Renewals are where management-company margin is won or lost, and most firms walk into them blind. The contract entitles you to a certain fee, often with an annual escalator and charges for out-of-scope work — but what you actually bill drifts below that through waived fees, escalators nobody applied, and scope that quietly went uncompensated. This template puts contracted fee, billed fee, and the gap between them side by side, so repricing decisions are made on dollars instead of memory.
What this report answers
The realization page answers two questions at once: how much entitled fee are we capturing, and where is it leaking? The repricing page then turns that into an action list — which contracts are priced below the tier benchmark, and which are simply overdue for an increase because nobody has touched the rate in years. Effective fee per door is the equalizer that makes a 100-door condo and a 700-door HOA directly comparable, exposing the contracts that have fallen far behind the market without anyone noticing.
The metrics that matter
Fee realization rate is the headline — billed divided by contracted. A portfolio realizing well under 100% is leaving real money uncollected, and total fee leakage quantifies it in dollars. Effective fee per door is the benchmark for pricing; the bucket distribution shows how many contracts sit in the under-priced band. Contracts due for repricing is the queue: every contract past its escalation date or below benchmark, ranked so the renewal team knows where to start.
Why the data is trapped across the systems
The contracted fee, any escalator language, and the renewal date live in the management agreement — a PDF in a drive or a field buried in Vantaca, TOPS [ONE], CINC Systems, or Buildium. What you actually billed lives in each association's accounting ledger, separate from every other association. Nothing in CAM software compares the two, because the software's job is to bill and account for one association at a time, not to audit the management company's pricing across the whole book. So leakage and stale pricing accumulate invisibly, and the comparison only happens when someone manually pulls both numbers into a spreadsheet at renewal time. This template makes that comparison standing, across the portfolio.
How to read it
Lead with the leakage bar — the top-15 communities by fee leakage are where uncaptured dollars are concentrated. Read realization by region to see whether the leakage is a process problem in one office or systemic. Then work the repricing page: the months-since-last-increase bar surfaces contracts that have gone years without an escalator, and the effective-fee-per-door buckets flag the ones priced below the rest of the book regardless of when they last changed.
The sample on this page uses entirely synthetic, anonymized contract data — no real agreements, fees, or associations.
Metrics it tracks
| Metric | What it means |
|---|---|
| Total Contracted Annual Fee | Sum of the annual fee your agreements entitle you to bill across all active contracts. |
| Total Billed Fee | The fee you actually billed over the period across all active contracts. |
| Total Fee Leakage | Contracted fee minus billed fee — the dollars left on the table from missed escalators, waived charges, and unbilled scope. |
| Fee Realization Rate | Billed fee divided by contracted fee; anything below 100% is leakage. |
| Contracts Due for Repricing | Count of contracts past their escalation date or priced below the tier benchmark. |
| Effective Fee per Door | Billed fee divided by doors — the realized fee per door, the comparable for benchmarking pricing across communities. |
Used by: Owners and regional directors negotiating renewals and repricing
Frequently asked questions
What is fee realization in HOA management?
Fee realization is the share of the fee your management agreements entitle you to bill that you actually billed. If contracts entitle you to $2M a year but you billed $1.85M after waived charges, skipped escalators, and unbilled scope, your realization rate is about 93% and the missing $150K is leakage. CAM accounting modules bill per association and never surface this gap.
How do I know which contracts to reprice?
Two signals: time and rate. A contract past its escalation date has likely fallen behind inflation, and a contract whose effective fee per door sits in the bottom band is under-priced relative to comparable communities. The template flags both and ranks them, so the renewal team works the biggest opportunities first.
Does this use my real contract data?
Only if you bring it. The sample is entirely synthetic and anonymized. To build your own, you'd export contracted fee, billed fee, doors, and last-increase date per community; 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 →