Example 1:
(A/P) Vendor Invoices & Bill Payments

1. The association receives a vendor invoice (by mail or email).
2. The invoice follows the association’s normal approval process (board approval, authorized signer, or platform workflow).
3. Once approved, the invoice is emailed or uploaded to the HOA platform.
4. I record the invoice in the accounting system and schedule or prepare payment.
5. Checks or electronic payments are issued only after approval.

Important: Approval authority always remains with the association. I do not approve payments or sign checks—my role is to ensure everything is recorded, paid correctly, and reflected accurately in the books.

Example 2:
(A/R) Homeowner Assessment Payments

1. Homeowners submit payments via ACH, bank deposit, lockbox, or other approved methods.
2. Payments appear in the HOA platform or bank account.
3. I post payments to the correct homeowner accounts.
4. Deposits are reconciled to the bank to ensure accuracy.
5. Delinquency reports and aging schedules are updated as needed.

This process works seamlessly as long as payments flow through the system—no reminders or supervision required.

Example 3:
Bank Reconciliations & Cash Activity

1. I am provided view-only online access to the association’s bank accounts or a secure bank feed.
2. Monthly bank statements are downloaded directly from the bank.
3. All transactions are reconciled to the accounting records.
4. Any discrepancies are identified and resolved.

View-only access allows timely, accurate reconciliations while maintaining full control with the association.

Example 4:
Month-End Financial Reporting

1. All transactions for the month are reviewed and reconciled.
2. Adjusting journal entries are posted if needed.
3. Financial statements are prepared (Balance Sheet, Income Statement, etc.).
4. Reports are delivered to the board, typically within one week of month-end.
5. A plain-English Treasurer’s Report can be included to help explain the numbers.

Example 5:
Budget Review & Oversight

1. Actual income and expenses are compared against the approved budget.
2. Variances are identified and highlighted.
3. Trends or unusual activity are flagged for board review.
4. Budget reports are updated throughout the year to support planning and decision-making.