Collections and liens
A balance is easy. Proving it is harder.
Before a board acts on a debt, it needs proof: the charge was authorized, notice was delivered, the wait was served.
Sign in as the treasurer and open Collections.
- Provable today: 2 of 8
- 1 missing: the assessment cites no board vote
- Ready to lien
Figures from the sample community in the demo.
The readiness check
Five questions it asks before you do
For each owing account, pick the step (placing a lien, recording it, or referring to an attorney) and see what's unproven.
It will tell a board it isn't ready. That's the useful direction to be wrong in.
One account, before and after
4 missingProvable
Was the charge authorized?
Every charge cites the board action behind it.
Do your documents grant the right?
The recorded declaration and the article that authorizes each charge.
Was notice delivered, and where?
Method, address and what came back, recorded with the notice.
Was the cure period served?
The period you set is checked before a case moves on.
Is it still collectable?
The limitations clock runs from each charge's own due date.
The evidence ledger
Recorded as it happens, never rewritten
Evidence can't be edited or deleted. A mistake gets a reversing entry, and the original stays visible.
One row per charge.
Limitations run against a charge, not an account, so each charge keeps its own due date.
Payments name their charges.
The record shows which charges each payment cleared.
Delivery files itself.
Send certified mail from the console, and the method, address and tracking land on the account.
Honest about mail.
Ordinary mail proves mailing, not receipt, and the record says so.
Write-offs by vote.
Dated, append-only, with the board's reason attached.
The whole path
From first charge to released lien
- 1
Charge.
Dues, assessment or fine, citing the board action that authorized it.
- 2
Late fee.
Once per overdue item after the grace period. Never during an active plan.
Optional - 3
Warning letter.
From a template, numbered, delivery recorded.
- 4
Privileges paused.
Amenities and voting, after your threshold and warning. Paying and documents never are.
Optional - 5
Payment plan.
The owner requests it in the portal. Approval can lift a suspension, if your policy says so.
- 6
Readiness check.
"Provable", or exactly what's missing.
- 7
Lien register.
Record the filing and, once paid, the release. Title companies will ask.
A worked example
An owner is 90 days behind
Three quarters of dues unpaid, no answer to letters, and the board is asking about a lien.
Open the account in Collections.
Missing legal description?
Paste it from the deed.
Missing board action?
Record the motion that levied the dues.
Missing delivery?
Issue the notice and record how it went.
The badge turns Provable
Move to "Lien eligible".
The case moves only when the database agrees every precondition is met. Otherwise nothing changes.
The owner's side
Firm, without being unfair
Same figures.
The owner sees each charge exactly as the treasurer does.
A plan to ask for.
2 to 12 installments, requested from the portal.
Warning first.
Suspension waits for a recorded warning by default.
Never withheld.
Paying, documents, notices and contacting the board.
What it won't pretend to do
- It gives no legal advice and files nothing at the county.
- It doesn't know your state's statute. You or your attorney set periods and procedure.
- Suggested starting values are labeled. Your governing documents govern.
- When your attorney asks what happened, download the household's communication record as a PDF.
FAQ