Bookkeeping for HOA management companies
An HOA management firm lives on many small contracts: each association pays a fee, vendors bill through the manager and staff time spreads across the portfolio. The firm's own books must show which contracts actually pay for the attention they consume, while association money stays clearly separated. Mispar keeps the management company's ledger clean per client. Plans start at $229/mo.
Best for: Community association managers with a portfolio of HOAs or condos, from a handful of associations to a growing roster, who need per-contract profitability and clean operating books.
Per client
Contracts
Separated
Vendor pass-throughs
Allocated
Staffing
Current
Receivables
How Mispar keeps your management company books clean
Industry-specific accounts and categorization, with the reporting scope agreed before work starts.
Management fees per association
Record each association's contracted fee and reconcile it to payments received, so no client's account quietly falls behind.
Vendor invoice pass-throughs
Keep vendor bills paid on behalf of associations on distinct lines, so reimbursed costs never inflate your revenue or hide your margin.
Staffing and payroll allocation
Track payroll and allocate staff cost across the portfolio under the agreed method, so large or demanding accounts show their true cost to serve.
Separation from association funds
Maintain a clean wall between the management company's operating accounts and any client funds, with disciplined reconciliation on the operating side.
Software and per-door costs
Record management software, portal and per-unit platform fees on their own lines, so the cost of the portfolio's tooling is visible as it scales.
Contract extras and project fees
Track billable extras like resale certificates, project oversight and meeting attendance per contract, so additional work becomes additional revenue instead of absorbed time.
A simple, predictable process
From kickoff to your first clean close, here is exactly what happens.
Review your current records
We start from management agreements, bank feeds, payroll reports and your existing billing records.
Map the chart of accounts
Fee income, pass-throughs and staffing are mapped to an agreed chart of accounts, per client where the contract needs it.
Reconcile fees and vendors monthly
Each association's fee is reconciled to receipts and vendor pass-throughs are matched to reimbursements.
Close the month
Monthly statements with an exceptions list and the per-client reporting agreed for your firm.
Illustrative example
A firm manages eleven associations and suspects two small ones consume a third of staff time. Once payroll is allocated per contract and extras are billed per agreement, the two contracts are repriced at renewal with numbers to support the conversation. This is an illustration of the method, not a customer case or a guarantee.
HOA Management Companies bookkeeping — your questions
How do you keep client funds separate from the company's money?
The management company's operating books are kept strictly apart from any association funds, with their own reconciliation. Our work covers your firm's operating activity: fees, costs and staffing.
Can you show profitability per association contract?
Yes, when fee income, pass-throughs and allocated staff cost are recorded per client. That is usually the point: seeing which contracts carry the portfolio and which drain it.
How are vendor bills paid on behalf of associations handled?
They are recorded as pass-through items on distinct lines and matched to the association's reimbursement, so they never distort your revenue or expenses.
What about extra billable work outside the contract?
Resale documents, project oversight and similar extras are tracked per client as agreed, so the billing review each month catches what was earned.
Does the $229 starting plan cover my firm?
The final plan and scope depend on portfolio size, staffing and accounts. We agree that scope before starting; catch-up work is discussed separately.
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