CommunityPay Accounting - Professional HOA Fund Accounting

100% Double-Entry

25+ Financial Reports

177 Account Templates

1099 Tax Compliant

                Assessments bill and collect on their own schedule. Vendor bills are approved
                and paid by ACH from an account titled to the association. Both post to the
                same ledger as they happen, under the same controls — so the budget is compared
                against figures nobody re-keyed, and the resale certificate a closing depends on
                is generated from that ledger in seconds.
            

Core Accounting Engine

Real fund accounting with complete journal entry control. True debits and credits that auditors expect, not simplified balance updates.

Double-Entry Bookkeeping

Every transaction creates balanced journal entries. Debits always equal credits. Audit-ready from day one.

Chart of Accounts

HOA-specific templates with 177 accounts across three tiers (Basic, Standard, Full). Assets, liabilities, equity, income, expenses. Fully customizable.

Fund Tracking

Operating, reserve, and special funds. Track every dollar in its proper fund. Clear fund-to-fund transfers.

FLASH — Flexible Ledger Accounts for Seamless Handling

Deterministic role-matching for journal entry origination. 25 transaction patterns. Accounts resolved by role, not by number — works against any chart of accounts. Fund-sensitive patterns route cash to the matching fund automatically: reserve expenses pay from reserve cash, operating from operating. If a required role is unassigned, the pattern is unavailable with a specific diagnostic. Same inputs, same chart, same output, every time. Exact.

Period Locking

Lock closed periods to prevent backdating. Audit-grade controls that prevent accidental changes.

Fiscal Year Close

Automated year-end closing entries. Retained earnings rollover. Complete audit trail preserved.

Bills & Accounts Payable

Bill Management

Create bills with multiple line items
Assign expenses to proper GL accounts
Track vendor payment history
Schedule recurring bills automatically
Attach invoices and documentation
AP aging reports (30/60/90+ days)

Approval Workflow

Multi-level approval chains
Dollar-amount thresholds
Board approval for large expenses
Email notifications on pending items
Complete approval audit trail
Reject with reason tracking

Recurring Bills: Set up monthly landscaping, utilities, or management fees once. Bills generate automatically each period. Never miss a vendor payment.

Vendor Payments

Pay vendors directly from CommunityPay. Stripe Connect integration for secure, tracked payments. Batch processing for efficiency.

Direct Vendor Payments

Pay vendors electronically. Track payment status in real-time. Automatic journal entries on payment.

Batch Processing

Group multiple vendor payments. Review and approve as a batch. Process all at once. Save hours weekly.

1099 Tax Compliance

Track vendor payments for 1099 reporting. W-9 collection workflow. Year-end tax reports ready to file.

Bank Reconciliation

Bank Statement

Import CSV or manual entry

→

Create Reconciliation

Set statement balance and date

→

Match Transactions

Toggle cleared vs uncleared

→

Clear Items

Verify balance

→

Complete

Lock period and archive

Reconciliation Features

Match bank transactions to journal entries
Toggle items as cleared or outstanding
Running balance calculation
Statement balance verification
Multiple bank account support

Controls & History

Complete reconciliation history
Outstanding check tracking
Deposits in transit identification
Difference investigation tools
Auditor-ready reconciliation reports

Budget Management

Democratic budget workflow with board voting. Monthly breakdown. Variance analysis. Template-based creation for easy year-over-year planning.

Feature	Description
Budget Builder	Create line-item budgets by GL account. Monthly breakdown with 12 columns. Copy from previous year with inflation adjustment.
Board Voting	Submit budgets for board approval. Board members vote approve/reject/abstain. Track voting status and results.
Variance Analysis	Budget vs. Actual reports. Monthly and YTD comparisons. Drill down to transactions behind variances.
Budget Amendments	Create amended budgets mid-year. Track amendment history. Board approval workflow for changes.

Financial Reports

Balance Sheet

Statement of Financial Position. Assets, liabilities, and fund balances. Point-in-time snapshot.

Income Statement

Revenue and expenses for any period. Net income calculation. Comparative periods.

Trial Balance

All accounts with debit/credit balances. Verify books are in balance. Auditor essential.

General Ledger

Complete transaction history by account. Running balances. Full audit trail.

Budget Variance

Budget vs. actual with variance analysis. Monthly trends. Drill-down to transactions.

Cash Flow

Monthly inflows and outflows. Operating vs. reserve activity. Trend analysis.

AP Aging

Outstanding payables by age bucket. 0-30, 31-60, 61-90, 90+ days. Vendor breakdown.

AR Aging

Outstanding receivables by unit. Collection queue. Delinquency tracking.

Financial Dashboard

Executive KPI overview. Cash position, AR/AP totals, collection rates at a glance.

