Role catalogs

Staff Accountant workflow catalog

an accounting professional who records transactions, reconciles accounts and supports the month-end close for a company’s general ledger

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224
workflows in this catalog
3
industriesManufacturing 35 · Construction 52 · Property Management 137
7
areas of workLargest: Rent, AR & Collections (36)
289k
hrs/yr across these workflowsPlanning estimates from the Process Atlas

Staff Accountant

Industry
Area

224 workflows

Staff Accountant · 1 area · about 21k hrs/yr

Manufacturing (35 workflows)

Master Data, IT & Compliance (35)

about 21,126 hrs/yr

  1. Part master governance (Daily / Monthly, about 650 hrs/yr) Data stewards enforce part numbering, description standards, units of measure, and classification codes across the part master, fixing inconsistencies and blocking duplicate parts.
  2. UOM conversion maintenance (Daily / Monthly, about 650 hrs/yr) Unit of measure conversions, such as purchase unit to stocking unit, are maintained per part or globally in the ERP; a wrong factor causes receiving, costing, and MRP errors.
  3. Warehouse/bin master maintenance (Daily / Monthly, about 650 hrs/yr) ERP admins create, rename, or retire warehouses and bins when layouts change, setting attributes such as location type, capacity, and allowed transactions.
  4. Chart of accounts maintenance (Daily / Monthly, about 650 hrs/yr) Finance adds, changes, or deactivates GL accounts and segments when reporting needs change, keeping mappings to financial reports and consolidation current.
  5. GL control/account mapping (Daily / Monthly, about 650 hrs/yr) Accounting maintains which GL accounts each transaction type posts to, such as inventory, COGS, variances, and AR, by product group, site, or customer class.
  6. Tax code maintenance (Daily / Monthly, about 650 hrs/yr) Tax staff maintain tax codes, jurisdictions, rates, and exemption rules in the ERP, updating them whenever rates change or the company begins collecting in a new jurisdiction.
  7. Payment terms maintenance (Daily / Monthly, about 650 hrs/yr) Finance maintains payment terms codes, such as net days and early-payment discounts, and assigns them to customers and suppliers according to contracts and credit policy.
  8. Price list master maintenance (Daily / Monthly, about 650 hrs/yr) Pricing staff maintain master price lists, price groups, and discount structures that customer-specific lists and quotes draw from, each with effective dates and approvals.
  9. User access provisioning (Daily / Monthly, about 650 hrs/yr) New users and role changes need ERP accounts and security roles.
  10. User deprovisioning (Daily / Monthly, about 650 hrs/yr) When employees leave or change jobs, IT removes or reduces ERP and system access promptly based on HR notifications, and documents completion for audit.
  11. ERP workflow rule maintenance (Daily / Monthly, about 650 hrs/yr) ERP admins maintain approval workflows and business rules, such as PO approval limits or automatic credit holds, updating them when policy or the organization changes.
  12. EDI map monitoring (Daily / Monthly, about 650 hrs/yr) IT monitors EDI maps and trading partner connections for failures, version changes, and new partner requirements so orders, ASNs, and invoices keep flowing.
  13. EDI transaction error resolution (Daily / Monthly, about 650 hrs/yr) Failed EDI transactions, such as orders, ASNs, or invoices, are investigated, corrected in the data or mapping, and resent, with the trading partner notified.
  14. Integration job monitoring (Daily / Monthly, about 650 hrs/yr) IT watches scheduled integration jobs between the ERP and MES, CRM, WMS, and banks, confirming each ran, completed, and moved the expected number of records.
  15. Data import validation (Daily / Monthly, about 650 hrs/yr) Before mass imports, such as price updates, new parts, or opening balances, staff validate the file for format, required fields, and duplicates, then check the loaded results.
  16. Mass master-data update (Daily / Monthly, about 650 hrs/yr) Bulk changes to parts, customers, or suppliers, such as lead times or classifications, are prepared in spreadsheets, approved, loaded into the ERP, and verified afterward.
  17. BI dataset refresh (Daily / Monthly, about 650 hrs/yr) BI datasets that pull from the ERP refresh on a schedule, and analysts check refresh success and data freshness before anyone relies on the reports built on them.
  18. KPI dashboard refresh (Daily / Monthly, about 650 hrs/yr) Operations and finance dashboards in Power BI or Tableau are refreshed with the latest ERP data and checked for obvious errors before leaders see them.
  19. Scheduled report distribution (Daily / Monthly, about 650 hrs/yr) Standard reports, such as backlog, shipments, or aging, run on schedule from the ERP and go to recipient lists by email or SharePoint.
  20. Ad hoc report generation (Daily / Monthly, about 650 hrs/yr) Analysts build one-off reports from ERP data to answer managers' questions, extracting, combining, and formatting the data in Excel or a BI tool.
  21. SOX/control evidence collection (Daily / Monthly, about 650 hrs/yr) For each key control, finance and IT collect evidence that it operated, such as approvals, reconciliations, and reviews, and store it for internal and external auditors.
  22. Retention-policy administration (Daily / Monthly, about 650 hrs/yr) Records are kept or destroyed on retention schedules.
  23. Backup/restore test (Daily / Monthly, about 650 hrs/yr) IT periodically restores ERP and file backups to a test environment to prove the backups work, and records the result, timing, and any problems found.
  24. Disaster recovery test (Daily / Monthly, about 650 hrs/yr) IT runs a failover or recovery exercise for the ERP and key systems, measures recovery against the agreed objectives, and documents gaps.
  25. ERP change-request intake (Daily / Monthly, about 650 hrs/yr) Users request ERP changes, such as new fields, reports, or workflows, through tickets; the ERP team logs, clarifies, and prioritizes each request.
  26. ERP enhancement testing (Daily / Monthly, about 650 hrs/yr) Before an enhancement goes live, testers run scripts in the test environment, record results and defects, and get signoff from the business users who asked for it.
  27. ERP release/UAT testing (Daily / Monthly, about 650 hrs/yr) For vendor updates or releases, the team runs regression and user acceptance tests across key processes and documents approval to deploy to production.
  28. Role/security review (Daily / Weekly, about 546 hrs/yr) Periodically, IT and managers review each ERP role's permissions and each user's assigned roles, confirming they are still appropriate, and remove excess access.
  29. Segregation-of-duties review (Daily / Weekly, about 546 hrs/yr) Compliance checks that no user holds conflicting duties, such as creating suppliers and approving payments, and documents mitigating controls where a conflict must remain.
  30. Interface reconciliation (Daily / Weekly, about 546 hrs/yr) IT and business users reconcile records between connected systems, such as ERP and MES or CRM, to find records that failed to transfer or now differ.
  31. Audit log review (Daily / Weekly, about 546 hrs/yr) IT or compliance reviews ERP audit logs for sensitive changes, such as bank details, prices, or permissions, and investigates any entry that was not expected.
  32. Cybersecurity access review (Daily / Weekly, about 546 hrs/yr) Security reviews privileged and remote access, service accounts, and dormant accounts across systems in the IAM tool, removing access that is no longer needed.
  33. Master-data quality review (Daily / Weekly, about 546 hrs/yr) Data stewards run periodic checks on master data for missing fields, duplicates, invalid values, and stale records, and assign fixes to the owning department.
  34. Customer master creation (Per event / project, about 150 hrs/yr) Master data staff create customer records from approved requests, applying naming standards, checking for duplicates, and setting required fields such as tax status, terms, currency, and GL mapping.
  35. Supplier master creation (Per event / project, about 150 hrs/yr) Master data staff create supplier records from approved onboarding packets, checking for duplicates, validating tax ID and address, and setting payment terms, currency, and 1099 status.

