Dues and assessment administration
Assessment administration works best when an owner can understand the amount charged, the period it covers, and how to question an error. The board needs the same clarity when reviewing unpaid balances.
Lauren Douglas · Kolibri Realty · Bell County
Start with an accurate owner ledger
Before issuing statements, compare the owner roster with the association's records of transfers and mailing addresses. Each account needs the correct assessment schedule, approved charges, payment history, and any documented adjustments. A payment applied to the wrong lot can create a dispute that careful reconciliation would have prevented.
Owners should have a defined route for account questions. Record what they dispute, the supporting documents requested, and who can authorize a correction. Account information belongs in a private exchange, with identity and authority checked before details are released.
Give overdue accounts a documented process
The association's attorney should confirm the collection policy and applicable notice requirements. Texas law addresses assessments and collection procedures, but the steps for a particular association depend on its documents and the governing provisions. An administrative reminder, a payment arrangement, and a legal referral are different actions.
A management proposal should say who prepares routine statements, how account questions reach the board, and when counsel becomes involved. Any arrangement for payment plans, interest, late fees, or collection costs needs the appropriate authority. Avoid improvising a different process for each owner.
- Record the basis for every charge and adjustment.
- Reconcile receipts before treating an account as overdue.
- Track notices and owner responses in the account history.
- Report unresolved balances without sharing private information unnecessarily.
Plan for ownership changes
A sale can involve an account statement, resale documents, credits at closing, and a new mailing address. Decide who confirms the closing information and when the account is updated. Retain a record of what was provided and the date it was accurate.
Bring the current assessment schedule, collection policy, and a summary of unresolved accounts to a consultation with Kolibri. The discussion can then focus on the actual volume of work and the assistance the board needs. The public inquiry form should not include bank details or another owner's account history.
Local information & sources
Checked September 23, 2026. Confirm current requirements for your property with the relevant authority.
Common questions
Can Kolibri set our dues or waive a balance?
Assessment levels and adjustments require the authority established by the association's documents and applicable law. The agreement should identify the approvals needed before administrative changes are made.
Where do I pay my HOA assessment?
Use the payment method confirmed by your association or its authorized manager. If you are unsure, request verified instructions before sending money.
What if I believe my statement is wrong?
Contact the association's designated account contact with the property address, disputed item, and relevant receipt. Avoid sending complete financial account numbers through a general contact form.