Document 01
Balance sheet & P&L
Operating, reserve, and CD positions. Income vs. expense categories with prior-period comparison. GAAP-formatted, audit-ready.
No - Accounting
CPA-supervised accounting on the platform community associations already run on.
A bookkeeper codes invoices. We run a financial-controls function for your association - daily reconciliation, monthly stoplight risk grading, board packets that read like board packets, and CPA review on every association every month. We operate on a national association-accounting platform used by hundreds of management firms; supervised in-house by Ande Duda CPA.
How a month actually runs
Four checkpoints
Most associations get one financial moment a year - when the audit lands. Our cadence is built around four checkpoints a month, so a board sees the variance as it forms, not after it's compounded into a special assessment.
- DailyBank reconciliation, every business day.
Operating, reserve, and CD accounts reconciled to the bank feed each morning. Anomalies - duplicate entries, miscoded vendor payments, transfers that don't match - are flagged the same day, not the next quarter.
- Mid-monthVariance review against budget.
Each association is reviewed line-by-line against budget halfway through the month. Variances exceeding board-set thresholds generate a written commentary that ships with the board packet.
- Day 28-30CPA review on every association.
Ande Duda, CPA reviews every association before the packet locks. Reserve allocations, fund segregation, and any account showing yellow or red status get an explicit sign-off before the report goes out.
- Day 1-3Board packet delivered.
Balance sheet, P&L, budget-to-actual, AR aging, reserve summary, variance commentary, stoplight grading - board-ready, not raw QuickBooks exports. In owners' inboxes by the third business day of the new month.
Stoplight risk grading
A board doesn't need 47 pages of financials. It needs to know
Every monthly packet leads with a stoplight grade across six financial-health metrics. The grade isn't a software trick - it's a CPA-reviewed judgment with documented thresholds. Boards open the packet, see the row of badges, and know immediately where to spend the meeting.
Metric
Current
Status
What this means
Operating cash position
118 days
On track
Above the 90-day target. Healthy buffer for off-cycle vendor payments.
AR aging - 60+ days
2.4%
On track
Below the 5% threshold. Two owner accounts on payment plans.
Reserve funding ratio
62%
Watch
Below 70% target per current reserve study. Recommend allocation review at next budget cycle.
Budget variance - YTD
+4.1%
Watch
Insurance line driving variance. Q1 reforecast underway.
Vendor AP aging
0 over 30
On track
All vendor invoices current. Two contractor 1099s pending year-end.
Special assessment exposure
$0
On track
No assessment under board consideration. Capital plan funded from reserves through 2027.
Sample dashboard. Numbers are illustrative; metric definitions, thresholds, and CPA-review process are real and identical across every Keys-Caldwell client.
What lands in the board's inbox
The monthly packet
The packet ships as a single PDF with the stoplight grade up front, followed by these four documents in order. Boards can read just the grade and the variance commentary in five minutes - or pull any individual document for the AGM book.
Meet your CPA
Most management firms outsource the CPA function. Ours
Ande Duda, CPAAccounting Principal
Most management firms outsource the CPA function - a year-end engagement with a regional accounting firm that touches the books once. We run it differently. Ande Duda is the staff Certified Public Accountant for Keys-Caldwell, reviewing every association's financials every month before the board packet ships, supervising reserve fund segregation, and signing off on year-end audit prep. Boards get monthly CPA-level oversight, not a one-time audit reaction.
- Monthly CPA review on every active client
- Reserve fund accounting per FS 718 segregation rules
- Year-end audit preparation & 1099 / tax-form coordination
- GAAP financial statement preparation
- Special-assessment accounting & owner-allocation tracking
- Annual budget review & multi-year financial modeling
What's included
Eight specific deliverables
There is no "silver / gold / platinum" tier on the accounting service. Below is what every Keys-Caldwell association receives as part of the standard management agreement.
- 01Daily bank reconciliation
Operating, reserve, and CD accounts reconciled to the bank feed each business day. Anomalies flagged the same day, not the next quarter.