Staff Accountant · 2 areas · about 28k hrs/yr

Construction (52 workflows)

Closeout & Handover (27)

about 15,318 hrs/yr

  1. Punch list compilation (Per project, about 570 hrs/yr) Near substantial completion, the team walks each area with the architect and owner, and every open item goes into a punch list in Procore, Autodesk Construction Cloud, or Bluebeam by room and trade.
  2. Punch completion verification (Per project, about 570 hrs/yr) Subcontractors mark punch items complete, and the superintendent or architect verifies each one in the field before it is closed, since the final punch list gates retention and final payment.
  3. Final inspection coordination (Per project, about 570 hrs/yr) Final inspections by the building department, fire marshal, elevator inspector, and health department are scheduled in sequence, with prerequisite tests and reports ready before each visit.
  4. Certificate of occupancy tracking (Per project, about 570 hrs/yr) The certificate of occupancy, temporary or final, depends on passed inspections, fees, and documents, and the team tracks every condition until the building department issues it.
  5. As-built drawing collection (Per project, about 570 hrs/yr) Subcontractors submit as-built drawings showing installed conditions, as marked-up field sets or updated CAD files, as the specifications require before final payment.
  6. O&M manual collection (Per project, about 570 hrs/yr) O&M manuals, with product data, maintenance instructions, parts lists, and contacts, are collected from each subcontractor and supplier as the specifications list them.
  7. O&M manual compilation (Per project, about 570 hrs/yr) Collected O&M documents are organized into the owner's required format, whether binders, PDFs with bookmarks, or a digital handover platform, by building system and spec section.
  8. Warranty register (Per project, about 570 hrs/yr) The warranty register lists every warranty by system, subcontractor, manufacturer, start date, term, and contact, the reference the owner and service team use after turnover.
  9. Warranty document collection (Per project, about 570 hrs/yr) Written warranties from subcontractors and manufacturers are collected as the specifications require, often including extended roofing, building envelope, and equipment warranties with their own terms.
  10. Spare parts/attic stock handover (Per project, about 570 hrs/yr) Spare parts and attic stock such as tile, paint, filters, and ceiling panels are delivered to the owner as specified, with quantities counted and receipts signed.
  11. Training documentation handover (Per project, about 570 hrs/yr) Training agendas, sign-in sheets, and recordings for owner staff on building systems are collected and handed over as part of the closeout package.
  12. Owner training coordination (Per project, about 570 hrs/yr) Owner training sessions on mechanical, electrical, fire, and control systems are scheduled with subcontractors and owner staff before turnover, as the specifications require.
  13. Final lien waiver collection (Per project, about 570 hrs/yr) Before final payment, final unconditional lien waivers are collected from every subcontractor and supplier, often with lower-tier waivers and a contractor's affidavit for the owner.
  14. Subcontract closeout (Per project, about 570 hrs/yr) Each subcontract is closed once the sub has delivered final waivers, warranties, as-builts, O&M manuals, and completed punch items, after which retention is released and the commitment is closed in the ERP.
  15. PO closeout (Per project, about 570 hrs/yr) Near the end of the job, open purchase orders are closed once materials are received and invoiced, and leftover balances are cancelled so committed cost reflects what will actually be spent.
  16. Retention release request (Per project, about 570 hrs/yr) At the contract's release point, the contractor requests retention held by the owner, attaching the required consent of surety, final lien waivers, and closeout documents.
  17. Final owner billing (Per project, about 570 hrs/yr) The final owner billing closes out the contract, billing remaining work, retention, and approved changes, with the final waiver, consent of surety, and closeout documents attached.
  18. Final subcontractor payment (Per project, about 570 hrs/yr) Final payments to subcontractors, including retention, are released once their closeout requirements are met and the owner's final payment terms allow it under the subcontract.
  19. Closeout document transmittal (Per project, about 570 hrs/yr) Warranties, O&M manuals, as-builts, attic stock receipts, and training records are delivered to the owner under a formal transmittal, the documented end of the contractor's turnover obligation.
  20. Project archive (Per project, about 570 hrs/yr) After closeout, the project record is archived, including contracts, correspondence, drawings, photos, and financial files, and kept under the company retention schedule for claims and warranty.
  21. Lessons learned (Per project, about 570 hrs/yr) At the end of the job, the project team records lessons learned on estimating, scheduling, subcontractor performance, and design issues, and the entries feed future bids and project setup.
  22. Final cost report (Per project, about 570 hrs/yr) The final cost report compares final cost with budget and the original bid by cost code, documenting margin, fade or gain, and the causes estimators need for the next bid.
  23. Job close in ERP (Per project, about 570 hrs/yr) Once costs and billings are final, the job is closed in the ERP so no further cost can post, while remaining retention receivable and warranty dates stay tracked.
  24. Warranty handoff (Per project, about 570 hrs/yr) At turnover, responsibility for warranty calls passes from the project team to the service or warranty group, along with the warranty register, subcontractor contacts, and any open issues.
  25. As-built drawing review (Daily / Weekly, about 546 hrs/yr) The project engineer and design team review as-builts against RFIs, change orders, and field changes to confirm they reflect what was actually built.
  26. Open commitment review (Daily / Weekly, about 546 hrs/yr) As the job nears completion, project accounting reviews every open subcontract and PO for remaining balance, pending change orders, and unbilled work, so the final cost forecast is complete.
  27. Final change order reconciliation (Daily / Weekly, about 546 hrs/yr) All owner and subcontract change orders are reconciled across the ERP, the project platform, and the owner's change log, so final contract values, billings, and costs agree before final billing.

