Financial & Admin

Where your money lives, in plain view

Trust accounting isn't a feature. It's the whole reason a strata council can sleep at night. Your operating funds and your contingency reserve fund are held in trust, separate from our own money and separate from every other community we manage. That's the law in BC, and it's also just how it should be.

We reconcile those accounts every month against the bank, not once a quarter when something looks off. Every dollar in and every dollar out is coded, dated, and traceable. When your treasurer asks "where did this go?", the answer is one search away, not a week of digging.

For a boutique firm focused on buildings under 150 units, this is where being small pays off. Your books get looked at by a person who knows your building, not fed into a machine that treats a 40-unit walk-up the same as a 400-unit tower.

What you actually get

Here's the concrete list, not the brochure version.

• Segregated trust accounting for operating and CRF funds, reconciled monthly to the bank.
• Online payments for owners and tenants through the portal — pre-authorized debit, card, or cheque, whatever your community prefers, with automatic receipting.
• Contingency reserve fund tracking with clear running balances, so council always knows what's set aside versus what's spent.
• Annual budget preparation built with your council, mapped line-by-line to last year's actuals so the numbers mean something.
• Form B and Form F orders turned around quickly for owners, realtors, and lawyers during a sale — a bottleneck we take off your plate.
• A searchable document centre holding bylaws, minutes, financials, contracts, and depreciation reports in one place owners can actually find.
• Transparent monthly reporting — an income-and-expense statement, balance sheet, arrears list, and bank reconciliation, delivered on a predictable schedule.

How the reporting works

Every month you get the same package, on time, in a format your council can read without an accounting degree. Income and expenses against budget. What's in the bank versus what the books say. Who's behind on fees and by how much. What the CRF balance is doing.

If a number looks strange, you don't wait for the AGM to ask. Council can pull the underlying transactions in the portal any time, and the Hive AI Assistant can answer routine questions about fees, balances, and forms around the clock. No line item is a black box.

We'd rather over-explain a variance than have you find it yourself and wonder what else you weren't told.

Budgeting and the CRF, done with you

A budget written at your council in a boardroom rarely survives contact with reality. We build yours with you, starting from your actual spending and the quotes in front of you, so the fee increase you propose is one you can defend to owners.

The contingency reserve fund gets the same honesty. We track it clearly and flag when your depreciation report suggests a gap between what you're saving and what the building will need. We won't tell you exactly how much to set aside or quote you a legal threshold off the top of our heads — that's a conversation for your depreciation-report provider and, where money and the Strata Property Act intersect, a strata lawyer or accountant. What we will do is give you numbers clean enough to make that conversation short.

Why this is different at a boutique firm

Big firms are built for volume. Your community's financials get standardized until the reporting is technically correct and completely uninformative. Under 150 units, that's exactly the wrong trade.

We keep the technology a large firm has — portals, online payments, a real document library, ticket tracking — and pair it with a manager who knows your building by name. You get institutional-grade trust accounting with a human who answers the phone. That combination is the whole point of Onehive, and it shows up most clearly in the money.

Want to see how your current statements would look on our system? Send us your last budget and we'll walk you through it — proposals answered within one business day.