Every other report in this set answers one question well. This one puts them on a single screen — one row per association, every pillar's headline metric, so the owner can run the whole portfolio at a glance and instantly spot the communities that are simultaneously unprofitable, delinquent, underfunded, and at-risk. Those are the contracts to fix or fire first, and until now they could only be found by cross-referencing reports that live in separate systems.
What this report answers
The scorecard answers the owner's running-the-business question: across the entire book, how are we doing on profit, delinquency, retention, and reserves — and which specific communities are dragging on more than one of them? The master table is the heart of it: one row per community with margin, ancillary per door, delinquency rate, and reserve funding rate side by side, conditionally formatted so the worst cells turn red. The composite risk flag and multi-pillar risk flag distill the whole portfolio down to a short list of contracts that need a decision.
The metrics that matter
Portfolio revenue and gross margin rate are the top-line health check. Delinquency rate, retention rate, and reserve funding rate are the three leading indicators of trouble — boards that are stressed on cash, shopping the contract, or under-reserved. At-risk communities is the headline count, and the multi-pillar risk flag is the one to act on first: a community that is unprofitable and delinquent and under-reserved is not a coincidence, it's a contract to renegotiate or resign before it consumes a manager and a quarter.
Why the data is trapped across the systems
This view is impossible to produce from CAM software, and that's the entire point. Profitability requires labor and overhead the software doesn't hold; delinquency lives per association in the receivables ledger; reserve health needs an outside reserve-study figure; retention and at-risk status don't exist as concepts in an operational platform at all. Vantaca, TOPS [ONE], CINC Systems, Enumerate / CiraConnect, AppFolio, Buildium, and Smartwebs each hold one or two of these signals, organized by association, never joined to the others. A single-screen executive scorecard requires pulling from all of them — the reason owners are told to keep a master spreadsheet. This template models that roll-up so every pillar lines up against every community.
How to read it
Sort the master table by composite risk, then scan the red cells across a row — a community red on margin and delinquency and reserves is a structurally bad contract, not a bad month. The multi-pillar-risk card is your decision queue. Use the regional headline charts to see whether a problem is concentrated in one geography or systemic across the book, and treat this page as the index into the deeper reports: a red delinquency cell sends you to the delinquency dashboard, a red margin cell to the profitability dashboard.
The sample on this page uses entirely synthetic, anonymized portfolio data — no real associations, managers, or financials.
Metrics it tracks
| Metric | What it means |
|---|---|
| Portfolio Revenue | Total revenue (management fee plus ancillary) across every community — the top line you run the company on. |
| Portfolio Gross Margin Rate | Gross profit (revenue minus cost to serve) divided by total revenue — blended profitability across the whole portfolio. |
| Portfolio Delinquency Rate | Arrears outstanding divided by assessments billed — rolled-up homeowner delinquency across all associations. |
| Gross Revenue Retention Rate | Retained contract revenue divided by beginning-of-period contract revenue — portfolio contract-revenue retention. |
| Reserve Funding Rate | Reserve balance divided by recommended reserve — portfolio-wide reserve health against the reserve-study target. |
| At-Risk Communities | Count of communities flagged on any pillar — unprofitable, delinquency over 8%, underfunded, or at-risk. |
Used by: Management-company owners and presidents
Frequently asked questions
What is a composite risk flag?
It marks any community that trips at least one pillar warning — running unprofitable, delinquency above roughly 8%, reserves under about 60% of the study target, or otherwise flagged at-risk. The multi-pillar version marks communities tripping two or more at once, which are the contracts most worth renegotiating or resigning because the problems compound.
How is this different from the individual pillar reports?
The pillar reports go deep on one question — profitability, delinquency, capacity, retention. This scorecard goes wide: one row per community with every pillar's headline metric side by side, so you can spot the communities that are failing on several fronts at once. It's the index; the pillar reports are the detail you drill into.
Does this use real portfolio data?
No. The sample is entirely synthetic and anonymized across all pillars. To build your own, you'd combine revenue, cost, delinquency, reserves, and contract status 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 →