Monthly Close and Owner Disbursement SOP
The monthly close cycle runs from the 1st through the 15th of each month. This SOP covers each step from rent collection through owner disbursement and statement generation.
Systems involved: Buildium, Google Drive, Slack, Supabase (ppm-db)
Monthly Timeline
1st — Rent due from tenants
5th — Grace period ends; late fees assessed automatically
6th (first business day) — Owner disbursements initiated via ACH
By 15th — All disbursements delivered; owner statements finalized in Buildium
Step 1: Confirm Rent Collection
On the 6th, run the Delinquency Report in Buildium: Accounting → Reports → Delinquency Report
For any outstanding balances, confirm whether a payment arrangement is in place
Unresolved delinquencies are flagged by the Admin Agent Delinquency Monitor and posted to #chat-ai-admin
Post vendor bills for any maintenance completed during the month: Accounting → Vendor Bills → New Bill. Link each bill to the corresponding work order.
[Automation target: Admin Agent — Delinquency Monitor runs daily at 8AM; CFO Agent — handles GL health checks and monthly close orchestration]
Step 2: Process Owner Disbursements
In Buildium, go to Accounting → Owner Draws → New Owner Draw
Select all active owners with available balances
Confirm management fees and maintenance charges are already deducted
Initiate the ACH draw — funds will arrive in owner accounts within 3–5 business days
[Automation target: CFO Agent — will execute owner draws via Buildium write API with Dan's explicit approval per #exec-decisions workflow]
Step 3: Generate and Distribute Owner Statements
In Buildium, go to Reports → Owner Statement
Run for the current statement period for all active owners
Statements are automatically available to owners in their owner portals
For owners who receive email notifications, Buildium sends them automatically
Step 4: Bank Reconciliation
Download the monthly bank statement from PPM's operating and trust accounts
Reconcile against Buildium using Accounting → Reconcile → Select Account
All transactions should match. Document any discrepancies in Slack #chat-ai-accounting
The CFO Agent GL Health Check workflow runs monthly and posts findings to #chat-ai-accounting
[Automation target: CFO Agent — Monthly Close Orchestrator workflow (NH8xBzuBURYK7PcE) runs on schedule and coordinates GL health check, reconciliation, and close]
Escalation
Any discrepancy above $50, any owner disbursement that cannot be initiated, or any reconciliation item that cannot be resolved within 24 hours must be escalated to Dan via #exec-decisions in Slack.