CountSure - Expert Accounting & Tax Services
Outsourced Accounting & Tax Services for Homeowners Associations (HOA)
Outsourced Accounting & Tax Services for Homeowners Associations (HOA)
You formed your HOA to build a thriving community, not to spend hours reconciling reserve funds and chasing tax deadlines. Countsure handles your bookkeeping, monthly financial reporting, HOA tax filing, budget reporting, and financial management, so your board can focus on what matters most. Expert outsourced HOA accounting at up to 60% less than a local CPA.
Countsure's Accounting, Tax & Financial Services for Homeowners Associations
From daily bookkeeping to annual tax filing, we cover every financial need your HOA has, all under one roof.
- Assessment income tracking and homeowner payment recording
- Monthly bank reconciliation for operating and reserve accounts
- Accounts payable management for vendors and contractors
- QuickBooks and Xero setup, management, and ongoing support
- IRS Form 1120-H and Form 1120 preparation and filing
- Federal and state income tax returns for HOA entities
- Quarterly estimated tax planning and compliance
- Deduction optimization for exempt function income and qualifying expenses
- Monthly operating budget vs. actual variance reports
- Reserve fund cash flow planning and forecasting
- Lender-ready and audit-ready financial packages
- Virtual CFO advisory for community associations
- Year-round audit-ready bookkeeping
- IRS audit support and correspondence handling
- SOC 1 & SOC 2 compliance
- US GAAP-compliant statements for HOA entities
- Operating fund and reserve fund balance sheet reports
- Board-ready and owner-ready financial summaries
- Payroll for HOA managers, maintenance crews, and on-site staff
- W-2 and 1099-NEC filing for employees and contractors
- Multi-state payroll tax compliance
- HOA incorporation and nonprofit or non-exempt entity setup in any US state
- EIN application and entity accounting setup
- Compliance support for large-scale community associations and master HOAs
- Reserve fund adequacy assessment and portfolio valuation
- Financial health benchmarking for refinancing and special assessment planning
- IRS-compliant reporting for HOAs accepting digital payment methods
- Fair market value recording and capital gains tracking
Ready to Simplify Your HOA's Finances?
Who We Serve
We work with all types of homeowner’s associations across the United States, from small single-neighborhood boards to large master-planned community associations.
- Single-Neighborhood HOAs
- Master Community Associations
- Condominium Associations and Co-ops
- Mixed-Use Development Associations
- HOAs Accepting Online or Digital Payments
- HOAs with Multiple Sub-Associations
- Townhome & Planned Unit Development HOAs
- HOAs with On-Site Employees and Management Staff
- Large-Scale Residential Community Associations
- Newly Formed HOAs Setting Up Their Accounting
- Self-Managed HOAs Without a Management Company
Why HOAs Choose Countsure
HOA Accounting Expertise
HOA accounting is a core specialization at Countsure, not a side service. Our team works extensively with Form 1120-H filings, reserve fund accounting, exempt function income rules, and multi-state HOA compliance specifically for US community associations.
Fund-Level Tracking
We maintain precise fund-level accounting across operating, reserve, and restricted funds, giving HOA boards complete visibility into fund allocation, budget performance, and overall financial health year-round.
Tax Optimization for Community Associations
From exempt function income treatment to deductible management expenses, we make sure your HOA files correctly under the most favorable tax election available every year.
Significant Cost Savings
US CPAs charge $150 to $400 per hour. Countsure delivers the same quality at up to 60% less, with no local firm overhead and no full-time hire cost.
Proven Track Record
15+ team members. 100+ satisfied clients. 25,000+ monthly transactions. 98% client retention. 10+ years of combined experience.
Software We Use
HOA and Property Management Platforms
Accounting Platforms
Proven Results. Trusted by HOAs and Community Associations Across the USA
Experienced Team Members
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Satisfied Clients
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Transactions Managed Monthly
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Does This Sound Familiar?
If you are dealing with any of these, you are in the right place.
- No clear picture of whether your operating fund and reserve fund are healthy
- Chasing overdue homeowner assessments with no proper accounts receivable system
- Vendor invoices and contractor bills scattered across board member emails and folders
- Not sure whether to file Form 1120-H or Form 1120, and too worried about getting it wrong
- Many HOAs continue filing the same tax form year after year without realizing that choosing between Form 1120-H and Form 112 could significantly reduce their tax liability and improve overall savings.
- Managing multiple sub-associations with no unified financial picture
- Paying a local CPA $300 per hour and still getting vague answers at every board meeting
- No reserve fund study or budget forecast to support a special assessment or major project
- Paying a maintenance worker as a contractor when the IRS may classify them as an employee
Need Help with HOA Tax Filing and Reserve Fund Accounting?
Let our team handle every return and every report, accurately and on time.
Benefits of Outsourcing Your HOA Accounting to Countsure
- Significantly reduce accounting and tax compliance costs
- Dramatically reduce time your board spends on financial administration
- Get monthly operating and reserve fund reports delivered automatically
- File under the most tax-favorable election every year, Form 1120-H or Form 1120
- Stay IRS-ready all year, not just at tax time
- File confidently across multiple states if your association spans jurisdictions
- Scale your accounting as your community grows, with no extra hiring or overhead
- NDA-protected from day one, with complete data confidentiality for every homeowner
The Role of Technology in HOA Accounting
AI-Powered Community Financial Analytics
We use AI-assisted tools to track budget performance trends, flag unusual expense spikes, and surface opportunities to strengthen your reserve fund, giving your board insights that go beyond a standard monthly report.
