For the treasurer
Three totals have to agree: what was charged, what came in, what the bank shows. Your job is the week they do not.
Sample
This month
- Lot 2 · 124 Oak Drive $312.00 Open
- Lot 6 · 128 Oak Drive $188.00 Open
- Lot 1 · 123 Oak Drive $0.00 Tied
- Lot 3 · 125 Oak Drive $0.00 Tied
A month with the money
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Post the assessment once.
Every door at once, by its tier if doors differ. No selecting fifty names by hand.
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See who paid, by door.
Tied or balance open. The courtesy note goes while the amount is still small.
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Hand the CPA one file.
A date-range bundle from the same books, not four files that almost agree.
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Leave books the next treasurer can open.
A seat change, not a shoebox. Totals that tie, with the gaps named.
If the totals do not tie, nothing else on the agenda matters much.
The same books, other seats
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Volunteer boards
You likely have another job. The dues, the meeting, the notices, the vendors, and the file you hand a CPA stay in one place.
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Managers
Hold more than one association. The books stay apart. Switch without mixing the totals.
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Residents
A balance, the file they are allowed to open, the next meeting, and a notice they can find again.
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Presidents
Your term ends. The association should not notice in its records, only in its minutes.
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Secretaries
You are the memory of the association. The job is to make the memory a place, not a person.
Walk it in the sample.
The sample association has real-looking books. Open it.
We do not manage your association, keep its books as a service, or give legal or accounting advice. The board still decides.