Master Data, IT & Analytics (25)

about 12,534 hrs/yr

  1. Cost code master maintenance (Daily / Monthly, about 572 hrs/yr) The company cost code list is maintained under change control, adding, changing, or retiring codes, so estimating software, the ERP, and project platforms stay aligned.
  2. Phase code maintenance (Daily / Monthly, about 572 hrs/yr) Phase codes and work breakdown levels used on jobs are maintained against company standards, so job cost rolls up the same way on every project and in BI reports.
  3. Equipment master maintenance (Daily / Monthly, about 572 hrs/yr) Equipment master records are kept current with status, location, internal rates, and meter data, and sold or scrapped units are deactivated so they stop appearing on dispatch lists.
  4. Employee master maintenance (Daily / Monthly, about 572 hrs/yr) Employee master records, including address, tax, pay, union, and job data, are updated as approved change forms arrive from HR and payroll, each with an effective date.
  5. GL account maintenance (Daily / Monthly, about 572 hrs/yr) GL accounts are added, changed, or retired under controller approval, with the mapping to financial statement lines and job cost categories updated in the same change.
  6. Tax code maintenance (Daily / Monthly, about 572 hrs/yr) Sales and use tax codes and rates by jurisdiction are updated whenever rates change, so owner billings and purchase invoices calculate the right tax on the right date.
  7. Union/fringe table maintenance (Daily / Monthly, about 572 hrs/yr) Union wage and fringe tables are updated when collective bargaining agreements change rates, usually on set effective dates published in each local's rate sheet.
  8. User provisioning (Daily / Monthly, about 572 hrs/yr) New users receive accounts and roles in the ERP, project platform, and related systems through an IT ticket, based on job role and the systems that role needs.
  9. User deprovisioning (Daily / Monthly, about 572 hrs/yr) When employees leave or change roles, their access to the ERP, project platform, banking portals, and other systems is removed promptly from the HR termination or transfer ticket.
  10. Integration monitoring (Daily / Monthly, about 572 hrs/yr) Integrations between the ERP, project platform, payroll, and banking systems are checked daily for failed transfers, rejected records, and error queues on the integration platform.
  11. Data import validation (Daily / Monthly, about 572 hrs/yr) Imported data, such as budgets, vendors, timecards, and fixed assets, is validated before and after each import for required fields, valid codes, and matching totals.
  12. BI dataset refresh (Daily / Monthly, about 572 hrs/yr) BI datasets that feed cost, WIP, and safety dashboards are refreshed on schedule, with failed refreshes fixed and data checked against source systems before anyone relies on it.
  13. Project dashboard refresh (Daily / Monthly, about 572 hrs/yr) Project dashboards showing cost, schedule, change, and safety data are refreshed for PMs and leadership before monthly reviews and on the regular data cycle.
  14. Scheduled report distribution (Daily / Monthly, about 572 hrs/yr) Standard reports, such as cost reports, aging, WIP, and payroll registers, are generated and distributed on schedule to managers, owners, sureties, and lenders.
  15. Ad hoc report development (Daily / Monthly, about 572 hrs/yr) Staff request new reports or analyses through a ticket, and analysts build them from ERP data, BI models, and spreadsheets, then publish or send the result.
  16. Document retention administration (Daily / Monthly, about 572 hrs/yr) Document retention rules set how long contracts, payroll, tax, and project records are kept.
  17. ERP workflow configuration (Daily / Monthly, about 572 hrs/yr) ERP approval workflows, routing rules, and business rules are configured and changed as company policy changes, with each change tested and documented before production.
  18. ERP release testing (Daily / Monthly, about 572 hrs/yr) ERP updates and new releases are tested before deployment, covering key processes such as AP entry, payroll, owner billing, and job cost posting, with results documented.
  19. Role/security review (Daily / Weekly, about 546 hrs/yr) On a set cycle, managers review user roles and access across the ERP and project systems to remove excess rights and enforce segregation of duties for the audit.
  20. ERP-to-Procore/ACC reconciliation (Daily / Weekly, about 546 hrs/yr) Commitments, budgets, change orders, and invoices in the ERP and in Procore or Autodesk Construction Cloud are reconciled on a set cycle to catch sync failures between the two.
  21. Master-data quality review (Daily / Weekly, about 546 hrs/yr) Master data quality is reviewed on a set cycle for duplicates, missing fields, inactive records, and inconsistent coding across vendors, customers, jobs, and employees.
  22. Vendor master setup (Per event / project, about 150 hrs/yr) New vendors are created in the ERP vendor master from the approved request, W-9, and bank details, with duplicate and payment fraud checks completed before activation.
  23. Customer/owner master setup (Per event / project, about 150 hrs/yr) New owners and customers are set up with legal name, billing address, tax status, and payment terms from the contract, the credit review, and tax exemption documents.
  24. Job master setup (Per event / project, about 150 hrs/yr) New jobs are created in the job master with number, customer, contract, cost code template, and security, following the company template and synced to linked systems.
  25. Project security setup (Per event / project, about 150 hrs/yr) Project-level security controls which users see and edit each job's cost, billing, and document data.

