

While it isn’t always possible, associations should try to leave room for unplanned expenses in their budget. Even a modest cushion can help prevent future overspending, debt, or special assessments. It’s also wise to have someone review invoices, deposits, and bank statements on a regular basis. Some HOAs have a finance committee that is tasked with this responsibility. Since this is a volunteer position, those serving on the committee often do have a financial background. The committee may meet with the board on a quarterly basis to discuss anything of significance, as well as initiatives on how the association may reach long-term goals.

Beginner’s Guide to HOA Finance, Budgeting, and Accounting

Consider getting assistance from our team of real estate accountants here at Fusion CPA. We have worked with several different applications and narrowed down the choices to a specific list. Contacting us will allow you to discuss your options and discover what will work best for your particular needs.

If a particular financial transaction looks suspicious, you can flag the activity, report it to your client, and take appropriate action to prevent further problems. To discover your organization’s next-generation accounting solution, request a FRONTSTEPS demo today. Accounting gets easier with practice, but without good systems in place, and a bit of help from software, it will always feel like a chore.

How Transactions are recorded under the Accrual Basis

In addition to helping your organization keep track of finances, it also allows you to manage community amenities like pools or parks and schedule events in your neighborhood. By using AppFolio, you’ll be able to create a safer place that is more attractive for residents and easier for maintenance teams. Recording your financial transactions in this spreadsheet will allow you to identify any seasonal trends or potential gaps in your finances.

hoa accounting best practices

To help you we’ve put together this list of collections best practices for condo communities & HOAs. This software is cheap and helps with most of the basic accounting work that is required of a community. However it is not designed for HOA or Condos and does not offer online functionality for owners to make payments or see community documents. Moving from manual invoice management to an online software will help with transparency, risk management and error reduction.

After all, even experienced professionals aren’t invulnerable to committing mistakes. By familiarizing yourself with accounting, you can safeguard your association’s finances. When a homeowner declares bankruptcy, the first thing your HOA board should do is check with your attorney or management company. Keep in mind that there are certain bankruptcy laws that protect bankrupt homeowners. Therefore, you may not be able to push through with any pending legal cases with the homeowner or collect past due balances.

You might end up overspending and making poor financial decisions as a result of inaccurate records. Open discussions about finances should be held regularly, and not just between board members. After all, each member must pay dues, so each member should be informed about where that money is being spent. Board members are encouraged to be hoa accounting transparent about all relevant financial transactions, and be open about results and outcomes, even if they aren’t all positive. Ever feel like your association budget would be just fine if it didn’t have to deal with unit owners that didn’t pay on time? When some people don’t pay it can cause a lot of stress on your community’s budget.