Understanding Your Financial Reports

Eight Reports, Two Groups

Navigate to Reports in the sidebar. You'll find eight reports along the top, and they fall into two groups.

The first three are the everyday reports — plain-language views of where your money went, built for board members and homeowners. The remaining five are the accounting reports — the standard statements your CPA, your bank, or your auditor will ask for by name. You don't need an accounting background to read them, and this article explains each one in plain terms.

The Everyday Reports

Spending Breakdown — where your money goes, grouped by category, for whatever period you pick. Start here when someone asks "what are we actually spending on?" It's also the fastest way to spot a category that's ballooned since last year.
Spending Trends — the same spending plotted over time, with monthly and daily averages. Use it to catch a cost that's creeping up, or to explain a seasonal spike (heating in winter, landscaping in summer) before an owner assumes something's wrong.
Income vs Expense — what came in against what went out. This is the single best answer to "are we living within our means?" and the one to bring to a budget discussion.

The Accounting Reports

Income Statement — also called a profit and loss, or P&L. Revenue and expenses for one month, with a surplus or deficit at the bottom. This is the report a treasurer reads into the minutes each month, and the one your CPA will want when preparing your return.
Balance Sheet — a snapshot of what the association owns and owes as of a date: cash in checking and savings, assessments owed to you, and what's set aside in reserves. Lenders and prospective buyers ask for this one, and it's what a 22.1 disclosure draws on.
Aged Receivables — every unit with an unpaid balance, sorted into how overdue it is: current, 1–30 days, 31–60, 61–90, and 90+. It also shows your collection rate over the trailing twelve months. This is the report to look at before a collections discussion, because it separates "paid a week late" from "hasn't paid since spring."
General Ledger — every transaction for the year, grouped under the account it was posted to. This is the detail behind every other report; when a number on the income statement looks wrong, this is where you find out why. Your accountant will ask for it at year end.
Trial Balance — every account with its ending balance as of December 31 of the selected year, debits and credits side by side. Its job is to prove the books balance. It's the standard starting point for an audit or a year-end close.

Aged Receivables, General Ledger, and Trial Balance depend on invoicing being enabled, since they're built from what you've billed and collected. If you haven't turned on collections yet, those three tabs won't appear. See Setting Up Autopilot Collections.

Which Report Do I Need?

An owner asks where their dues go → Spending Breakdown.
You're preparing next year's budget → Spending Trends and Income vs Expense.
Monthly treasurer's report at a board meeting → Income Statement.
A lender, buyer, or insurer wants your financial position → Balance Sheet.
You're deciding what to do about unpaid assessments → Aged Receivables.
Your CPA is preparing the tax return or closing the year → General Ledger and Trial Balance.

Choosing a Period

The everyday reports share a period selector — this month, the last 3, 6, or 12 months, year to date, last year, all dates, or a custom start and end date. The Income Statement is picked by month, the Balance Sheet by an "as of" date, and the General Ledger and Trial Balance by year. Aged Receivables is always as of today, since an overdue balance is only meaningful right now.

Exporting and Sharing

Every report has an Export button for a CSV you can open in a spreadsheet, and a PDF button that opens a clean, printable version in a new tab. Use the PDF for board packets and owner communications, and the CSV when your accountant wants to work with the numbers directly.

Sharing financial reports regularly — even just the Income Statement and Spending Breakdown each month — is one of the cheapest ways to build trust with your community. It also feeds directly into the Financial Transparency pillar of your Building Score.

Reports Are Only as Good as Your Categories

Every one of these reports is built from your transactions. Uncategorized transactions land in a catch-all and make the breakdowns less useful, so if a report looks thin or wrong, categorization is almost always the reason. See Categorizing Transactions.