Staff Accountant · 4 areas · about 240k hrs/yr

Property Management (137 workflows)

Rent, AR & Collections (36)

about 154,472 hrs/yr

  1. Monthly rent charge posting (Daily / Monthly, about 5,375 hrs/yr) On the first of the month, rent and scheduled recurring charges post to every resident ledger, after checking lease changes, move-ins, move-outs, and transfers so nobody is billed wrong.
  2. Recurring charge posting (Daily / Monthly, about 5,375 hrs/yr) Recurring charges beyond base rent (parking, storage, pet rent, trash, amenity fees, renters insurance) post each cycle from lease schedules and addenda, respecting every start and end date.
  3. Utility charge posting (Daily / Monthly, about 5,375 hrs/yr) Utility charge posting bills residents for submetered or allocated water, sewer, trash, gas, and electric, using meter reads or ratio billing formulas based on occupants or square footage.
  4. CAM/other recurring charge posting (Daily / Monthly, about 5,375 hrs/yr) For commercial and mixed-use tenants, estimated CAM, tax, insurance, and other recurring charges post monthly from each lease's estimate schedule alongside base rent.
  5. Resident payment import (Daily / Monthly, about 5,375 hrs/yr) Payment import brings online, ACH, and card payments from the payment processor into resident ledgers every day and applies each one to the correct open charges.
  6. Lockbox import (Daily / Monthly, about 5,375 hrs/yr) Lockbox import loads the bank's file of scanned resident checks and images, matches each check to a resident by account code or name, and posts the deposit to the right ledgers.
  7. Cash/check receipt (Daily / Monthly, about 5,375 hrs/yr) Office receipts of checks and money orders are logged, posted to resident ledgers, deposited by remote deposit capture or at the bank, and reconciled to the deposit slip.
  8. Payment reversal (Daily / Monthly, about 5,375 hrs/yr) Payment reversal undoes a posted payment that was misapplied, duplicated, or refunded, restoring the charges it paid and recording the reason on the ledger.
  9. NSF processing (Daily / Monthly, about 5,375 hrs/yr) NSF processing reverses a returned payment, charges the returned payment fee, notifies the resident, and may require certified funds after repeated returns, as the lease and state rules allow.
  10. Late fee calculation (Daily / Monthly, about 5,375 hrs/yr) Late fees are assessed after the grace period on unpaid rent, using the lease formula (flat, percentage, or daily) and never exceeding any state cap on late fee amounts.
  11. Late fee waiver approval (Daily / Monthly, about 5,375 hrs/yr) A first late payment, a bank error, or a hardship can prompt a request to waive a late fee, which is weighed against the resident's payment history before a manager decides.
  12. Delinquency report (Daily / Monthly, about 5,375 hrs/yr) The delinquency report lists every resident with an unpaid balance, amounts by aging bucket, last payment, payment plan status, and actions taken, for the property manager's collection work.
  13. Collections prioritization (Daily / Monthly, about 5,375 hrs/yr) Prioritization ranks delinquent accounts by amount, age, payment history, and legal status so staff call the accounts most likely to pay, or most at risk, first.
  14. Resident delinquency outreach (Daily / Monthly, about 5,375 hrs/yr) Delinquency outreach contacts residents with past-due rent by SMS, email, phone, and letter on a set schedule, offering payment links and plan options within fair collection rules.
  15. Payment plan monitoring (Daily / Monthly, about 5,375 hrs/yr) Plan monitoring checks each installment against its due date, confirms current rent is also paid, and flags any missed installment under the agreement's default terms.
  16. Promise-to-pay tracking (Daily / Monthly, about 5,375 hrs/yr) Promise tracking records a resident's commitment to pay a stated amount by a stated date, then checks whether the payment arrived and follows up when it did not.
  17. Rent concession posting (Daily / Monthly, about 5,375 hrs/yr) Concession posting credits approved specials to resident ledgers, upfront, spread across the lease, or in specific months, coded to the concession GL account.
  18. Rent credit adjustment (Daily / Monthly, about 5,375 hrs/yr) Service outages, billing errors, or goodwill can justify reducing a resident balance.
