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HOA & Community Association Accounting
Clear financials. Accurate reserves. Better reporting for your board.
PhD Bookkeepers provides specialized bookkeeping and accounting support for homeowners associations, condominium associations, and community associations.
From monthly accounting and assessment tracking to reserve reconciliations, accounts payable, financial reporting, historical cleanup, and year-end support, we help boards maintain accurate financial records and better understand the financial position of their communities.
More Than HOA Bookkeeping
Association accounting requires more than recording income and expenses.
Boards must account for assessments, operating funds, reserves, vendors, outstanding receivables, budgets, and long-term financial obligations while maintaining clear records for homeowners, management, CPAs, and auditors.
PhD Bookkeepers provides the accounting structure and ongoing financial support needed to keep association finances organized, accurate, and transparent.
What We Handle
Assessment & Receivable Accounting
Track homeowner assessments, payments, outstanding balances, prepaid assessments, delinquencies, and other association receivables.
Operating & Reserve Fund Accounting
Maintain clear separation between operating and reserve activity and reconcile balances to the association's financial records.
Accounts Payable & Vendor Management
Process and track vendor invoices, recurring expenses, utilities, maintenance costs, professional fees, and other association expenditures.
Bank & Credit Card Reconciliations
Reconcile association bank, reserve, and credit-card accounts while investigating discrepancies and outstanding items.
Monthly Financial Reporting
Prepare clear monthly financial packages, including balance sheets, income statements, budget-to-actual reports, and supporting schedules.
Budget Tracking
Compare actual financial performance against the approved annual budget and help management and the board identify significant variances.
Historical Cleanup & Accounting Corrections
Correct prior-period accounting issues, reconcile historical balances, investigate discrepancies, and restore reliable financial records.
CPA & Audit Support
Maintain organized accounting records and supporting schedules for year-end tax preparation, financial reviews, and audits.
When Your Association Needs More Accounting Support
PhD Bookkeepers can step in when:
- Financial statements are late or unreliable.
- Bank or reserve accounts have not been properly reconciled.
- Operating and reserve activity is difficult to track.
- Assessment balances do not agree with accounting records.
- Accounts payable has become difficult to manage.
- Prior-year transactions need to be corrected.
- The board does not have clear visibility into association finances.
- Budget-to-actual reporting is inconsistent or unavailable.
- Year-end CPA or audit preparation becomes a recurring problem.
- Your property manager needs additional accounting support.
- Your association has outgrown basic bookkeeping.
Financial Reporting Built for Boards
Board members shouldn't need to be accountants to understand the association's finances.
We help provide consistent financial reporting that gives the board visibility into:
Cash Position
Understand available operating and reserve cash.
Assessment Receivables
See outstanding homeowner balances and collection activity.
Operating Performance
Compare actual income and expenses against the approved budget.
Reserve Activity
Understand reserve balances, contributions, and expenditures.
Accounts Payable
Maintain visibility into outstanding and paid association obligations.
Balance Sheet
Provide a clear picture of the association's assets, liabilities, and fund balances.
From Cleanup to Ongoing Accounting
Assess
We review the association's existing books, reconciliations, financial statements, assessment records, and accounting processes.
Clean Up & Reconcile
When necessary, we correct historical transactions, reconcile accounts, investigate discrepancies, and establish reliable opening balances.
Establish the Monthly Process
We create a consistent accounting workflow for assessments, AP, reconciliations, reserve activity, month-end close, and reporting.
Report
Management and the board receive clear financial information to support oversight, budgeting, and decision-making.
Working With Your Existing Team
PhD Bookkeepers can work directly with:
- HOA and condominium boards
- Board treasurers
- Community association managers
- Property management companies
- CPAs
- Auditors
- Attorneys and other authorized financial professionals
We can supplement an existing property management team or provide dedicated outsourced accounting support directly to the association.
Why PhD Bookkeepers?
Association-Focused Accounting
We understand that association accounting involves assessments, reserves, budgets, vendors, boards, and financial oversight—not simply income and expense entry.
Reliable Monthly Close
Accounts are reconciled and financial activity is reviewed so the board receives dependable monthly information.
Clear Board Reporting
Financial reports are organized to help board members understand the association's financial position and make informed decisions.
Cleanup Capability
If the existing books are inaccurate or behind, we can help correct historical issues before establishing the ongoing accounting process.
CPA & Audit Coordination
We maintain organized accounting records and work with the association's external professionals when year-end reporting or review is required.
Built for Associations That Need Better Financial Control
PhD Bookkeepers works with homeowners associations, condominium associations, community associations, and the management companies that support them.
Whether your association needs reliable monthly bookkeeping or help correcting a complicated accounting environment, our goal is to provide financial records the board can understand and rely on.
Your board manages the community. We help manage the financials behind it.