Managing Member Invoices & Dues

How Invoicing Works

Navigate to Finances in the sidebar, then select the Invoices tab to view your HOA's billing. Invoicing is automatic — when you run collections through Nestingbird, invoices are generated automatically for each unit based on their ownership fees. There's no need to manually create or send assessment invoices.

Creating a One-Off Invoice

Beyond automatic monthly assessments, board members can issue a one-off invoice to a single unit. Use the New Invoice card on your Dashboard or the New Invoice button on the Invoices tab. Choose the invoice type, pick the unit, enter an amount and due date, and add a description explaining what it's for. The charge is sent to the unit's owner and appears alongside their regular assessments.

Three types are available:

• Fine — a charge for violating community rules or policies.
• Deposit — a deposit required by policy, such as a pet or move-in deposit.
• Other — any other one-off charge that doesn't fit the categories above.

Creating one-off invoices requires online payments to be set up for your HOA (see Setting Up Autopilot Collections).

Configuring Payment Details on Invoice Emails

Every invoice email can include your HOA's manual payment details so owners know exactly where to send funds. Set these once under Settings → Invoicing → Payment Information:

• ACH Bank Transfer — your bank name, routing number, and account number.
• Zelle — the email or phone number owners can pay to.

Whatever you save here is automatically included on every future invoice email, so you only need to enter it once.

Payment Tracking

When owners pay online through Nestingbird, invoices are automatically marked as paid. For payments received outside the platform — checks, wire transfers, or cash — you can record them as out-of-band payments. This ensures your records stay complete regardless of how owners choose to pay.

Overdue Fee Reminders

Nestingbird automatically and independently reminds owners who have overdue fees, sending monthly email reminders directly to the owner until their balance is resolved. These reminders are sent privately to preserve the owner's privacy — other members won't know who is behind on payments.

Separately, the board receives a complete report of all overdue units, including each month that is missing, so you always have a clear picture of outstanding balances and can make informed decisions about collection policies.