For our association's board
Every payment checked against the board's approval
HOA Financial Management is a private tool our homeowners association's board uses to watch the association's bank accounts. It checks every payment that leaves the association's accounts and flags any the board didn't approve first.
How it works
The association's rule is simple: spending needs the board's approval first, and invoices go to the board before they are paid. The tool checks that this happened for every payment.
- The board approves the spendby vote or in the minutes, before any work is ordered.
- The invoice goes to the boardso the amount can be checked against what was approved.
- The payment posts at the bankand the tool checks it for a board approval as soon as the bank reports it.
A payment is flagged for the treasurer if no approved invoice is linked to it and no standing budget approval covers it, if it looks like a duplicate, goes to a payee that isn't on the approved list, or goes to a business related to a board member. Once invoices are recorded in the tool, it also checks that the board saw the invoice before it was paid and that the amount stayed within what was approved.
| Posted | Payee | Amount | Check |
|---|---|---|---|
| 2026-03-12 | Landscaping contractor Approved 2026-03-04 ยท invoice to board 2026-03-08 |
$1,200.00 | Approved |
| 2026-03-19 | Landscaping contractor Same payee and amount one week later |
$1,200.00 | Possible duplicate |
| 2026-03-21 | Pool equipment supplier No board approval found |
$3,450.00 | No prior approval |
Illustration only; these are not real transactions.
What it uses, and what it never does
Reads
- The association's bank transactions, through Plaid, with read-only access.
- The names, types and last four digits of the association's accounts.
- The board's email, read-only, to find the approvals and invoices behind each payment.
Never
- Moves money or makes payments.
- Sees or stores bank passwords. Plaid handles the bank sign-in.
- Sells data, shares it with advertisers, or uses it for marketing.
Who uses it
Only the association's board members. The tool is not open to the public, and homeowners do not sign up or connect their own accounts. The only bank accounts connected are the association's own.
The privacy and security page explains what is stored, where, and for how long.
Contact
Questions about the tool or how the association's data is handled:
jessemoehling@gmail.com