The Basics

Learn the basics to help you make the most of myCondoBooks

 Money Management

How do I enter income received from a unit?
  1. Go to Money Management and follow the step-by-step wizard for recording income.
  2. Select “Income from Units” for type of income.
  3. Select the unit in the Payers dropdown. You can also leave it selected as the default “All Items Checked” – this will show you all units.
  4. Check the checkbox for the unit you want to record income for. In the “Amount Paid” field, you can enter the amount of the fee income. Change the “Date Paid” if needed. You can also add a description if you’d like. Click submit to record the income.
How do I record payments of future monthly association fees?

The monthly association fee always appears as a charge on the 1st of the month. If you want to record a payment before the month begins, you don’t have to wait for the charge to appear. You can simply record a payment for whatever amount was paid by the unit. You can make a note in the Description field for what the payment is for (ex. January association fee).

How do I record monthly bank interest?
  1. Click the Money Management tab to see the Finances page.
  2. In the Record Income tab (which will be pre-selected), complete Step 1. Select “Income from Third Party” in the first dropdown. Select the appropriate bank account from the second dropdown. Then click the “Next Step” button.
  3. In Step 2, fill in the Payer Name. For bank interest, this will most likely be the name of your bank. Click the “Next Step” button.
  4. In Step 3, fill in the amount and date of the bank interest. In the description, you can write “monthly bank interest.” Click the “Submit” button to finish recording your income.
How do I record a payment made to a service provider or other third party?
  1. Click the Money Management tab to see the Finances page.
  2. Select the Record Expense tab.
  3. In Step 1, select “Payment for Third Party” in the first dropdown. Select the appropriate bank account from the second dropdown. Then click the “Next Step” button.
  4. In Step 2, fill in the Payee Name. You can select an existing Service Provider from your list, or you can enter a new one. If they’re not already in your Service Provider Directory, they will automatically be added. Click the “Next Step” button to continue.
  5. In Step 3, fill in the amount and date of the expense. You can also include a description and/or a document related to the expense. Click the “Submit” button to finish recording your expense.
How do I record a reimbursement to a unit?
  1. Click the Money Management tab to see the Finances page.
  2. Select the Record Expense tab.
  3. In Step 1, select “Reimbursement for Units” in the first dropdown. Select the appropriate bank account from the second dropdown. Then click the “Next Step” button.
  4. In Step 2, select the appropriate unit(s). Click the “Next Step” button to continue.
  5. In Step 3, fill in the amount and date of the reimbursement. You can also include a description and/or a relevant document. Click the “Submit” button to finish recording your reimbursement.
How do I record a refund to a unit?
  1. Click the Money Management tab to see the Finances page.
  2. Select the Record Expense tab.
  3. In Step 1, select “Refund for Units” in the first dropdown. Select the appropriate bank account from the second dropdown. Then click the “Next Step” button.
  4. In Step 2, select the appropriate unit(s). Click the “Next Step” button to continue.
  5. In Step 3, fill in the amount and date of the refund. You can also include a description and/or a relevant document. Click the “Submit” button to finish recording your refund.
How do I charge a late fee or special assessment?
  1. Click the Money Management tab to see the Finances page.
  2. Select the Add a Charge tab.
  3. In Step 1, select the type of fee you would like to charge. Then click the “Next Step” button.
  4. In Step 2, select the appropriate unit(s). Click the “Next Step” button to continue.
  5. In Step 3, fill in the amount and date of the charge. You can also include a description of what the charge is for. Click the “Submit” button to finish adding a charge.
How do I delete a transaction?

To delete a transaction, go to Money Management > Transaction History. Find the transaction you would like to delete. (You may have to change the reporting period to display older transactions). Click the trashcan icon next to the transaction you want to delete. In the window that pops up, click yes to confirm the deletion.

How do I edit a transaction?

To edit an existing transaction, go to Money Management > Transaction History. Find the transaction you would like to edit. (You may have to change the reporting period to display older transactions). Click the pencil icon next to the transaction you want to edit. You will now be able to edit details like the amount, date, and description.

