Dues
Configure dues, generate collection periods, record payments, manage late balances, close periods, issue receipts, and enable online payment.
Overview
The Dues module manages collection cycles and individual homeowner payment records. A dues period creates one payment record for each active homeowner. The board then tracks paid, pending, late, waived, and refunded payments.
Treasurer-level access is required for most write actions, including generating periods, marking payments paid or late, waiving payments, closing periods, reopening periods, and refunding online payments.
Required Setup
Before using dues tracking:
- Add active homeowners.
- Open Settings -> Dues Configuration.
- Set dues amount, frequency, and due day.
- Generate a dues period from Dues or enable auto-generation.
The due day is capped at 28 to avoid invalid dates in shorter months.
Dues Periods
A dues period represents one billing cycle. It stores:
- Period key
- Due date
- Generated date
- Status
- Total billed
- Total collected
- Closed date when closed
Period status is either open or closed. Closed periods can be reopened by a treasurer.
Generating a Period
When a treasurer generates a period:
- SyncHOA previews active homeowners and the due date.
- The system checks whether that period already exists.
- One payment is created for each active homeowner.
- Total billed is calculated from the configured amount.
- The action is logged to the audit trail.
The suggested next period is based on the latest period and the configured frequency.
Payment Statuses
| Status | Meaning |
|---|---|
| Pending | Payment is outstanding |
| Late | Payment is overdue |
| Paid | Payment has been recorded or confirmed online |
| Waived | Payment was waived by the board |
| Refunded | Online payment was refunded |
The dues dashboard separates pending and late balances and highlights offline residents with outstanding dues for mailed statements.
Recording Payments
Treasurers can mark payments paid with a method:
- Cash
- Check
- Online
- Other
When marking paid:
- Payment status changes to paid.
- Paid date is saved.
- Receipt number is generated.
- A transaction is added to Financials as dues income.
- The dues period total collected is increased.
- The homeowner may return to active if no late payments remain.
- Board payment received notifications are created.
- The audit trail records the change.
For check payments, the board can store check number and front/back check photos.
Bulk Mark Paid
Bulk mark paid is a quick collection workflow. It:
- Marks selected non-paid, non-waived payments as paid.
- Generates receipt numbers.
- Adds one transaction per payment.
- Updates period collection totals.
- Rechecks homeowner delinquency status.
- Logs a bulk action.
Bulk mark paid does not capture payment method or check images.
Late and Delinquent Payments
Treasurers can manually mark a payment late. Automation can also mark pending payments late after due date when enabled.
When a payment is marked late:
- The dues payment status becomes late.
- The homeowner status becomes delinquent.
- The action is audited.
Late payments feed dashboard attention items, aging buckets, delinquency reports, and board digest notifications.
Waiving Payments
Treasurers can waive a pending or late payment. Paid and already-waived payments cannot be waived.
Waiving logs the previous status and removes the payment from outstanding collection work.
Closing a Period
Open periods include a closeout checklist. To close a period:
- Review pending and late counts.
- Confirm the collection balance.
- Override pending payments only when intentionally closing with unresolved pending balances.
- Close the period.
The close action logs collection percentage, pending/late counts, total collected, total billed, override use, and who closed it.
Online Payments and Refunds
Residents can pay online only when Stripe Connect is active for the community. Online payments update dues records through Stripe confirmation.
Treasurers can refund online payments when:
- The payment is paid.
- The payment has a Stripe charge ID.
- The community has a Stripe Connect account.
Refunding through SyncHOA:
- Creates a Stripe refund on the connected account.
- Changes status to refunded.
- Decreases the period collected total.
- Adds a Financials expense transaction.
- Logs the refund.
Cash or check refunds must be recorded manually in Financials.
Reports and Receipts
Dues workflows connect to:
- Dues collection PDF report
- Delinquency and aging PDF report
- Resident statements
- Individual homeowner statements
- Payment receipts
- Offline-only mailed statements
- CSV dues export
Paid records expose receipt PDFs to both board and resident users.