HOA Accounting Services — Board-Ready Books for Your Association
Whether your association is self-managed or works with a community manager, the board still answers to homeowners for every dollar of dues. Maxim Liberty’s dedicated bookkeepers keep HOA books clean and board-ready — assessments tracked by owner, operating and reserve funds separated, vendors paid on documented approval — from $75/month, a fraction of what association-specialist firms charge.
Get Started — Money-Back Guarantee
HOA accounting demands accuracy in assessment tracking, reserve-fund separation, and transparent board reporting. Our dedicated teams deliver audit-ready financials every month — with a 100% money-back guarantee on your first deposit and no long-term contracts. Serving organizations across the U.S. and Canada since 2005.
Table of Contents
- Dues & Assessment Tracking
- Operating vs. Reserve Fund Accounting
- Board-Ready Monthly Reporting
- Vendor Bills & Approvals
- What HOA Accounting Costs
- Frequently Asked Questions
Dues & Assessment Tracking, Owner by Owner
Assessment income only looks simple until someone asks who is behind. We maintain per-owner receivable records — regular dues, special assessments, late fees — reconciled monthly against bank deposits, with an aging report the board can act on. Delinquencies surface early, documented, and consistently, so collections decisions are made on facts instead of memory.
Operating vs. Reserve Funds — Properly Separated
Most states and governing documents require reserve funds to be tracked apart from operating money, and commingling them is the fastest way to fail an audit or lose homeowner trust. We keep operating and reserve activity cleanly separated in the books, reconcile each account monthly, and track reserve contributions against your funding plan — so the board always knows what is truly available to spend (we coordinate with your reserve study and CPA; this is bookkeeping, not legal advice).
Reports Your Board Can Actually Use
Every month your board receives the package homeowner associations need: balance sheet by fund, budget-versus-actual with variances, assessment aging, and reconciliation reports. Annual meeting coming up? Your books are presentation-ready instead of a scramble. Budget season? Prior-year actuals are clean, categorized, and comparable.
Vendor Bills, Paid on Documented Approval
Landscaping, pool service, insurance, utilities, repairs — association money deserves a paper trail. Our accounts payable support records every vendor bill, matches it to board-approved spending, and keeps 1099-ready vendor records (1099 filing available at year-end).
What HOA Accounting Costs
Association-specialist firms typically price by door or by custom quote (see our review of HOA Accounting Services, LLC, the best-known specialist). Maxim Liberty prices hours-based at $15/hour — small self-managed associations typically land between $75 and $300 per month, larger communities scale with transaction volume rather than unit count. Behind from a treasurer transition or manager changeover? Catch-up bookkeeping is included in every plan. And with a 100% money-back guarantee on your first deposit, your board can evaluate the work on your association’s real books with little to no risk. See full pricing.
Talk to Us About Your Association’s Books
Frequently Asked Questions
Do you work with self-managed HOAs?
Yes — self-managed associations are a core fit. The board keeps control and signing authority; we handle the monthly bookkeeping, reconciliations, and reporting that volunteer treasurers rarely have time to keep current.
Can you work alongside our community management company?
Yes. We can serve as the accounting layer behind your manager or as an independent set of books the board controls directly — many boards value that separation.
Do you track reserve funds separately?
Yes — operating and reserve funds are kept separate in the books, each reconciled monthly, with reserve contributions tracked against your funding plan. We coordinate with your reserve study provider and CPA.
What software do you use for HOA accounting?
Yours. We work in QuickBooks, AppFolio, Buildium, and other platforms your association or manager already uses — you always own your data.
How much do HOA accounting services cost?
At our $15/hour rate, small self-managed associations typically run $75–$300/month depending on activity; larger communities are quoted from actual transaction volume. Every engagement carries a 100% money-back guarantee on your first deposit.
Related Resources
Give Your Board Books It Can Stand Behind
Separated funds, per-owner assessment records, and board-ready reports — from $75/month with a money-back guarantee on your first deposit.