  19. Charge correction (Daily / Monthly, about 5,375 hrs/yr) Charge correction reverses and reposts wrong charges (wrong amount, code, date, or unit) so resident ledgers and revenue accounts are both right.
  20. Write-off approval (Daily / Monthly, about 5,375 hrs/yr) Write-off approval decides which uncollectible former-resident balances leave AR after collection efforts, based on age, amount, and collection agency status.
  21. Bad debt posting (Daily / Monthly, about 5,375 hrs/yr) Bad debt posting writes approved balances off to bad debt expense, records the reason, and keeps each account open for tracking collection agency recoveries.
  22. Collection agency placement (Daily / Monthly, about 5,375 hrs/yr) Agency placement sends approved accounts to the collection agency with the final statement, lease, ledger, and last known contact details, and records the placement date.
  23. Eviction file preparation (Daily / Monthly, about 5,375 hrs/yr) Before an attorney can file, the eviction file needs the lease, ledger, notices served, proof of service, and the correspondence the jurisdiction requires.
  24. Demand notice generation (Daily / Monthly, about 5,375 hrs/yr) Demand notices, such as pay-or-quit notices, state the amount owed and the cure period state law requires, and must be served properly before any eviction filing.
  25. Attorney referral (Daily / Monthly, about 5,375 hrs/yr) Attorney referral sends an eviction or collection matter to outside counsel with the complete file, the ledger, and the manager's instructions, and records the referral date.
  26. Court status tracking (Daily / Monthly, about 5,375 hrs/yr) Court tracking follows each eviction case through filing, hearing, judgment, and writ, recording dates from the court website and updates from the attorney.
  27. Judgment/payment tracking (Daily / Monthly, about 5,375 hrs/yr) Judgment tracking records money judgments from eviction or collection cases, payments received afterward, and whether the resident vacated, keeping balances and agency placements accurate.
  28. Housing assistance payment posting (Daily / Monthly, about 5,375 hrs/yr) Assistance payment posting applies monthly subsidy payments from housing authorities to the subsidized portion of each resident's rent, working from the authority's remittance list.
  29. Online payment settlement reconciliation (Daily / Weekly, about 546 hrs/yr) Settlement reconciliation matches daily deposits from the online payment provider to payment batches posted in the property system, accounting for processing fees, returns, and deposit timing.
  30. Unapplied cash review (Daily / Weekly, about 546 hrs/yr) Unapplied cash review finds payments posted without a matching charge or resident, along with prepayments and overpayments, and applies or refunds each one correctly.
  31. Resident ledger reconciliation (Daily / Weekly, about 546 hrs/yr) Ledger reconciliation confirms each resident ledger is right: charges match the lease, payments are applied, credits are documented, and total receivables tie to the general ledger.
  32. Deposit ledger reconciliation (Daily / Weekly, about 546 hrs/yr) Deposits held for each resident must tie to the deposit liability account and to the deposit bank account, and any difference between the three is investigated.
  33. Subsidy receivable reconciliation (Daily / Weekly, about 546 hrs/yr) Subsidy reconciliation compares expected assistance payments by resident with amounts received, finding short payments, abatements, and residents missing from the remittance.
  34. AR aging review (Daily / Weekly, about 546 hrs/yr) AR aging review examines receivables by bucket and property, looking for credit balances, stale balances, and items that should be written off or reclassified.
  35. Monthly rent roll review (Daily / Weekly, about 546 hrs/yr) At month end, the rent roll's occupancy, market and lease rents, vacancies, and expiration dates are checked against leases and reconciled to GL rental revenue.
  36. Payment plan setup (Per event / project, about 150 hrs/yr) A resident who cannot clear a past-due balance at once may sign a payment plan setting installment dates, amounts, and what happens if an installment is missed.