Integrated HOA Management Platform Accounting
We connect directly with platforms like AppFolio, CINC Systems, and Enumerate, syncing homeowner payment data, assessment collection, and vendor expense allocation automatically into your accounting system.
Automated Expense Categorization
Every maintenance invoice, utility bill, and contractor payment is automatically categorized by fund and cost center, eliminating manual entry and keeping your books audit-ready throughout the year.
Cloud-Based Financial Access
Through QuickBooks Online and Xero, your board can access complete HOA financials, including operating budgets, reserve fund balances, and outstanding assessments, from anywhere, on any device, at any time.
Our Process - How We Work with HOAs
How We Work with Homeowners Associations (HOA)
01
Discovery & Assessment
We start by understanding your association the number of units, operating and reserve fund structure, governing documents, current accounting setup, most recent reserve study, tax filing history, and the specific financial challenges your board is working through.
02
Customized Setup
We configure your chart of accounts with proper fund segregation (operating, reserves, restricted), set up your reserve fund tracking structure, establish workflows with your HOA management software, and configure payroll or HOA entity formation services if your association is new or transitioning.
03
Seamless Transition
We handle the full handover, migrating historical data, cleaning up prior-year books, and ensuring zero disruption to your board meetings, management company, or homeowner communications.
04
Ongoing Excellence
Your board receives daily transaction processing, weekly cash position updates, monthly budget variance reports, quarterly tax planning reviews, and annual tax filing, with a dedicated contact available whenever you need one.
Managing It Yourselves vs Outsourcing to Countsure
| Managing It Yourselves | Outsourcing to Countsure |
|---|---|
| 8 to 15 hours per month of volunteer board member time on bookkeeping and reconciliation | Zero hours of board member time spent on financial administration |
| High risk of filing the wrong tax form and triggering IRS penalties | Correct tax form filed every year under the most favorable election available |
| Inconsistent or delayed monthly reporting, often dependent on one volunteer treasurer's availability | Monthly reports delivered automatically before every board meeting |
| Hourly CPA rates that can run $200 to $400+ for tax preparation, plus separate bookkeeping costs paid to a bookkeeper or absorbed by board volunteers | Up to 60% less than a US-based CPA |
| Gets harder with every new unit, sub-association, or capital project you add | Scales with your community as units and projects are added with no in-house hiring, training, or system rebuilds required on your end |
| Limited internal controls and higher compliance burden | NDA-protected and US GAAP-compliant |
Hire a Dedicated Accounting Staff Member for Your HOA
Prefer to keep day-to-day control but need someone reliable to handle the numbers? Our dedicated staff model gives your board or management company a qualified offshore specialist at a fraction of US hiring costs, with no recruitment overhead.
Available Roles:
Every staff member works under a strict NDA and integrates directly into your existing board or management company workflow.
Experience the Difference - Get Started with a Dedicated Expert Today
Frequently Asked Questions
For many HOAs, Form 1120-H is the simpler choice – it excludes member assessments (exempt function income) from gross income entirely and applies a flat 30% rate (32% for timeshare associations) only to non-exempt income such as interest, rental income from non-members, and similar non-member receipts.
Exempt function income includes membership dues, assessments, and fees collected from homeowners that are used directly for the acquisition, construction, management, maintenance, or care of association property. Income from sources such as rental of common facilities, interest on reserve fund investments, and late fees is typically classified as non-exempt and subject to federal income tax.
Yes. We establish separate reserve fund accounts, categorize reserve contributions and expenditures correctly, and produce reserve fund balance reports that align with any reserve study your association has commissioned. Proper reserve fund separation is critical for both IRS compliance and homeowner transparency.
HOAs can deduct expenses directly associated with their exempt function activities, including management fees, landscaping, maintenance, utilities for common areas, insurance, and professional fees. We review all deductible expenses carefully to ensure your association does not overpay taxes.
Yes. If your master association or any sub-associations have filed obligations in more than one state, we manage all state income tax returns and compliance requirements across every applicable jurisdiction.
Yes. Every engagement begins with a signed NDA. We use encrypted file transfers, strict internal access controls, and maintain SOC 1 and SOC 2 compliance standards to protect your association’s financial information.
We process payroll for all on-site and administrative staff, handle federal and state tax withholding, file quarterly Form 941 returns, and prepare W-2 and 1099-NEC forms by IRS deadlines. We also review worker classification to reduce misclassification risk for contractors and seasonal maintenance workers.
Yes. We prepare board-ready monthly financial packages that include operating fund and reserve fund statements, budget versus actual variance analysis, and accounts receivable aging for outstanding assessments. Every report is formatted for clarity so board members can present it to homeowners with confidence.
Ready to Maximize Your HOA's Financial Health and Compliance?
Stop relying on overworked board volunteers and stop overpaying a local CPA. Countsure gives your homeowners association a complete outsourced accounting solution that is accurate, IRS-compliant, and up to 60% more affordable. Contact us today for a free consultation.
About CountSure
Countsure is a leading offshore accounting firm serving homeowners associations and community associations across the United States. We specialize in Form 1120-H and Form 1120 filing, reserve fund accounting, operating budget management, multi-state compliance, payroll, and HOA entity setup, combining deep industry expertise with cost-effective offshore delivery.
- Service Areas: Nationwide across the United States
