A building’s month, in six screens
Ninety-six units, twelve months of books, and the deadlines Florida actually imposes. Move through it at your own pace, at whatever hour suits you.
Marlin Bay Residences is not a real building. It is a fictional 96-unit condominium in Pompano Beach, seeded so we can show you the product without opening a client’s records. The numbers are the seed’s own and they reconcile — the receivables tie to the general ledger, and the payables tie to account 2000.
The morning view
What a treasurer opens on the first of the month
Four numbers, and the one deadline that is closest. Everything else is a click away rather than in the way.
Operating cash
$218,430.72
Harbor National ····4417
Reserve cash
$486,215.40
Fund-segmented, not commingled
Receivables open
$10,581.00
6 of 96 units
Awaiting review
8 items
Bank lines with no matching entry yet
Next statutory deadline
Milestone structural inspection (Phase 1) — due 31 December 2026. The building turned 30 this year.
Receivables
Who is behind, and by how long
Aging that reconciles. The subledger and the general ledger agree to the cent, because every charge and every payment went through the same posting primitives.
| Bucket | Units | Amount |
|---|---|---|
| 0–30 days | 6 | $6,429.00 |
| 31–60 days | 3 | $3,144.00 |
| 61–90 days | 1 | $1,008.00 |
| Total open | 6 distinct | $10,581.00 |
Reconciliation
GL account 1100 reads $10,581.00 and the aging reads $10,581.00. The platform checks that nightly and refuses to let the two drift silently.
The bank feed
Forty transactions, eight that need a person
The other thirty-two were matched to an entry and posted automatically. What is left is the work — including a pair worth looking at twice.
| Merchant | Date | Amount |
|---|---|---|
| Gulfstream Roofing LLC | 13 days ago | −$7,450.00 |
| Gulfstream Roofing LLC | 14 days ago | −$7,450.00 |
| Coastal Glass & Mirror | 7 days ago | −$3,180.00 |
| Sunshine Supply Co | 3 days ago | −$1,265.44 |
| Deposit — reference 88213 | 5 days ago | +$2,400.00 |
| 8 awaiting review |
Same merchant, same amount, one day apart
Two identical roofing charges. One is probably a duplicate authorization. The platform surfaces the pair rather than quietly posting both — a double-post here is money out of the reserve.
Payables
Approvals that leave a trail
A bill becomes a liability when the board approves it, and not a moment earlier. That is an accounting position, not a UI preference.
| Vendor | Status | Amount |
|---|---|---|
| Atlantic Elevator Service | Approved | $2,840.00 |
| Cortez Landscaping | Approved | $1,425.00 |
| Bayline Pool Maintenance | Approved | $980.00 |
| Sentinel Fire & Life Safety | Pending approval | $6,150.00 |
| Account 2000 | Approved only | $5,245.00 |
Why the fourth bill is not in the total
The $6,150 fire-safety bill is still awaiting approval, so it is not yet a liability and does not appear on the balance sheet. The three approved bills sum to exactly what account 2000 carries.
Compliance
The calendar that knows Florida law
Deadlines derived from the building itself — its age, its height, its jurisdiction — rather than typed into a spreadsheet by whoever held the role last year.
| Obligation | Due | Status |
|---|---|---|
| Milestone structural inspection (Phase 1) | 31 Dec 2026 | In progress |
| Structural integrity reserve study | 31 Dec 2026 | In progress |
| Annual financial report to members | 31 Dec 2026 | Pending |
| Property & liability insurance renewal | 17 Oct 2026 | Pending |
| Annual meeting and board election | 1 Mar 2027 | Pending |
| Condominium website — records posting | 13 Aug 2026 | Completed |
Where the milestone date comes from
The building was completed in 1996, so it reaches thirty years of age in 2026 and the inspection is due by 31 December of that year under § 553.899. The twenty-five-year trigger is a local option, not a statewide coastal rule — the engine does not assume it.
Governance
A vote that survives being questioned a year later
The motion, the mover, the second, the tally — and the reason a director stepped out of the room.
RESOLVED, that the association engage Coastal Structural Engineering, P.A. to perform the Phase 1 milestone inspection required by § 553.899, at a fee not to exceed $18,500.
Dana Whitfield
President
Priya Raman
Director
Ray Okonkwo
Property manager
Tomas Delgado
Director
A minority partner in one of the responding firms; recused before discussion.
Carried, 3–0, with one recusal recorded.
Why the recusal is written down
A tally with an unexplained abstention is not a record of anything. When a bid award is questioned two years on, the minutes have to answer the question on their own.
Screen 1 of 6
That was a building we made up
The next one is yours. Send the declaration or proprietary lease, the bylaws and the last three sets of minutes, and we will tell you what is missing before you have signed anything.
Tell us about your buildingForty-five minutes with a principal. No obligation to buy anything.