Affordable / Regulated Housing (35)

about 37,214 hrs/yr

  1. Applicant eligibility precheck (Daily / Monthly, about 1,300 hrs/yr) The eligibility precheck screens affordable applicants for household size, estimated income against the program limit, student status, and waiting list preferences before full processing.
  2. Income documentation collection (Daily / Monthly, about 1,300 hrs/yr) Income documentation gathers pay stubs, benefit letters, child support records, and self-employment statements for every household member, as program rules require.
  3. Asset verification (Daily / Monthly, about 1,300 hrs/yr) Bank accounts, retirement funds, real estate, and other assets are documented for each household member, and asset income is calculated under program rules.
  4. Third-party verification (Daily / Monthly, about 1,300 hrs/yr) Third-party verification confirms income and assets directly with employers, banks, and agencies using signed release forms, following the program's verification hierarchy.
  5. Initial certification (Daily / Monthly, about 1,300 hrs/yr) Initial certification determines a household's eligibility and rent at move-in from signed questionnaires, verified income and assets, and the program's certification form.
  6. Interim recertification (Daily / Monthly, about 1,300 hrs/yr) Interim recertification recalculates rent when a household reports an income or composition change between annual recertifications, following program rules on which changes must be processed.
  7. Rent calculation (Daily / Monthly, about 1,300 hrs/yr) Affordable rent calculation sets the tenant's share.
  8. Utility allowance update (Daily / Monthly, about 1,300 hrs/yr) Utility allowance updates apply new allowance schedules from the housing authority or an approved utility study to affected units, changing tenant rent and subsidy.
  9. HUD 50059 processing (Daily / Monthly, about 1,300 hrs/yr) Form HUD-50059 records each certification at HUD multifamily properties: household, income, allowances, and rent, signed by household and owner and transmitted through TRACS.
  10. TRACS submission (Daily / Monthly, about 1,300 hrs/yr) TRACS submission sends certification and voucher data from site software to HUD's Tenant Rental Assistance Certification System, through a contract administrator where one oversees the property.
  11. TRACS error correction (Daily / Monthly, about 1,300 hrs/yr) TRACS error correction resolves rejected transmissions, fatal errors, and discrepancy messages so certifications are accepted and subsidy is paid on time.
  12. HAP billing (Daily / Monthly, about 1,300 hrs/yr) HAP billing prepares the monthly housing assistance payment voucher on form HUD-52670, with regular assistance and adjustments, for the contract administrator.
  13. Tenant repayment agreement (Daily / Monthly, about 1,300 hrs/yr) A repayment agreement recovers assistance overpaid because a household failed to report income, with payment terms under HUD guidance and the tenant's signature.
  14. LIHTC income/rent limit update (Daily / Monthly, about 1,300 hrs/yr) Limit updates load HUD's newly published Multifamily Tax Subsidy Project income limits and the resulting maximum rents by bedroom size for each property's county.
  15. LIHTC certification (Daily / Monthly, about 1,300 hrs/yr) At move-in, and whenever required afterward, the tenant income certification documents income, assets, and student status for tax credit compliance.
  16. File compliance audit (Daily / Monthly, about 1,300 hrs/yr) A file audit examines tenant files for required signatures, verifications, calculations, and forms, so gaps are found before an agency review finds them.
  17. EIV discrepancy resolution (Daily / Monthly, about 1,300 hrs/yr) Discrepancy resolution follows up when EIV income differs from what a household reported, verifying the difference and correcting rent or starting a repayment agreement.
  18. Reasonable accommodation compliance (Daily / Monthly, about 1,300 hrs/yr) Accommodation compliance documents each request, decision, interactive dialogue, and timeline, so the property can show it met Fair Housing Act and Section 504 obligations.
  19. Waiting list update (Daily / Monthly, about 1,300 hrs/yr) Waiting list updates add applicants in date and time order with preferences, keep contact details current, and select applicants by program rules as units open.
  20. Waiting list purge (Daily / Monthly, about 1,300 hrs/yr) A waiting list purge contacts applicants to confirm continued interest and removes those who do not respond, under the tenant selection plan's rules.
  21. Affirmative fair housing reporting (Daily / Monthly, about 1,300 hrs/yr) Affirmative fair housing reporting documents outreach to groups least likely to apply, as the property's Affirmative Fair Housing Marketing Plan requires, and updates the plan on schedule.
  22. Fair housing documentation (Daily / Monthly, about 1,300 hrs/yr) Fair housing documentation keeps records of tenant selection, denials, accommodations, and complaints, showing that written policies were applied consistently to every applicant and resident.
  23. REAC/NSPIRE inspection preparation (Daily / Monthly, about 1,300 hrs/yr) NSPIRE preparation walks units, buildings, and site against HUD's inspection standards before the scheduled inspection, fixing deficiencies ahead of time.
  24. Inspection deficiency correction (Daily / Monthly, about 1,300 hrs/yr) Items cited in an NSPIRE or agency inspection must be fixed within the required timeframe, with completion documented for the inspection report.
  25. Compliance calendar management (Daily / Monthly, about 1,300 hrs/yr) The compliance calendar tracks recertification deadlines, inspection dates, agency reports, and filing due dates across every affordable property and each funding program it carries.
  26. State agency reporting (Daily / Monthly, about 1,300 hrs/yr) State agency reporting submits tenant data, compliance reports, and annual certifications to the state housing finance agency through its online portal.
  27. Household composition review (Daily / Weekly, about 546 hrs/yr) Household composition review confirms who lives in the unit, relationships, ages, student status, and any live-in aide, which drive income limits, allowances, and unit size.
  28. HAP reconciliation (Daily / Weekly, about 546 hrs/yr) The voucher amount requested, the payment received, and each tenant's assistance must agree.
  29. LIHTC eligibility review (Daily / Weekly, about 546 hrs/yr) LIHTC eligibility review checks that household income is at or below the unit's set-aside limit, the student rules are satisfied, and the file supports tax credit qualification.
  30. HOME compliance review (Daily / Weekly, about 546 hrs/yr) HOME compliance review checks units funded through the HOME program for income eligibility, rent limits, property standards, and affordability period requirements.
  31. Section 8 compliance review (Daily / Weekly, about 546 hrs/yr) Section 8 compliance review audits resident files for timely recertifications, correct rent, required EIV use, and the forms the HUD handbook requires.
  32. EIV report review (Daily / Weekly, about 546 hrs/yr) EIV review runs HUD's Enterprise Income Verification reports (income discrepancy, deceased tenants, multiple subsidy, new hires, existing tenant search) and documents the action taken.
  33. Annual recertification (Annual / Periodic, about 46 hrs/yr) Annual recertification re-verifies income and household composition each year.
  34. Annual owner certification (Annual / Periodic, about 46 hrs/yr) The annual owner certification attests to the state agency that the property met its LIHTC requirements for the year, with supporting tenant and unit data.
  35. Affordable audit support (Annual / Periodic, about 46 hrs/yr) Management and occupancy reviews and state agency file audits bring requests for files, reports, and written responses, each tracked through closeout.

HOA / Association Management (35)

