For HOAs and condominium associations · Coming next
Books, filings, and reports for your HOA.
Coming next
OpenBooks keeps your association’s books current, compliant, and public — so owners can see the operating and reserve funds are where they should be, period after period.
What OpenBooks will own for an HOA
- Operating and reserve funds kept distinct
- Reserve contributions tracked against the study
- Annual budget and reserve disclosure drafted
- Financial Record kept current for owners
The compliance and finance work every HOA already pays for.
Associations already pay for the recurring bookkeeping, the reserve tracking, and the annual disclosure to owners — whether through a management company, an outside accountant, or the treasurer’s own hours. OpenBooks becomes that specialist.
What the specialist does today
- Categorize dues, assessments, and vendor payments
- Track reserve funding against the reserve study
- Draft the annual budget for board adoption
- Prepare the reserve disclosure to owners
- Keep the ledger current between board meetings
- Fix classification and posting mistakes
With OpenBooks
OpenBooks owns all of the above.
The board adopts the budget, and the reserve specialist owns the study.
What OpenBooks will own for an HOA.
The bookkeeper’s job, held by one teammate, across every reporting period. Drafted as the Ownership Contract before the wedge goes live.
Draft — not yet live.
- Fund accountingOperating and reserve balances kept distinct, so nothing is spent out of the wrong fund.
- Reserve trackingReserve contributions and expenditures tracked against the reserve study’s replacement schedule.
- Annual budget draftThe budget drafted from the record and handed to the board ready for adoption.
- Reserve disclosureThe HRS §514B-148 disclosure to owners drafted from the same underlying entries.
- Vendor paymentsEvery vendor invoice classified, matched, and recorded — with the reason it was coded that way.
- Financial RecordOne current, verifiable record for the association — the byproduct of the work being done right.
Where the work happens today. HOAs are not the live wedge yet. The list above is the Ownership Contract we would sign; the concierge team holds the work at first while the software takes over more of each cycle. Nothing here claims a form is filed automatically — a person adopts the budget, a person signs the reserve disclosure, and the reserve study itself is owned by a reserve specialist.
How OpenBooks will work an HOA fiscal year.
The four acts a bookkeeper runs, done between board meetings rather than at the deadline.
- Act 1 · ConnectPoint it at the associationPoint OpenBooks at the association’s operating and reserve accounts and its reserve study. It maps them once and learns the fund structure the bylaws already require.
- Act 2 · ClassifyBook every entry to the right fundBetween board meetings it books dues, assessments, and vendor payments to the operating or reserve fund, with the reason recorded on each entry.
- Act 3 · DraftAssemble the budget and disclosureAhead of the annual meeting it drafts the budget and the reserve disclosure from the record, ready for the board to review and adopt.
- Act 4 · ApproveThe board adopts and disclosesThe board reviews, adopts the budget, and signs the disclosure. OpenBooks never adopts, never signs, and never moves money.
The Ownership Contract.
A specialist you can hand this to knows exactly where their job ends. So does this one.
OpenBooks owns
- Fund accounting (operating vs reserve)
- Reserve funding tracking
- Annual budget draft
- Reserve disclosure draft
- Vendor payment classification
- Financial Record
OpenBooks does not own
- Adopting the budget
- Setting the reserve study
- Legal judgment
- Moving money
The filings OpenBooks will prepare.
The reporting a Hawaii association actually faces. OpenBooks drafts the disclosure from a verifiable record; the board reviews and adopts.
- Association owners (HRS §514B-148)annual
Annual budget & funded-reserve disclosure to owners
Reserve funding on a study basis: fund at least 50% of estimated replacement reserves, or 100% under a 30-year cash-flow plan; reserve study every 3 years.
HRS §514B-148
- Hawaii DCCAannual
Annual association registration
Registration is separate from the financial disclosure; not a financial form.
HOAs are the next wedge — get on the short list.
HOAs and condominium associations are on the ownership roadmap right after the campaign wedge. Get on the list now and OpenBooks will start with the association whose reserve schedule and board cadence are the tightest fit for the concierge team’s first-month load.