Texas HOA records and accounting checklist for boards.

This page is not a substitute for an attorney. Texas HOA law is detailed, and your association's declaration, bylaws, rules, and collection policy may add requirements. The accounting takeaway is simpler: when the books and supporting records are organized, the board is in a much better position to respond to owner questions, resale requests, audits, and collection decisions.

1. Keep core financial records board-ready

• Monthly financial statements and board packets.
• Bank statements and bank reconciliations for each account.
• General ledger detail and chart of accounts.
• Budget, budget amendments, and budget-to-actual reports.
• Reserve balances, transfers, and approved reserve expenses.
• Vendor invoices, contracts, W-9s, and payment approvals.

2. Keep owner ledgers traceable

Owner balances drive notices, resale certificates, payment plans, late fees, and attorney referrals. Every balance should be traceable to charges, payments, credits, adjustments, and board-approved policies.

• Show assessments, special assessments, fines, fees, payments, credits, and write-offs separately.
• Keep adjustment notes when a balance is changed manually.
• Preserve payment-plan approvals and attorney or collection handoff history.
• Review aging before issuing notices or resale information.

3. Tie board approvals to money movement

Accounting records should connect board action to financial activity. If the board approved a repair, transfer, collection action, budget change, or special assessment, the supporting minutes or written approval should be easy to find.

4. Prepare for resale and owner record requests

Resale and owner requests become stressful when records are scattered. Keep governing documents, budgets, insurance certificates, meeting minutes, financial reports, owner account balances, and transfer-related documents organized in the platform or document system.

5. Separate operations from legal decisions

Common Ledger can keep accounting records organized, but the board and counsel should decide legal interpretations, notice requirements, collection authority, foreclosure authority, open-meeting requirements, and document-access obligations.