about 31,188 hrs/yr

  1. Assessment charge posting (Daily / Monthly, about 936 hrs/yr) Assessment posting charges every homeowner the regular dues set in the approved budget, monthly, quarterly, or annually, by lot or unit type.
  2. Assessment payment posting (Daily / Monthly, about 936 hrs/yr) Homeowner payments from lockbox, ACH, and online portals are applied to assessment accounts in the order the governing documents or state law require.
  3. Delinquency notice (Daily / Monthly, about 936 hrs/yr) HOA delinquency notices remind owners of past-due assessments and escalate through the collection policy's steps and any statutory notices, which can end in a lien.
  4. Late fee/interest posting (Daily / Monthly, about 936 hrs/yr) Late fees and interest on past-due assessments post under the association's collection policy and any state limits on amounts and interest rates.
  5. Collections referral (Daily / Monthly, about 936 hrs/yr) Collections referral sends seriously delinquent accounts to the association's attorney or collection agency under the board-approved policy, often a precondition to a lien or foreclosure.
  6. Violation intake (Daily / Monthly, about 936 hrs/yr) Reported breaches of covenants and rules (unapproved changes, parking, trash, landscaping, pets) arrive from inspections, owner reports, and the portal, and each becomes a violation record.
  7. Violation inspection (Daily / Monthly, about 936 hrs/yr) Violation inspections drive the community on a set cycle, photographing and recording possible violations and checking whether earlier ones were corrected.
  8. Violation notice (Daily / Monthly, about 936 hrs/yr) Violation notices tell the owner which rule was broken, how to fix it, the deadline, and the right to a hearing, as the governing documents and state law require.
  9. Violation hearing tracking (Daily / Monthly, about 936 hrs/yr) Hearing tracking schedules the owner's opportunity to be heard by the board before a fine, records the outcome, and issues the decision letter.
  10. Fine posting (Daily / Monthly, about 936 hrs/yr) After notice and hearing, the fine the board imposed is charged to the owner's account under the association's fine schedule and any state limits.
  11. Architectural request intake (Daily / Monthly, about 936 hrs/yr) Architectural request intake receives owner applications for exterior changes (fences, paint, additions, solar), checking for plans, materials, and any neighbor sign-offs required.
  12. Architectural committee routing (Daily / Monthly, about 936 hrs/yr) Committee routing sends complete applications to the architectural review committee, tracks each member's review, and watches the decision deadline in the governing documents.
  13. Architectural approval/denial (Daily / Monthly, about 936 hrs/yr) The decision letter tells the owner whether the request is approved, approved with conditions, or denied, with reasons tied to the architectural guidelines.
  14. Work completion inspection (Daily / Monthly, about 936 hrs/yr) The completion inspection confirms approved architectural work was built as approved, closing the request or opening a violation for any difference.
  15. Board meeting agenda (Daily / Monthly, about 936 hrs/yr) The agenda lists business for the board meeting (financials, old and new business, committee reports, owner forum) and is posted within the notice period the law requires.
  16. Board packet preparation (Daily / Monthly, about 936 hrs/yr) The board packet collects financial statements, delinquency reports, violation summaries, proposals, contracts, and prior minutes for directors ahead of the meeting.
  17. Board meeting minutes (Daily / Monthly, about 936 hrs/yr) Minutes record the board's actions, motions, and votes at each meeting, drafted by the manager or secretary and approved at the next meeting.
  18. Board action-item tracking (Daily / Monthly, about 936 hrs/yr) Every board decision (vendor contracts, repairs, policy updates, owner communications) gets an owner and a due date and is tracked until it is done.
  19. Owner communication (Daily / Monthly, about 936 hrs/yr) Owner communication answers homeowner questions about balances, rules, requests, and maintenance by email, phone, and portal, recording each contact on the owner's account history.
  20. Mass notice (Daily / Monthly, about 936 hrs/yr) Mass notices send owners meeting notices, assessment changes, construction schedules, and emergency alerts by email, SMS, portal, and mail where required.
  21. Election preparation (Daily / Monthly, about 936 hrs/yr) Election preparation confirms open seats, candidate nominations, eligible voters, quorum, and the election timeline under the bylaws and state law.
  22. Ballot distribution (Daily / Monthly, about 936 hrs/yr) Before each election, eligible owners receive ballots and candidate information by mail or electronic voting, as the bylaws and state law permit.
  23. Vote tabulation (Daily / Monthly, about 936 hrs/yr) Vote tabulation counts ballots and proxies, confirms quorum, and records results, with an inspector of elections present where the rules require one.
  24. Proxy tracking (Daily / Monthly, about 936 hrs/yr) Proxy tracking records the proxies owners give others to vote on their behalf, checking validity, dates, and revocations before the meeting.
  25. Amenity reservation administration (Daily / Monthly, about 936 hrs/yr) Amenity reservations book clubhouses, pools, and courts for owners, collecting deposits, signed rules, and proof of insurance where the association's policy requires them.
  26. Vendor contract management (Daily / Monthly, about 936 hrs/yr) Landscaping, pool, security, and management contracts each carry pricing terms, renewal and termination dates, vendor insurance, and a board approval, all tracked for the association.
  27. Reserve study update coordination (Daily / Monthly, about 936 hrs/yr) Reserve study coordination arranges updates to the study that projects component replacement costs and funding, as the governing documents or state law require.
  28. Reserve contribution posting (Daily / Monthly, about 936 hrs/yr) Reserve contribution posting moves the budgeted reserve amount from the operating account to reserve accounts each period and records the transfer.
  29. Association budget (Daily / Monthly, about 936 hrs/yr) The association budget sets annual operating and reserve spending and the resulting assessments, adopted by the board and distributed to owners as state law requires.
  30. Owner statement (Daily / Monthly, about 936 hrs/yr) HOA owner statements show each homeowner's assessments, fees, payments, and balance, mailed or posted to the owner portal on schedule.
  31. Resale disclosure package (Daily / Monthly, about 936 hrs/yr) The resale disclosure package gives a buyer the governing documents, budget, financials, reserve study, insurance, and pending litigation information state law requires on a sale.
  32. Estoppel/closing letter (Daily / Monthly, about 936 hrs/yr) The closing letter tells the title company the seller's account status (assessments due, fees, violations, transfer charges) as of the closing date.
  33. Owner portal document publication (Daily / Monthly, about 936 hrs/yr) Portal publication posts governing documents, minutes, budgets, financials, and notices to the owner portal so homeowners can find association records.
  34. Owner/account setup (Per event / project, about 150 hrs/yr) Owner account setup creates a homeowner's record when a sale closes: names, mailing address, lot or unit, assessment schedule, portal access, and any balance carried from the closing letter.
  35. Special assessment setup (Per event / project, about 150 hrs/yr) Special assessment setup creates a one-time or installment charge the board approved, allocated by the governing documents' formula, with due dates and payment options.

