Our high-performing team of managers will become YOUR high-performing team
What You Get
Company Website. We will provide a basic company website using your company’s logo, domain name and hosting plan (upon request).
Business Insurance. A business insurance program to cover Errors & Omissions, Crime, and General Liability.
Business Phone. We provide and answer a business phone number for your company that uses your area code of preference; the new phone line includes mobile and web applications that also allow you to answer and make calls from the new dedicated number via your cellphone.
Administrative Team. More than just phone answering or virtual office services, we provide an entire back-office team to assist you in running the day-to-day business of your client communities. The #1 homeowner complaint in this industry concerns their inability to get simple answers when they need them. We are available to assist your client communities’ homeowners with billing and payment inquiries, general community information, property emergencies, and so much more.
Business Email Address. A monitored company email account is personalized with your company’s web domain name, and an assigned community coordinator addresses or distributes incoming emails from your client communities’ homeowners and vendors (using your company’s specified email address).
Management Software. Vantaca management software handles homeowner information and streamlines Association accounting, payment processing, communication, and more.
Mail Handling. We will accept your company's and your client communities’ incoming mail, including processing and forwarding, as applicable.
Document Library. We will provide access to suggested sample documents and template forms, including a management contract template!
On-Call Support. We are here with on-call expert support because there can always be something that you need to bounce off someone knowledgeable. Our highly experienced managers are available to counsel and assist you. We want you to be comfortable knowing that you will not be out there alone!
Voicemail and Call Forwarding. We will provide you with a private voicemail box and/or call forwarding service.
Savings on Service. For everything from printing to legal work, you will enjoy the benefits of our quantity pricing.
The HOA Coach™. Online training seminars for Board members and CAMs are also available to you.
What Your Clients Get
Accounts Payable. Your HOA Boards of Directors will be able to view and approve all Association invoices online before any payment is made.
Accounts Receivable. Invoicing of owner assessments will follow Florida law as well as each Association's governing documents. Your clients’ homeowners will have various payment options available, including pay-by-mail and multiple online payment methods.
CPA-Prepared Monthly Financials. Monthly financial packages for your client communities will be prepared by a third-party certified public accounting firm. Monthly financial reports, prepared on an accrual basis, include: balance sheet, income statement (operating), income statement (reserves), general ledger trial balance w/detail, bank account reconciliations, bank statements, homeowner aging report, pre-paid homeowner report, and payables aging report.
Collections (Pre-Suit). There is no charge to your Associations for attorney-generated initial demand letters or lien filings when one of our affiliated collections attorneys is used (optional). All legal costs and collection fees are invoiced to the accounts of the delinquent homeowners.
Foreclosure Notification & Administration. Upon your request, we will initiate and administer foreclosure proceedings with legal counsel per each Association’s collection policy. (Foreclosure legal costs are borne by the Association.)
Reserve Transfers. Periodic transfer of funds from operating accounts into reserve accounts will be made, as directed by you.
Estoppel & Resale Processing. You will have a dedicated resale specialist to handle your client communities’ estoppels, resale processing, and welcome letters. A portion of each estoppel fee received will be credited to your monthly management invoice, saving you money every month!
Annual Budget Development. We will provide you with draft annual budgets for your review and modification, which can be shared with each of your clients and their communities to be used as the starting point in their budget processes.
Branded Community Portals. We will provide community web portals that showcase your company’s brand.
1099 Handling. Annual 1099 forms are mailed to your Association clients’ contractors, as required by law.
Financial Security/Internal Controls. All assessment payments are made directly into each client Association's bank account, utilizing a secure lockbox. Your clients’ new Operating bank accounts, with 5-star American Momentum Bank (see rating report), provides Board members with 24/7 online access; any payments to vendors require online authorization from up to two Board members.
Annual Tax Filing & Report Assistance. Your client communities may choose to have annual tax returns and required reports (audits, reviews, etc.) completed either by our CPA, or a CPA of their Board's choosing. (Fees for tax returns and year-end reporting are paid by the Association.)
Community Portals. Your client communities’ homeowners will be able to use our robust homeowner portals to access their private accounts and make payments, view documents, download applications, and more!
ARC Application Processing. We provide an architectural processor to assist your client communities’ homeowners and committees with the alteration application process, including an online tracking and approval system.
Homeowner Directory. We will manage your client communities’ mailing lists and homeowner directories.
Community Correspondence Handling. Correspondence we will handle includes mailing of community notices, newsletters, violation letters, bill payments, as well as other written communications to the Board and the client communities’ homeowners. (The costs of printing and postage are paid by the Associations.)
Email & Text Blasts. Community-wide email or text notifications will be sent at your request.
Sunshine Partners is committed to making our websites accessible to everyone, including individuals with disabilities. To report a problem or to request accommodations to access online materials, information, resources, and/or services, please contact us at [email protected]. In your message, please include the website address or URL and the specific problems you have encountered. You will receive a reply as soon as possible.
