PayHOA accounting & virtual administration
Common Ledger keeps the books, closes the month, prepares board-ready packets, and supports day-to-day admin for HOAs, condos, and POAs. PayHOA is your system of record; we are the operator-led finance team that keeps it clean. AppFolio support available too.
We work inside PayHOA every day — and AppFolio, Buildium & QuickBooks too
Third-party logos and product names are property of their respective owners and are shown only to identify platforms Common Ledger supports. Common Ledger is independent and is not affiliated with, sponsored by, or endorsed by PayHOA, AppFolio, Buildium, or QuickBooks.
The association accounting gap
PayHOA gives boards a strong operating system. What many communities still need is a steady finance and admin team to close the month, prepare the packet, follow up on aging balances, answer owner questions, and keep the handoff clean when volunteers change.
What we handle
Most outsourcers stop at bookkeeping. We also run the day‑to‑day administration — the full back office a self‑managed community needs, delivered right inside PayHOA.
The numbers, closed and board‑ready every month.
Coded transactions, tied accounts, and a 3‑way reconciliation on file every period.
Owner ledgers, recurring assessment billing, payment posting, and aging you can trust.
Vendor invoices entered, routed for board approval, and paid on schedule.
Balance sheet, income statement, and budget‑vs‑actual formatted for the meeting packet.
Funding tracked against the reserve study, plus annual budgets and ratification packets.
Audit and review support, vendor 1099s, and rebuilding books that fell behind.
The day‑to‑day office work — handled remotely, so your board doesn't have to.
Email, text, and portal messages sent and answered through PayHOA, on the association's behalf.
Notices issued, fines logged, and the enforcement trail kept clean and consistent.
Architectural and maintenance requests intaken, routed to vendors, and tracked to close.
Welcome packets, autopay setup, owner data, and estoppel/resale document handling.
Governing docs, minutes, and notices organized and published to the owner portal.
Agendas, packets, mailings, and the prep work that makes meetings run on time.
Platform expertise
Highland Management runs on PayHOA. Northland Group runs on AppFolio. We hit the same edge cases, exports, and reconciliations your team does — daily — which is why onboarding is fast and nothing surprises us.
PayHOA is the system of record for many self-managed HOAs, condos, and POAs. Common Ledger is the human operating layer around it: the team that keeps the books current, packets ready, owners answered, and board continuity intact.
For larger associations and management companies, we run AppFolio's accounting backbone, board approvals, and reporting to their full depth — Northland Group operates on it every day.
If your association runs on something else, we'll meet you there — no migration required to get started.
Who we work with
Volunteer treasurers who want professional books without hiring staff.
PM firms that want to scale doors without scaling their accounting payroll.
Associations with reserves, special assessments, and audit requirements.
Boards changing managers or platforms who need the books rebuilt right.
How it works
A free 30‑minute review of your association, platform, and current state of the books.
We assess your ledger and set up secure, limited access — never withdrawal authority.
We reconcile, fix, and standardize so we start from a clean, defensible baseline.
Each period we code, reconcile, and produce your board‑ready statement packet.
Budgets, year‑end, audits, and a responsive contact your treasurer can actually reach.
No long‑term contract. Cancel anytime with 30 days' notice.
Why boards trust us
We're not a generic bookkeeping shop that learned associations on the side. We run two of them. That means we treat association funds with the same controls, separation, and documentation your board is legally obligated to maintain.
Contact us →Pricing
Every accounting engagement is scoped around the work your board needs: bookkeeping, reconciliation, owner ledger upkeep, assessment posting, AR aging, delinquency tracking, AP coordination, reserve accounting, and board-ready financial statements.
Virtual support add-on
Add the specific admin support your board needs, starting at $75/month. These are modular service areas, not a forced good-better-best package.
PayHOA transition offer: for qualifying communities that move to Common Ledger and use PayHOA through our service plan, Common Ledger covers the standard PayHOA software cost. Payment processing, postage, optional add-ons, third-party integrations, resale charges, and homeowner-paid fees remain separate where applicable.
Catch-up and cleanup work is quoted separately. Delinquency account administration may be assessed at $25 per homeowner per month where authorized by the association's governing documents and state law. Resale certificate and transfer-related fees are charged to the selling homeowner or buyer, as applicable, and set on a state-by-state basis.
Built by operators
Common Ledger is powered by teams already managing 70+ associations and 2,500+ doors across Texas and the Seattle area. We lead with what boards can verify: controls, reporting rhythm, platform fluency, and clear scope.
Common questions
Get started
Tell us about your association and what you need handled. We'll review the fit and come back with a clear scope and fixed monthly quote - no obligation.
We typically reply within one business day.
Your details are used only to respond to your inquiry. We never sell your information.
