Planning Capital Projects
What Are Capital Projects?
Capital projects are major expenses that go beyond routine maintenance — roof replacements, elevator modernization, facade repairs, boiler upgrades, and similar large-scale work. These projects typically cost thousands or tens of thousands of dollars and need to be planned years in advance.
Adding a Capital Project
Navigate to Maintenance in the sidebar, then select the Capital Projects tab. Click Add Project to get started. For each project, you'll enter:
- Project name — a clear description like "Roof Replacement" or "Elevator Modernization."
- Estimated cost — your best estimate based on contractor quotes or industry benchmarks.
- Target year — when you expect the work to be needed.
- Priority level — helps the board decide what to fund first if budgets are tight.
- Notes — any supporting details, vendor contacts, or board discussion notes.
Emailing Quotes and Estimates
Received a contractor quote or project estimate via email? Forward it to your account's Document Mailbox and Nestingbird will import and process it automatically, helping you populate project details without manual data entry.
Connecting Projects to Your Budget
Capital projects integrate directly with your budget. Each project has a Budgeted toggle that controls whether its annual savings amount is included in your budget. Toggle this on for projects you're actively saving toward, and off for ones you're still evaluating or deferring. This gives you full control over which projects affect your assessment calculations without having to delete them.
When you create or update your annual budget, Nestingbird shows your budgeted capital projects alongside your reserve balance so you can see whether you're saving enough. If there's a shortfall, you'll have time to adjust contributions before the expense hits.
Completing a Project
When a capital project has been carried out and the money spent, mark it as completed using the checkmark icon on the project card. This closes the project out and removes it from your active list and future financial planning — the annual reserve amount for that project will no longer factor into your budget or assessment calculations.
You can also email a receipt or invoice for the completed work to your account's Document Mailbox. Include the project name in the subject line and Nestingbird will automatically match it to the project and close it out for you.
Impact on Your Building Score
Having documented capital projects with realistic cost estimates and timelines improves your Reserve Health score. It signals that your board is planning ahead rather than reacting to emergencies — which is exactly what lenders, insurers, and prospective buyers want to see.
Plan Requirement
Capital projects are available on the Good Standing plan and above.