The delinquency report tells you how much is past due; this one tells you how well you're getting it back and whether the associations behind it are financially sound. Collections is real labor — notices, payment plans, demand letters, legal referrals — and reserve health is the leading indicator of which boards will be stressed, demanding, and at risk of churning. This template tracks the recovery engine and reserve funding side by side, because reserve-poor associations generate disproportionate collections work and disproportionate churn.
What this report answers
The performance page answers the collections question: of the dollars we escalated, how much did we recover, how many notices and plans did it take, and how much did we write off? The cash-flow page answers the health question: which associations are funded against their reserve study and which are dangerously short? Underfunded associations are the ones that defer maintenance, fight over special assessments, and eventually blame the management company — so seeing recovery and reserve health together tells the owner where the next problem is coming from.
The metrics that matter
Recovery rate is the headline operational metric — how much of what entered collections actually came back. Write-offs are the leakage on the other side, the balances you've conceded. Reserve funding rate is the strategic signal: an association funded well below its reserve-study target is one bad roof away from a crisis and a board revolt. Notices sent and active payment plans quantify the collections workload your team is carrying to produce the recovery rate.
Why the data is trapped across the systems
Collections activity lives in the receivables and workflow modules of Vantaca, TOPS [ONE], CINC Systems, or Enumerate / CiraConnect — but again, per association, never summed. Reserve balances live in each association's accounting; the recommended reserve lives in a reserve-study PDF prepared by an outside engineer, usually outside the software entirely. So the funding rate — balance against study target — requires joining a number from the ledger to a number from a document for every association, which nothing in CAM software does automatically. Recovery performance and reserve health, the two things that together predict which boards will churn, sit in entirely separate places. This template brings them onto one screen.
How to read it
Start with recovery rate by region against notices sent — a low recovery rate despite heavy notice volume points to a process or staffing problem in that office. On the cash-flow page, the worst-15 reserve-funding bar is your at-risk list; an association well under its target is a renewal and reputational risk regardless of how current its dues are. Read write-offs as the ceiling on recovery: a rising write-off trend means balances are aging past the point of recovery before your team reaches them.
The sample on this page uses entirely synthetic, anonymized collections and reserve data — no real associations or balances.
Metrics it tracks
| Metric | What it means |
|---|---|
| Total Recovered This Period | Past-due dollars recovered (paid) during the period across the portfolio. |
| Recovery Rate | Arrears recovered divided by arrears entering collections — the share of escalated past-due balances actually collected. |
| Total Write-Offs | Uncollectible balances written off during the period. |
| Active Payment Plans | Units on an active payment plan across communities. |
| Collection Notices Sent | Delinquency notices and demand letters issued across the portfolio this period. |
| Reserve Funding Rate | Reserve balance divided by the reserve-study recommended reserve — how funded association reserves are; low values signal at-risk associations. |
Used by: Operations owners and accounting directors
Frequently asked questions
What is reserve funding rate and why should a management company track it?
Reserve funding rate is an association's reserve balance divided by the reserve-study recommended reserve — how funded it is against what an engineer says it needs for future capital repairs. A management company tracks it because underfunded associations defer maintenance, fight over special assessments, and churn at higher rates, creating disproportionate workload and reputational risk for the firm.
How is recovery rate different from collection rate?
Collection rate (on the delinquency report) is collected divided by billed for the whole assessment base. Recovery rate here is narrower and tougher: of the dollars that already went past due and entered collections, how many did you actually get back. It measures the collections engine specifically, not overall billing health.
Does this use real reserve or collections data?
No. The sample is entirely synthetic and anonymized. To build your own, export collections activity and recoveries per association plus reserve balances and reserve-study targets; we model it into a Power BI report you open in Power BI Desktop.
Build this report on your own data
Clone this HOA management template — describe it and we’ll generate sample data so you can try it free, or upload your own export. You get a fully modeled, branded Power BI project that opens in Power BI Desktop.
Use this as a template →