Accounts Receivable

Assessment Billing

Monthly dues invoicing
Special assessment campaigns
Automated late fee posting
Payment plan configuration
Unit ledger tracking
Statement generation by unit

Collection Management

AR aging by unit
Collection queue workflow
Payment application
Credit memos and adjustments
Payment history by unit
Delinquency reporting

Fixed Asset Management

Track community assets from acquisition to disposal. Automated depreciation keeps your books accurate without manual calculations.

Asset Register

Complete inventory of HOA property. Pool equipment, clubhouse furnishings, landscaping equipment, vehicles.

Depreciation Tracking

Automated straight-line depreciation. Monthly journal entries posted automatically. Depreciation schedules included.

Disposal & Gain/Loss

Record asset disposals with proper accounting. Automatic gain/loss calculation. Clean removal from books.

Fund Transfers

Move money between Operating, Reserve, and Special funds with proper accounting. Complete audit trail for board transparency.

Transfer Capabilities

Operating to Reserve transfers
Reserve to Operating (emergency)
Special fund allocations
Board-approved transfer workflow
Automatic balanced journal entries

Compliance & Tracking

Transfer history by fund
Reason documentation required
Approval audit trail
Reserve study alignment
Board meeting reference linking

Compliance & Controls

                Built for fiduciary duty. Every action logged. Every change tracked.
                Period locks prevent tampering. Auditors love it.
            

Enforcement Dispatcher

Every journal entry flows through the dispatcher. 17 guards evaluate the entry against balance, fund segregation, trust segregation, subledger reconciliation, closed-period rules, eligibility, vendor risk, disbursement compliance, debt covenants, payment splits, and interest calculations. Each evaluation produces an immutable decision record. The entry posts only if it passes. There is no path around the dispatcher. The first enforcement choke point in community association software with pre-disbursement decision telemetry. (PAT-002 pending.)

Audit Trails →

Complete history of every transaction. Who, what, when. Never lose accountability.

Click to view audit trail features

Period Controls

Lock closed periods. Prevent backdating. Year-end close workflow with controls.

Approval Workflows

Configurable approval chains. Dollar thresholds. Multi-level authorization for large transactions.

1099 Reporting

Track vendor payments for tax compliance. W-9 management. Year-end 1099 generation.

Document Attachment

Attach invoices, receipts, contracts. Source documents linked to transactions.

Role-Based Access

Control who sees what. Board view vs. manager view. Protect sensitive financial data.

Insights & Automation

Operational instrumentation for AP and reporting workflows. OCR bill scanning, duplicate alerts, cash flow forecasting, anomaly detection. No per-seat analytics fees.

OCR Bill Scanning

Upload invoice images or PDFs. Machine learning extracts vendor, amount, dates, due date, and line items. The bill form auto-fills.

Category Suggestions

Vendor history maps to suggested expense categories. You confirm or override. The suggestion does not post the entry.

Duplicate Detection

Flags potential duplicate bills before payment. Same vendor, similar amount, close dates. Prevent double-pay.

Anomaly Alerts

Detects unusual spending patterns. Bills 2x vendor average. Weekend invoice dates. Round number amounts.

Cash Flow Forecast

3, 6, or 12-month projections. Based on historical patterns. Cash runway calculation. Plan ahead with confidence.

Vendor Matching

Fuzzy matching finds duplicate vendors. Merge suggestions. Clean up your vendor list.

Manual Monitoring Insights Dashboard

Discover fraud after the fact Real-time anomaly alerts

Spreadsheet cash projections Automated cash runway forecasts

Manual duplicate checking Built-in duplicate detection

Multiple reports to review Single executive dashboard

Team Collaboration

Real-Time Discussion

Comments on bills, payments, budgets
@mention team members
Threaded replies
Edit and delete own comments
Full comment history preserved

Notifications

Real-time notification bell
Mentioned in discussion alerts
Approval request notifications
Mark as read
Never miss important updates

Why CommunityPay Accounting

Requirement	CommunityPay Delivers
Real accounting, not balance updates	True double-entry with full journal entry control. Every transaction balanced.
HOA-specific fund accounting	Operating, reserve, and special funds. Proper fund tracking built in.
Auditor-ready compliance	Period locking, audit trails, year-end close. Pass your audit with confidence.
Board transparency	Professional reports for board meetings. Budget voting. Approval workflows.
Speed without complexity	Flash Rapid Entry for quick transactions. Templates for common entries.
Integrated payments	Pay vendors, collect assessments, track everything. One system.

Enterprise-grade fund accounting, purpose-built for HOAs. While other platforms offer simplified balance tracking or generic accounting adapted for communities, CommunityPay delivers true double-entry bookkeeping with the controls, audit trails, and compliance features that enterprise organizations demand—accessible to property managers and boards without an accounting background.

One engine, multiple product surfaces. Trust Accounting and Loan Servicing run on the same JournalEngine, enforcement guards, and bank reconciliation — separate product surfaces for specialized use cases, all included under one CommunityPay subscription.