How do I change the payee/payer of a transaction?

To change the payee/payer, please delete the existing transaction and create a new one with the correct payee/payer.

How can I add a check number/invoice number to a transaction?

You can put a check number, invoice number, or any other relevant information in the Description field.

How do I delete a charge (late fee or special assessment)?

To delete a charge, go to Manage Units > Unit Transaction History. Select the unit whose charge you want to delete. Find the charge in question and click the trashcan icon to delete. In the window that pops up, click yes to confirm the deletion.

How do I edit a charge (late fee or special assessment)?

To edit a charge, go to Manage Units > Unit Transaction History. Select the unit whose charge you want to edit. Find the charge in question and click the pencil icon to edit. You will now be able to edit details like the amount, date, and description.

How do I export financial data into Excel?

Financial data can be easily exported into Excel by going to Administration > Reports. On the Reports page, you will see a list of report names, descriptions, and Excel icons that you can click to download a report in Excel or CSV format.

How can I view my exported reports if I don't have Excel?

If you don’t have Excel, you can still view your reports in any spreadsheet application. Download your reports in CSV format, and open them with a program like Google Sheets, Apple Numbers, or other free, open-source alternatives.

How do I edit/delete my association's bank accounts?

To edit or delete your bank accounts, please go to Money Management > Transaction History. Here, you will be able to edit/delete existing accounts or add new accounts. However, please note that the only account you cannot delete is your Operating account. The Operating account is your association’s main account — even if you switch from one bank to another, your Operating account will still remain the same, so there is no need to delete it. You can edit the account’s details or transfer money to update the balance as needed.

 Unit Management

How do I update the email address for a unit owner?

To update unit owner information, you can go to Manage Units and select the unit you would like to edit. In the Unit Details section, select the Owner Details tab. Click the pencil icon to edit the unit owner’s information. Here you will be able to update the email address. The system will send an automated email to the new address with instructions on how to log in.

One of my units has a new owner. How do I update the unit owner information in myCondoBooks?

Go to Manage Units > Unit Details and select the unit you would like to edit. Select the Owner Details tab and make sure the current owner is selected. Click the pencil icon to edit the unit owner’s information. Select the Previous Owner radio button and click OK in the box that pops up. On the left-hand side of the page, enter the end date of the Ownership Period, and then click the “Save” button. To add a new “Current Owner”, click the plus sign on the left-hand side of the page, and fill in the owner’s information. Finally, click the “Save” button.​​

How do I modify the starting balance for a unit?

While there is no way to directly modify the starting balance, you can enter additional charges and record income in Money Management > Finances to effectively adjust the balances to the correct amount. For units that have unpaid dues, you can enter those as a Special Assessment on the Add a Charge page. For units that have paid ahead, you can record income received on the Record Income page.

How do I change the association fee for a unit?

To adjust a unit’s association fee, go to Manage Units and select the unit for which you want to change the fee. In the Unit Details section of the page, you will see the current association fee. Select the pencil icon in that box to edit. In the window that pops up, enter the new association fee and choose the date you would like the new fee to become effective. Then, click the “Save” button to apply your changes.​​

How do I change the unit number of a unit?

Please contact myCondoBooks support for assistance with editing unit numbers after initial set-up.

How do I add an additional unit to my association?

Please contact myCondoBooks support for assistance with adding a unit after initial set-up.

How do I message a unit owner?

​In order to successfully send a message to a unit owner, first make sure that the unit owner’s email address is entered into the system in their Unit Details page. Then go to Manage Units > Message a Unit.

How can I email all units at the same time?

If you use the Manage Units > Message a Unit page, you will only be able to message units one at a time. However, if you post a message on the Communication > Discussion Board page, all unit owners will be able to see it. As long as you have the unit owners’ email addresses listed on their unit profiles, they will all receive an email notification about the new discussion board post.

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