Collection
Set up owners-association billing on a maintenance contract: share groups as reusable templates, and open collection rounds to track who has paid.
Collection is the billing tab on a maintenance contract for a building with multiple owners, such as an owners' association contract. It answers who pays for the contract, in what proportion.
Inside Collection, use the secondary nav to switch views — they are separate so the screen stays short:
- Share groups (default) — reusable billing templates.
- Collection rounds — open periods and track who has paid.
Refresh keeps the view you were on (?tab=collection&collection=groups or collection=rounds).
Collection mode
Set the contract's collection mode once:
- Association pays (lump sum) — the association covers the whole contract as one amount; no per-unit shares needed.
- Per-owner (direct from each unit) — each covered unit carries its own share of the amount due.
- Hybrid (part association, part per-owner) — the association covers a lump-sum share, and the rest is split across unit shares.
Share groups
Open Share groups from the Collection secondary nav. Share groups are reusable billing templates on the contract — for example Water and Electricity. Each group has its own list of shares (unit or association) with an allocated amount.
- The same unit can belong to more than one group, with a different amount in each.
- Within one group, a unit (or the association lump sum) appears only once.
- Use Distribute equally on a group to split an amount across units covered by the contract’s service lines. Units with a custom share in that group keep their amount.
- You can edit a share’s allocated amount later. That updates only the template. Existing collection-round dues keep the amounts they already snapshotted.
- Deleting a share or a whole group removes it from the template for future rounds only. Existing collection-round dues stay on their rounds (with the unit label) and can still be marked paid or edited.
Contracts that already had flat unit shares are migrated into a Default share group automatically.
Collection rounds
Switch to Collection rounds in the Collection secondary nav. Open a collection round to bill a period. Choose Periodic for a regular cycle (e.g. a quarter), or Exceptional for a one-time charge (e.g. emergency roof repair).
You can open a round before any share groups exist — dues start empty. When the contract has exactly one share group with lines, opening a round fills dues from that group. With multiple groups, leave the optional “fill from share group” empty and use Add from group on the round card (or pick a group when opening).
Add from group snapshots every line in the chosen group onto the round. Add unit lets you pick a share group first, then add selected lines from that group (or units not yet in it, with an amount that creates a line in the chosen group).
On an unpaid due, you can edit the due amount for that payment only — useful when amounts change from round to round. That does not change the share template. Once any payment has been recorded, the due amount is locked; use Mark paid to record or adjust what was received. Round totals for due, paid, and remaining update as you go.
Note: Deleting a round removes its payment records. Confirm the round is truly wrong before removing it, not just closed.
What to read next
- Maintenance contracts — where the Collection tab lives on the contract profile.
- Budgets — separate from collection: budgets cap and track spend, collection tracks who owes and who has paid.