What your board can expect.

QuickBooks bookkeeping?

A useful set of books starts with consistent transaction records. I organize income and expenses in QuickBooks so assessment payments, vendor bills, operating activity and reserve activity can be understood together. Clear account categories and supporting records help the board follow where funds came from and how they were used.

Support can include

• Record and categorize transactions using an agreed accounting structure.
• Organize supporting invoices, receipts and payment records.
• Keep operating and reserve activity identifiable in the books.

What the board receivesAn organized accounting record that supports reporting and continuity when board members change.

Reconciliations?

The balance in the books should be supported by the bank statement. Reconciliation compares recorded transactions with actual account activity, helping identify missing entries, duplicate transactions, outstanding checks and timing differences before they carry into the next reporting period.

Support can include

• Reconcile bank accounts and review differences.
• Follow up on unusual or unmatched transactions.
• Maintain records that explain outstanding items.

What the board receivesBalances the board can trace to account statements, with unresolved items clearly identified.

Financial reporting?

Financial reports should answer the board’s questions: What do we have? How are we doing against the budget? What needs attention? I prepare reporting that connects account balances, operating results and cash movement, with explanations of material changes rather than leaving volunteers to interpret every line on their own.

Support can include

• Balance Sheet, income and expense reporting, and cash-flow information as agreed.
• Current-period and year-to-date comparisons.
• Budget variances and context for significant income or expense changes.

What the board receivesA clear financial picture for meetings, spending decisions and communication with homeowners.

Assessment billing?

Consistent billing helps homeowners understand what they owe and helps the board plan around expected collections. I support assessment invoices, payment tracking and account review, including identifying prepayments, remaining balances and overdue amounts that need follow-up.

Support can include

• Prepare assessment invoices using the association’s approved amounts and schedule.
• Track payments, prepayments and outstanding balances.
• Prepare account information for routine follow-up or board review.

What the board receivesA clearer view of collections and homeowner balances, with records to support questions about an account.

Budget planning?

A workable budget connects past results with the costs the association expects next. I help the board review spending patterns, recurring contracts, known changes and the timing of larger expenses so the proposed budget rests on understandable assumptions.

Support can include

• Compare prior results and current spending with the existing budget.
• Identify recurring costs and anticipated changes.
• Prepare a proposed budget and explain the assumptions for board review.

What the board receivesA practical financial plan the board can discuss, revise and approve with confidence.

Reserve forecasting?

A reserve balance alone does not show whether funds will be available when a major repair is needed. Using the association’s reserve study and planned projects, I develop forecasts showing how contributions, interest assumptions and capital spending may affect future balances.

Support can include

• Use the reserve study and board-provided project timing and costs.
• Project balances under clearly stated funding and spending assumptions.
• Compare scenarios and identify years that may need closer attention.

What the board receivesA forward-looking view that helps the board discuss contribution levels, project timing and funding choices.

Executive Summary Reports?

The board often needs context beyond the financial statements. An Executive Summary Report brings the significant results, open questions and upcoming decisions into a concise summary, linked to the supporting accounting information. Sensitive collection or planning matters can be addressed with the appropriate board audience.

Support can include

• Explain major results and expense variances in plain English.
• Highlight decisions, follow-up items and upcoming financial needs.
• Distinguish confirmed facts from estimates and recommendations.

What the board receivesA focused discussion guide that helps volunteers spend meeting time on decisions.

Attorney coordination?

When the board refers an overdue account to its attorney, organized financial records can make the handoff easier. I help assemble billing and payment history, clarify the accounting balance and keep the books aligned with documented collection activity.

Support can include

• Prepare account ledgers and relevant billing or payment records.
• Respond to accounting questions from the association’s attorney.
• Record documented payments, adjustments and approved collection charges.

What the board receivesConsistent financial documentation to support the collection process. The board directs collection decisions, and the attorney provides legal advice.

Homeowner meeting presentations?

Homeowner meetings are an opportunity to explain the association’s finances in a way residents can follow. I prepare clear presentations that bring together financial reporting, budget planning, reserve forecasts and other agreed accounting services, turning detailed records into understandable charts, explanations and discussion points for annual or other homeowner meetings.

Support can include

• Summarize financial results, significant budget variances and the association’s financial position.
• Explain proposed budgets, reserve funding and upcoming capital expenses using clear visuals.
• Prepare slides and presentation notes for the board, with meeting participation and accounting questions included when agreed.
• Use homeowner-appropriate information and protect private board discussions and individual account details.

What the board receivesA meeting-ready presentation that helps homeowners understand how association funds are managed and what future plans may mean for the community.

Year-end support?

Year-end is easier when the records have been maintained throughout the year. I help bring the books and supporting schedules together so your tax preparer or independent CPA has an organized starting point and the board has a clear record of the year’s financial activity.

Support can include

• Review reconciliations and identify outstanding accounting questions.
• Organize supporting schedules and relevant financial records.
• Coordinate accounting follow-up with the association’s tax preparer or independent CPA.

What the board receivesAn orderly year-end handoff, with open items identified and supporting information easier to find.

Vendor invoice management and payment?

I manage vendor invoices from receipt through payment, keeping the board informed and the supporting records organized. Payments follow the association’s agreed approval process and payment authority, so bills are handled consistently and recorded accurately.

Support can include

• Receive and organize invoices, check for missing information or duplicate billing, and follow up on discrepancies.
• Match invoices to approved work, contracts and budget categories, and obtain required board approvals.
• Track due dates, pay authorized invoices and maintain payment confirmations and supporting records.
• Record expenses and payments in QuickBooks, reconcile vendor balances and report outstanding bills.

What the board receivesAn organized bill-payment process with clear approvals, payment records and visibility into what the HOA owes.

HOA-approved investment administration?

I maintain CDs and other HOA-approved interest-bearing accounts so reserve funds and other money not needed for day-to-day operations can earn interest while remaining available for planned expenses. Account placement, renewals and transfers follow the board’s approved investment policy and instructions.

Support can include

• Coordinate board-approved account openings, deposits, renewals and transfers within the agreed authority.
• Track balances, interest earnings, CD maturity dates and renewal deadlines.
• Align maturity dates and readily available funds with reserve forecasts, planned projects and expected cash needs.
• Review rates, withdrawal terms, early-withdrawal penalties and applicable deposit-insurance coverage for board consideration.
• Record investment activity and interest in QuickBooks and provide updates for board review.

What the board receivesA clear record of interest-bearing funds and upcoming maturities, with liquidity planned around the HOA’s needs. The board approves investment choices; interest rates and returns are not guaranteed.