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Association Overview

Track HOA & Community Association payments

1. Overview

The Association Fees module helps you track HOA and community association payments. You can manage due dates, payment schedules, fee amounts, and related documents for each property—ensuring nothing falls through the cracks.

2. Accessing the Module

To access Association Fees:

  • Go to Properties > Association in the left sidebar.

3. Main Dashboard

Viewing Your Fees

Each association fee appears in a table displaying:

  • Property: Property address linked to the fee
  • Association: HOA or community association name
  • Start/End Date: Fee period
  • Frequency: Monthly, Quarterly, Semi-Annually, Annually
  • Amount: Amount per billing cycle
  • Status: Active, Expired, or Replaced
  • Number of forecast reports the association is included in

Actions

  • View Details – Click row to open full fee record
  • Edit – Click inline to change terms or amounts
  • Delete – Remove a fee (with confirmation) under action column
  • Upload Documents – Add association documents
  • Export Fee List

     

Filter & Search

Use filters to view specific records:

    • Property: Show fees for a specific property
    • Association: Filter by HOA name
    • Frequency: Filter by billing frequency
    • Status: Active, Replaced, Expired
    • Amount Range: Filter by fee size

4. Adding Association Fees

To manually add a fee:

  1. Click Add Manually
  2. Enter:
    • Property
    • Association name
    • Frequency
    • Fee amount
    • Start and end dates (end date optional)
    • Attach document such as service contract, work order, or invoices (optional)
  3. Click Add to save

Required Fields: Property, Association name, Frequency, Amount, Start date

AI Document Upload

You can upload association documents to auto-extract fee data:

  • Supported formats: PDF, DOC, JPG, PNG
  • AI will extract association name, frequency, amount, and due dates
  • Review and approve before saving

5. Fee Detail View

Each fee detail page includes:

  • Property Address
  • Association name and type
  • Fee Amount
  • Payment Frequency
  • Start and end dates
  • Payment schedule (automatically generated)
  • Status

You can upload documents and edit/update fields inline.

6. Payment Schedule Tracking

Payment schedules are shown in the fee details view and are automatically created based on:

  • Start date
  • Frequency
  • Fee amount

You’ll see upcoming payments, overdue notices, and historical payments.

Status Indicators

  • Paid: Payment recorded
  • Upcoming: Due in more than 7 days
  • Due Soon: Due within 7 days
  • Overdue: Past due date

Payment Schedule Options

  • Mark as paid (helpful when payment is not linked to a transaction)
  • Remove from Financials (in a scenario that you don't want it included in financial reporting)


8. Troubleshooting

Fee Won’t Save

  • Ensure required fields are complete
  • Check that fee amount is greater than $0
  • Make sure end date (if used) is after start date

AI Upload Issues

  • Confirm document is under 20MB and supported format
  • Ensure association details are clearly readable
  • Try uploading one document at a time

Schedule Not Appearing

  • Check frequency and start date are valid
  • Refresh the page to recalculate schedule