What does an HOA treasurer need to do every month and quarter?

By OurHOA · General information · Revised November 2, 2026

A monthly and quarterly HOA treasurer checklist: reconciliations, aging report review, bill approvals, reserve transfers, board reports, and yearly tax deadlines.

Part of the HOA board handbook: treasurer and money.

Why a written calendar beats memory

Treasurer work for a small association is not hard. It is recurring, and recurring work slips when a volunteer has a busy month at their real job. A written calendar fixes that and makes the job transferable, which matters when the next treasurer takes over with two weeks' notice. The schedule below assumes monthly dues and a board that meets monthly or every other month. Adjust the dates to your billing cycle and meeting schedule. Where the bylaws or a management contract assign a task to someone else, write that person's name next to it. The state rules quoted here are examples from Texas, Florida and Colorado; your state and your governing documents may add others, and this is general education, not legal advice. The general split of duties between officers is covered in our guide on what an HOA secretary or treasurer does; this article is about the rhythm of the work.

Week one of each month

Download the bank statements for every account as soon as they are available, and reconcile each one. Post any deposits that came in late in the prior month and record bank interest and fees. Review the list of owner payments received and confirm every payment is posted to the right household. Look for failed or returned electronic payments and notify those owners promptly. If the association uses automatic transfers from operating to reserves, confirm the transfer happened and was the budgeted amount. If transfers are manual, make the transfer now so it does not get skipped. In Texas, the order you apply a payment is set by law. Property Code section 209.0063 puts delinquent assessments first, then current assessments, then attorney fees and third-party collection costs tied to assessments, then other attorney fees, then fines, then anything else. The exception is an owner in default on a payment plan: the order no longer applies, but a fine still cannot be paid ahead of other amounts owed. Check how your accounting program applies payments. If it pays the oldest charge first, a March fine can get paid before the April assessment, which the Texas order does not allow.

Week two: receivables and bills

Run the aging report showing who owes what and for how long, usually in 30, 60, 90, and over-90-day columns. Compare it with last month's. For each account newly past 30 days, send the reminder your collection policy calls for. For accounts moving into the later stages, confirm the next step the board has authorized and its date. What an aging report contains and how owners see it is covered in our guide on HOA delinquency and aging reports. Two state rules belong in this step. In Texas, section 209.0064 bars charging an owner for a collection agent's fees unless the association first sent a certified letter listing each delinquent amount and the total needed to bring the account current, describing payment plan options where the association must offer them, and giving at least 45 days to cure. Note the mailing date and the 45th day on the aging report so nothing goes out early. In Colorado, section 38-33.3-401(3.2) asks for collection numbers at each annual registration, including how many owners were six or more calendar months delinquent at any time in the prior 12 months, and how many judgments, payment plans and foreclosure filings there were. A one-line monthly tally beats rebuilding a year of reports the week registration is due. Then handle payables. Match each vendor invoice to a contract or a board approval, confirm the work was done, get the second approval your controls require, and pay. Check for autopay charges that hit the account without an invoice, and question any that look wrong.

Before each board meeting

Prepare a short financial report. For most small associations a single page plus attachments works. Include the cash balance in each account as of month end, total income and expenses for the month and year to date compared with budget, the aging summary without owner names if the packet will be shared widely, bills paid since the last meeting, and any decisions the board needs to make. Attach the reconciliations and bank statements for board members to review. California Civil Code section 5500 lists what a California board must review monthly: reconciliations of the operating and reserve accounts, actual revenues and expenses against budget, the bank statements, an income and expense statement, the check register, the general ledger, and the delinquent assessment report. Other states ask for less, but that list works as a model anywhere. Call out anything unusual in a sentence or two rather than making directors hunt for it.

Every quarter

Compare actual spending with the budget and project the rest of the year. If insurance, landscaping, or utilities are running over, tell the board now rather than in November. Review the reserve balance against the reserve study's funding plan and confirm contributions are on track. Check CD maturity dates and whether funds need to be moved or reinvested under the board's investment policy. Review the vendor list for contracts coming up for renewal in the next six months, and confirm insurance certificates on file for regular vendors are current. Check every payment plan against its terms. Texas associations with more than 14 lots must adopt and record payment plan guidelines under section 209.0062. The minimum term is three months, and the association does not have to offer a plan running more than 18 months from the owner's request, more than one plan in 12 months, or a plan to an owner within two years after they defaulted on an earlier one. Write down each plan's start date and last payment date so you can answer those questions when the same owner asks again.

When a month goes wrong

Some months the routine breaks. The treasurer is traveling, the bank changes its online system, or a large unexpected repair lands. Decide in advance who covers. A backup, often the president or another signer, should know where the calendar lives, be able to log in with their own read-only credentials, and be authorized to approve urgent bills with a second director. If a reconciliation or report slips, say so at the next meeting and give a date it will be done. A short, honest note is better than a report that quietly skips a month and leaves directors assuming everything was checked. If the association falls more than two months behind, ask the board whether a bookkeeper or the CPA should help catch up.

The yearly dates to add

Federal return. Form 1120-H is generally due by the 15th day of the fourth month after the tax year ends, which is April 15 for a calendar-year association. An association whose fiscal year ends June 30 files a month sooner, by the 15th day of the third month. 1099s. For payments made in 2026, Form 1099-NEC is required for vendors paid $2,000 or more for services, up from $600, and the IRS says the amount may be adjusted for inflation starting in 2027. The forms are due January 31, moving to the next business day when that is a weekend, so 2026 forms are due Monday, February 1, 2027. Lawyers catch treasurers out: payments for legal services are reportable even when the firm is a corporation, so get a W-9 from the association's attorney too. Florida. Section 720.303(7) requires the annual financial report within 90 days after the fiscal year ends, unless the bylaws set a date. Revenue sets the level: under $150,000, a report of cash receipts and expenditures; $150,000 to under $300,000, compiled statements; $300,000 to under $500,000, reviewed; $500,000 or more, audited. Owners get a copy, or notice that one is free on request, within 21 days after it is done and no later than 120 days after year end. Colorado. Within 90 days after the fiscal year ends, section 38-33.3-209.4(2) requires the annual disclosure to be available to owners: the budget, assessments by unit type, annual financial statements with reserve amounts, the latest audit or review, the insurance list, governing documents, the prior year's minutes, the governance policies and the most recent reserve study. Registration with the Division of Real Estate under section 38-33.3-401 lasts one year. Let it lapse and the association's right to impose or enforce an assessment lien is suspended until it registers again. Add state corporate annual reports, insurance renewal, the budget calendar and the annual meeting, all on a shared calendar at least two board members can see.

A simple calendar to copy

Days 1 to 7: download statements, reconcile all accounts, post payments (in the statutory order in Texas), confirm reserve transfer. Days 8 to 14: run aging report, send reminders, log 45-day letters, update the Colorado delinquency tally, pay approved invoices. Before each meeting: financial report with reconciliations and statements attached. January, April, July, October: budget versus actual, reserve check, payment plan check, contract and insurance review. January 31 (February 1 in 2027): 1099-NEC forms to vendors and the IRS. Within 90 days of year end: Florida financial report; Colorado annual disclosure. 15th day of the fourth month after year end: Form 1120-H (third month for a June 30 year end). Annually: budget, insurance renewal, Colorado registration, state corporate report, financial review or audit. Check your governing documents and state law for any additional reporting duties or deadlines that apply to your association.

Sources

These guides are general education for HOA boards and residents, not legal, tax, or financial advice. Rules vary by state and by your community's governing documents - check with a professional for your situation.

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