Budget, Cash Flow & Governance Reports

These reports live under Accounting > Reports on the left sidebar. Cards only appear when they apply to the selected property, so some reports will not be visible on every property.

Some cards on this page appear only on properties whose plan includes them, and some only on certain property types. If a card is not on your Reports page, that is why.

Budget vs Actual

Who sees it: All property segments (residential condo/HOA, commercial, mixed-use).

The Budget vs Actual report compares what was budgeted for each account against what was actually spent or received, showing the dollar variance and percentage variance side by side. It uses the Budget Matrix layout, which presents accounts in columns across the top and months along the side so you can scan the full year at a glance.

What to look for:

• Every account row off plan carries a labelled chip reading Over Budget or Under Budget, with an icon showing whether that is a good thing or a bad one for that account. A variance bar next to the percentage shows how far off it is, and the row itself is tinted. You do not have to read a colour to know which way a row went.
• Each section carries its own total row, named after the section (for example Total Utilities). There is no single grand total across the whole report, so read the section totals rather than looking for one figure at the bottom.
• Use the month picker at the top to select a single month, a quarter, or year-to-date.

Budget vs Actual does not have a Compare option. Its Budget and Variance columns are part of the report itself. Use the Columns control if you need to hide or show those columns.

The variance colour and sign were corrected. Overspending now reads as a negative figure in red. Underspending now reads as a positive figure with a plus sign, in green. That sign had been reversed: on live data, a property that had overspent by $74,983.76 saw that figure rendered as a positive number, in the colour normally used for good news.

This report now agrees with the Income Statement and with Expense by Account on every account's variance. Before this fix, the same account could read differently depending on which of the three you opened.

PDF export: Exports as a landscape PDF so the full account matrix fits on the page. Each page repeats column headers and the property letterhead.

Caption: Budget Matrix variance layout (S04c), accounts across columns, months down rows, with dollar and percentage variance.

Caption: Landscape monthly Budget vs Actual PDF, with column headers and letterhead repeating on every page.

Reserve Fund Report

Who sees it: Residential condo and HOA properties only.

The Reserve Fund Report shows the opening and closing balances of the property's reserve fund for the selected period, along with contributions received, interest earned, and withdrawals made. It is designed to support the annual reserve fund disclosure requirements common in condo/HOA governance.

Key fields:

• Opening balance: reserve fund balance at the start of the period.
• Contributions: amounts transferred into the reserve during the period.
• Withdrawals: amounts drawn from the reserve for approved capital projects.
• Closing balance: net ending position.

This report card does not appear on commercial or mixed-use properties because those property types do not carry a reserve fund in URBI.

PDF export: Portrait layout. Designed to be attached to board meeting packages or owner disclosure packages.

Cash Flow Statement

Who sees it: All property segments.

The Cash Flow Statement shows the money that moved in and out of the property's bank accounts. A summary at the top gives the Net change in cash for the period, with the cash received, the cash paid, and the cash on hand at the end of the period. Below it, the activity is grouped into sections:

• Operating activities: day-to-day receipts and payments. Cash received is broken out by category (rent, fees, and other income collected). Cash paid lists operating payments (maintenance costs, management fees). Refunds and reversals appear on their own line, so they are never netted into other income. Payments on bills show under Accounts Payable; open that line to see each bill's expense account.
• Reserve fund activities: cash moved in or out of the reserve fund.
• Trust activities: cash moved through trust accounts. This section appears only when trust cash moved in the period.
• Financing activities: loan proceeds and repayments.

Below the sections, the report shows the Net change in cash, then Cash at beginning of period and Cash at end of period. A note under the table confirms that the ending cash ties to the Balance Sheet, with a link to open it. If the two do not agree, the report says so and shows the difference.

Use the comparison menu to set the period next to a prior period. The report then shows This period, Prior period and Change columns.

For a period with no cash activity, the report still shows the cash summary: opening cash equals closing cash and net change is 0.00. An empty activity list does not mean the cash position is missing.

Basis: This report is always prepared on the cash basis regardless of the accounting basis selected elsewhere. There is no basis toggle on this report.

PDF export: Portrait layout.

Caption: Landscape monthly PDF view. The Cash Flow Statement exports portrait, but this shows the shared landscape PDF shell used across monthly reports.

Cash Flow Forecast

Who sees it: All property segments, where the plan includes it.

The Cash Flow Forecast projects the property's future cash position based on scheduled receivables (upcoming charge cycles, lease renewals) and known or estimated outflows (recurring vendor contracts, budgeted capital expenditures).

How to read it:

• The forecast horizon is configurable (30, 60, or 90 days).
• Each row shows a projected inflow or outflow line item with the expected date and confidence level.
• The running balance column shows the projected bank balance after each item.
• Items derived from actual scheduled data (charge schedules, lease terms) carry a higher confidence than items estimated from historical run rates.

This report card only appears on properties whose plan includes cash flow forecasting. Where it is not included, the card is hidden.

PDF export: Portrait layout.

Service Ticket Summary

Who sees it: All property segments.

The Service Ticket Summary is a governance and operations view that aggregates service tickets for the selected period. It is designed for governance reporting and management review, not for day-to-day ticket handling.

What it shows:

• Total ticket count, broken down by status (open, in progress, closed).
• Average time to resolution for the period.
• Ticket counts by category (e.g., plumbing, electrical, common area, amenity).
• Associated costs where expenses have been linked to tickets.

Common use: Attach to monthly governance packages to show the volume and cost of maintenance activity, or use during annual budget planning to estimate maintenance spend.

PDF export: Portrait layout.