HOA Treasurer Report Template: What to Include Each Month (Free Spreadsheet)

A treasurer report is one month of your HOA's money on one or two pages. It tells the board where the money stands, built from the month's bank statements. It answers four questions:

• Cash: how much do we have?
• Budget: are we on track?
• Delinquencies: who owes us money?
• Reserves: how much is set aside?

It does that in six short sections: cash balances by account, income versus budget, expenses versus budget, delinquencies, the reserve fund, and notable items that need the board's attention.

A treasurer report doesn't need a meeting to be read. That's why it still matters on a board that rarely meets. The management company Associa says financial reports "are prepared monthly, typically in the middle of the following month." Without a manager, "a finance committee or the board treasurer may prepare" them (Associa, HOA Financial Reports). A monthly report emailed to the board does its job whether or not a meeting follows.

Who reads the treasurer report, and why does it matter?

The other board members read it. In many associations, owners can ask for it later. For a lot of small boards, the treasurer report is the only regular check that anyone besides the treasurer has looked at the money.

That covers a lot of people. The Foundation for Community Association Research estimates 78.1 million Americans live in about 373,000 community associations (CAI Foundation, Statistical Review, Fact Book 2025). In the smallest ones, the treasurer is usually a volunteer neighbor.

What should an HOA treasurer report include?

1. Cash balances by account. For each account (operating checking, reserve savings), list:

• Beginning balance
• Deposits
• Withdrawals
• Ending balance

Next to it, put the ending balance printed on the bank statement. The two should match. If they don't, that's the first thing to fix.

2. Income versus budget. Each income category (regular dues, special assessments, interest, late fees) with four numbers: the annual budget, the budget to date, this month's actual and the year-to-date actual.

3. Expenses versus budget. The same columns for each expense category, including the reserve contribution if you transfer it monthly.

4. Delinquencies. Each unit that owes money, grouped by how long it's been past due: 1–30, 31–60, 61–90 and 90+ days. Add a status note (reminder sent, payment plan, referred to the attorney).

5. Reserve fund. Beginning balance, contributions, interest, any reserve spending, and the ending balance. Have a reserve study? Compare the balance to its recommended figure.

6. Notable items. Anything the board should know or decide: a large repair, an insurance renewal, a vendor change, a question about an owner's account.

How do you build the report each month from bank statements?

1. Download every account's statement as soon as the month closes.
2. Reconcile first. Starting balance plus deposits minus withdrawals should equal the statement's ending balance. Find any gap before you go further.
3. Categorize each transaction: dues, interest, insurance, landscaping, and so on.
4. Update year to date by adding this month to last month's totals.
5. Compare to the budget. The simple "budget to date" is the annual budget times the months elapsed, divided by 12. Once-a-year bills, like an insurance premium paid in January, will look over budget early in the year. Say so in a note, not by changing the math.
6. Age the receivables from your dues records: who owes what, and since when.
7. Write the notable items last, once you've seen the whole month.

A treasurer report closes that visibility gap. A short report that starts with balances reconciled to the bank statement lets every board member see the same numbers the treasurer sees.

What does a sample treasurer report layout look like?

Here is the template's first page, with illustrative numbers for a 10-unit association in March of a January-start fiscal year:

The full template adds:

• The cash-by-account table
• The income section
• The aged delinquency table
• The reserve fund roll-forward
• A notable-items block

Should the treasurer report track tax categories too?

Yes, it helps at year end. Many HOAs file IRS Form 1120-H. An association can choose it only if it meets tests including these (IRS, Instructions for Form 1120-H):

• At least 60% of its gross income must be exempt function income.
• At least 90% of its expenditures must go to acquiring, building, managing, maintaining and caring for association property.

Associations that file it are taxed at a flat 30% (32% for timeshare associations) on taxable income.

Exempt function income is mainly owners' dues and assessments. Interest and outside rental income are not. Keep those income lines separate each month, so your tax preparer doesn't have to untangle them in March. Whether your association qualifies, and which form to file, is a question for your tax preparer.

Where GnomeOwner fits

If your board uses GnomeOwner, bank activity comes in one of two ways:

• Upload a statement (CSV, PDF or a photo).
• Connect the bank, on paid plans.

Each transaction arrives with a suggested category, whether it came from bank sync or a statement you uploaded (CSV, PDF or a photo). A dues deposit comes with a suggested match to the unit and the charge it pays. The treasurer confirms or changes each suggestion. The full tour is on the HOA accounting software page.

Once you've confirmed a vendor's category a few times, later charges from that vendor are filed the same way. Those learned rules are listed in the Ledger under Category rules, where you can turn any of them off.

The Financial Report then builds the statements from your confirmed records, in three versions:

• Board: a packet through a month you pick, with cash on hand, delinquencies and budget pace on the cover.
• Annual: for owners.
• Tax: adds the Form 1120-H eligibility tests and an income classification worksheet for your preparer.

The report covers:

• Revenue and expenses
• Budget versus actual
• A balance sheet
• Bank reconciliation status
• Dues and delinquencies aged into 1–30, 31–60, 61–90 and 90+ day buckets
• A reserve fund statement

You can print it or download CSVs, including a delinquency list and a QuickBooks-ready file.

The spreadsheet above does the same job by hand. For a small board, it's a perfectly good way to run the month:

1. Reconcile first.
2. Compare to the budget second.
3. Write the notable items last.