01
Before and after due
rules based on timing and aging
Association fee collection
Collect association fees and reconcile each payment without chasing receipts
Certeza organizes charges, balances, and contacts by unit; coordinates reminders before and after the due date; and matches payments by apartment, authorized resident, reference, or receipt when the available evidence is sufficient.
Your accounting system remains the receivables source, and the community's bank or gateway processes the money. Certeza supports follow-up and reconciliation; it does not receive or hold funds.
- charge, balance, and payment context
- By unit
- coordinated outreach channels
- 4+
- of community funds
- No custody
Certeza key points
02
Unit and period
context before every contact
03
Existing gateway
the community keeps its processor
04
Visible exceptions
uncertain matches go to review
Capabilities
From reminder to applied payment, with context for the management team
An operational receivables layer that complements the current system and avoids turning every payment receipt into a manual investigation.
01
01
Preventive reminders
Schedule notices before the due date with the date, charge, and payment instructions approved by management.
02
02
Aging-based follow-up
Coordinate WhatsApp, SMS, email, calls, and tasks based on due date, balance, response, and approved rules.
03
03
Existing payment link
Expose the bank or gateway already contracted by the community without replacing the processor or receiving funds.
04
04
Matching by unit and reference
Relate apartment, authorized resident, period, amount, reference, and receipt when the source data provides enough evidence.
05
05
Exception review
Duplicates, reversals, partial amounts, and uncertain matches stay visible for a human decision.
06
06
Traceability for managers and boards
Review contacts, replies, promises, confirmed payments, outstanding balances, and exceptions without relying on scattered messages.
Process
A verifiable workflow for collecting and reconciling fees
The pilot starts with a limited sample and agreed rules before the operation expands.
- 01
Import units, charges, and contacts
Use a file or export with identifiers, periods, concepts, due dates, balances, and authorized contacts.
- 02
Approve timing, tone, and instructions
Management defines dates, channels, frequency, messages, payment links, exclusions, and escalation.
- 03
Run reminders and follow-up
Sequences advance according to each obligation's response and aging while keeping the apartment context.
- 04
Match confirmed payments
Compare references, amounts, dates, and receipts; ambiguous cases are separated for review and are not marked reconciled.
- 05
Report outstanding items and exceptions
Management reviews activity, promises, applied payments, pending balances, and cases that need a decision.
Data sources
Work with the accounting system and gateway the community already uses
A pilot can start with files or exports. An API connection is assessed based on available access; naming a tool does not imply a native integration, certification, or commercial partnership.
1WorldOffice or Helisa
2Excel or CSV
3Existing bank or gateway
4Another assessed accounting system
Operational outcome
Fewer scattered receipts and more clarity about every fee
We measure outreach, promises, confirmed payments, application, and exceptions. Recovery depends on the receivables, data, and agreed rules; we do not promise a fixed percentage.
Every confirmed payment retains its relationship to the obligation, and every exception retains an owner.
- Consistent reminders before and after the due date.
- Confirmed payments stop the corresponding follow-up.
- Partial payments, duplicates, and reversals remain separate.
- Managers and boards share a traceable view.
Frequently asked questions
What fee collection includes and where the scope ends
Unit-level follow-up without replacing accounting or the payment gateway.
Association fees
01Does Certeza receive or process association fees?
No. The bank or gateway contracted by the community processes and holds the money. Certeza can expose the existing payment link and use available confirmation to update follow-up.
02How is a payment matched to an apartment?
Certeza uses available fields such as unit, authorized payer, invoice, period, amount, date, reference, or receipt. A match is confirmed only when the evidence and approved rules are sufficient.
03What happens to an incomplete or duplicate receipt?
It remains an exception for review. Certeza does not force a reconciliation when data is missing, multiple matches exist, or a possible reversal appears.
04Must we replace our accounting system or gateway?
No. The current system retains charges and balances, and the existing gateway continues processing payments. A pilot can begin with files or exports before an API is assessed.
05Can the workflow start before a fee becomes overdue?
Yes. Management can approve preventive reminders and then continue with different rules after an obligation becomes overdue, without splitting the history into two processes.
06How does a pilot begin?
We review units, charge volume, receivables, the accounting system, payment sources, and common exceptions. We then test a limited sample, agree on rules, and measure before expanding.
Assessment for residential communities
Let's review how a fee moves from charge to applied payment
Tell us how many units you manage, which system you use, and how payment confirmations arrive today. We do not need resident data for this first conversation.