Master Data, IT & Analytics (31)

about 17,232 hrs/yr

  1. Property master maintenance (Daily / Monthly, about 572 hrs/yr) Property master maintenance keeps property attributes current (names, addresses, unit counts, owners, fee terms, reporting groups) as properties change hands or scope.
  2. Unit/suite master maintenance (Daily / Monthly, about 572 hrs/yr) Unit master maintenance updates unit numbers, unit types, square footage, amenities, and status after renovations, unit combinations, conversions, or remeasurement surveys.
  3. Charge code maintenance (Daily / Monthly, about 572 hrs/yr) Charge code maintenance creates and updates the codes used for rent, fees, and utilities, each with GL mapping, tax treatment, and payment application priority.
  4. GL account maintenance (Daily / Monthly, about 572 hrs/yr) GL account maintenance adds, renames, or inactivates accounts in the chart of accounts, keeping reporting mappings and owner report lines aligned.
  5. Bank account maintenance (Daily / Monthly, about 572 hrs/yr) Bank account maintenance updates signers, account details, and GL mappings when banks change, accounts open or close, or authorized staff leave.
  6. Vendor master governance (Daily / Monthly, about 572 hrs/yr) Vendor master governance enforces rules on vendor creation and changes: required documents, duplicate prevention, and separation between who creates vendors and who pays them.
  7. Resident/tenant master cleanup (Daily / Monthly, about 572 hrs/yr) Resident master cleanup fixes duplicate records, bad contact data, wrong statuses, and missing fields that break communication, billing, and reporting.
  8. Lease template maintenance (Daily / Monthly, about 572 hrs/yr) Lease template maintenance updates lease forms and addenda when laws, policies, or counsel's language change, with every version controlled and dated.
  9. Letter/notice template maintenance (Daily / Monthly, about 572 hrs/yr) Notice template maintenance updates letters and legal notices (late, violation, renewal, deposit) so they match current law and company policy.
  10. Late fee rule maintenance (Daily / Monthly, about 572 hrs/yr) Late fee rule maintenance updates grace periods, amounts, and caps by property and jurisdiction whenever laws or company policies change.
  11. Security deposit rule maintenance (Daily / Monthly, about 572 hrs/yr) Deposit rule maintenance updates maximum deposit amounts, interest requirements, and return deadlines and itemization rules by jurisdiction in the property system.
  12. User provisioning (Daily / Monthly, about 572 hrs/yr) User provisioning creates system accounts for new staff with the right roles, properties, and approval limits, working from an approved IAM or ticketing request.
  13. Role/security assignment (Daily / Monthly, about 572 hrs/yr) Role assignment grants or changes user permissions, such as approving invoices or editing leases, so access matches each person's job.
  14. User deprovisioning (Daily / Monthly, about 572 hrs/yr) User deprovisioning promptly removes system access for departed or transferred staff across the property system, email, vendor and owner portals, and banking.
  15. Integration monitoring (Daily / Monthly, about 572 hrs/yr) Integration monitoring watches interfaces between the property system and partner platforms, often through an integration platform, for failed jobs, delayed files, and rejected records.
  16. ILS feed monitoring (Daily / Monthly, about 572 hrs/yr) ILS feed monitoring checks that listing feeds to internet listing services ran, were accepted, and show the correct units and prices.
  17. Screening interface monitoring (Daily / Monthly, about 572 hrs/yr) Screening interface monitoring confirms applications reach the screening service and that results and recommendations return to the property system without gaps.
  18. Utility billing interface monitoring (Daily / Monthly, about 572 hrs/yr) Each billing cycle, meter reads and utility charges from the billing provider must import correctly into resident ledgers.
  19. Data import validation (Daily / Monthly, about 572 hrs/yr) Import validation checks files loaded into the property system (budgets, charges, units, vendors) for format, required fields, and control totals.
  20. BI dataset refresh (Daily / Monthly, about 572 hrs/yr) BI dataset refresh updates the data warehouse or BI model from the property system and other sources on a fixed schedule.
  21. Dashboard refresh (Daily / Monthly, about 572 hrs/yr) Dashboard refresh updates published dashboards for executives, regional leaders, and properties after each underlying data refresh completes, so every viewer sees the same numbers.
  22. Scheduled report distribution (Daily / Monthly, about 572 hrs/yr) Scheduled distribution sends recurring reports (delinquency, occupancy, work orders, financials) to the right recipients by email or SharePoint on a fixed schedule.
  23. Ad hoc report development (Daily / Monthly, about 572 hrs/yr) Ad hoc report development builds new reports or queries requested by managers, owners, or auditors, often from the BI layer or the property system's report writer.
  24. System configuration change (Daily / Monthly, about 572 hrs/yr) A configuration change updates settings in the property system, such as workflows, approvals, or fields, through a controlled and ticketed change request.
  25. Release/UAT testing (Daily / Monthly, about 572 hrs/yr) Before new versions or features of the property system roll out, test scripts run against the key workflows to catch defects before users do.
  26. Document retention configuration (Daily / Monthly, about 572 hrs/yr) Retention configuration sets retention rules and folder policies in document systems so records are kept, and later deleted, on the approved schedule.
  27. Audit evidence collection (Daily / Monthly, about 572 hrs/yr) Audit evidence collection gathers screenshots, reports, and system logs showing that controls operated during the period, for internal audit or external auditors.
  28. Segregation-of-duties review (Daily / Weekly, about 546 hrs/yr) Segregation-of-duties review checks that no user can both create and approve vendors, invoices, or payments, or both post and approve journal entries.
  29. Payment interface reconciliation (Daily / Weekly, about 546 hrs/yr) Payment interface reconciliation confirms payments from processors reached the property system completely, matching transaction counts and dollar totals batch by batch every day.
  30. Data quality exception review (Daily / Weekly, about 546 hrs/yr) Data quality review finds records that break rules, such as leases without rent, units without status, or vendors without tax IDs, before they break reports.
  31. Regional/property access setup (Per event / project, about 150 hrs/yr) Regional access setup gives regional managers and accountants access to groups of properties and updates those groups as portfolios are acquired, sold, or reassigned.

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