- 02Monthly board financial packet
Balance sheet, P&L, budget-to-actual, AR aging, reserve summary, variance commentary - delivered by the third business day of the new month.
- 03Stoplight risk grading
Six-metric financial-health grade with documented thresholds, reviewed and signed off by Ande Duda CPA before the packet ships.
- 04AR & collections workflow
Owner accounts aged 30/60/90+ with payment-plan flags. Coordinated escalation to association attorney for pre-collections per board policy.
- 05AP & vendor payment processing
Coded, approved, and paid on the board's calendar. 1099 tracking through the year, not at the December scramble.
- 06Reserve fund accounting
FS 718-compliant fund segregation. Allocation tracking against the current reserve schedule. Component-level reporting for capital projects.
- 07Annual budget development
Multi-year forecast modeled against current reserve position. Budget presented to the board with line-item rationale, not a copy-paste of last year.
- 08Year-end audit preparation
Audit binder assembled, supporting documentation organized, third-party CPA engagement coordinated. Boards walk into the audit prepared, not surprised.
Platform & controls
Enterprise-grade infrastructure.
National accounting platform
Books of record
We operate on a national association-accounting platform used by community associations and management firms. Daily reconciliation, fund accounting, audit trails, role-based reporting. SOC 2 Type II infrastructure.
Vantaca
Owner-facing portal & ARC
Owner payments, maintenance requests, ARC application workflow, document library. Integrated with the books of record so the treasurer's report and the owner's portal show the same numbers.
SOC 2 Type II
Security & compliance
Encryption at rest and in transit, role-based access, audit logging, cyber-liability insurance carried by the firm. Independent annual SOC 2 Type II attestation on the underlying platforms.
Frequently asked
Questions treasurers ask before signing the engagement.
These come up on almost every intake call. If yours isn't here, send a note - we'd rather answer the real one than the obvious one.
Ande Duda, CPA is a Keys-Caldwell employee - not an outside firm we engage at year-end. He reviews every active client's financials every month before the board packet ships, supervises reserve fund segregation, and signs off on year-end audit prep.
The annual independent audit is still performed by a third-party CPA firm, as Florida statute and most governing documents require. Our in-house CPA's job is the other 11 months of the year - when most boards have no CPA-level oversight at all.
We run our books on a national association-accounting platform used by community associations and management firms across the country. We're an operator on the platform, not a software vendor reselling it. The platform gives us enterprise-grade fund accounting, audit trails, and SOC 2 Type II infrastructure that a regional management firm couldn't reasonably build on its own. Our value-add is the people running it: licensed managers, a staff CPA, and decades of association-specific practice.
Cleanly. Our staff CPA prepares the audit binder, organizes the supporting documentation, and runs point with your engaged audit firm. Boards report this is the year-end transition that surprised them most - the audit goes from a four-week scramble to a structured handoff. We don't compete with your independent auditor; we make their job easier and faster.
Reserve funds are segregated from operating funds at the bank-account level, accounted for separately on the balance sheet, and allocated against the current reserve study schedule on a documented monthly cadence. Component-level reporting means the board can see - at any moment - how much is in the roof reserve, how much is in concrete restoration, how much is allocated for the seawall. Pooling vs. straight-line methodology is selected per association, documented, and reviewed annually.
Stoplight risk grade up front, then balance sheet, P&L, budget-to-actual variance with written commentary, AR aging by owner, reserve summary, and a one-page CPA review note. Delivered as a single PDF by the third business day of the new month. The four artifact previews on this page show what each document looks like.
As a separate fund with documented owner-by-owner allocation, payment tracking, and reporting back to the board on collection status. Boards see what's been billed, what's been collected, and what's outstanding by owner. Year-end reconciliation closes the assessment cleanly and rolls any unspent funds into the project's actual close-out, not into operating cash.
See what your packet should look like
Send us your last three monthly financials. We'll show you what the same period would look like on our platform - at no charge.
It's a 30-minute review, not a sales pitch. Boards leave with a clearer picture of what monthly financial reporting should look like - whether that's with us or someone else.