accounting Services

Accounts Receivable / Client Master List

GPI maintains the customer master list on a daily basis using information from unit owners or a copy of the deed, which is supplied by the title company handling sale transactions. The master list includes name, property address, mailing address, phone number, renters and renters phone numbers (where applicable). The customer master list may be printed for view or use in either numeric or alphabetic order.

GPI offers A/R information to board members over the internet via our secured Association Management site. Along with queries on individual homeowners, board members can view and print reports including prepaid/past due, aging and customer master.

GPI can provide to the Association, upon request, a set of customer labels run in numeric or alpha sequence for use in mailings.

GPI provides a delinquent aging report with each monthly financial. This report includes the owners name, the amount due and time frame the balance has been delinquent.

GPI mails coupon booklets to owners to use in making maintenance fee payments. Owners mail their payments to an independent lock-box company. Everyday, the lock-box company electronically transmits all deposits received that day and all customer accounts are updated. A report is printed to show owners account number, amount paid and date received. In the event a payment is mailed to GPI without a coupon, or if checks are received for payment of non-maintenance fee items, GPI will prepare a deposit for "bank-by-mail" and photo copy checks for posting in-house.

GPI follows the collection policy of the Association, which normally includes a reminder notice, followed by a 10 day certified demand letter produced by GPI. At the expiration of 10 days, GPI refers the account to the Association's attorney for collection. The attorney mails a 10-day demand letter including attorney fees and interest and sends a copy to GPI. GPI then adds the delinquent amount of attorney late feest per the letter to the delinquent owner's account. At the expiration of the allowed grace period, the attorney consults with GPI/Association to determine which accounts will have a lien filed. The Associations attorney prepares the lien and a copy is given to GPI. GPI then adds to the delinquent account the most current late charges and attorney fees per the lien. GPI will assist homeowners in explaining assessments and billings. GPI will receive calls concerning account balances, title company sales, attorney information, vendor's questions and the like.