CommunityPay - Automated Reserve Studies

30yr Projection Horizon

Live Data Updates

100% State Compliant

$0 Consultant Fees

                Traditional reserve studies are snapshots that go stale the day they're delivered.
                CommunityPay generates living reserve analysis—continuously updated from your
                actual assets, expenditures, and fund balances.
            

The Problem with Traditional Reserve Studies

Associations pay thousands for reserve studies that become outdated immediately. Consultants visit once, estimate useful lives, and deliver a static PDF. By year two, the numbers no longer reflect reality.

Traditional Approach CommunityPay Automation

Static PDF delivered every 3-5 years Living document, always current

$3,000-$8,000 per study Included with platform

Estimates based on site visit Actual expenditure data from ledger

Useful life guesses Track real replacement history

Funding plan drifts from reality Projections update with every transaction

Component Inventory

Every major asset tracked with acquisition date, cost, useful life, and replacement schedule. The foundation of accurate reserve planning.

Asset Registry

Roofs, HVAC, elevators, pools, paving, painting. Complete inventory of reserve-funded components.

Useful Life Tracking

Industry-standard useful lives with adjustment for local conditions and actual performance.

Remaining Life Calc

Automatic calculation of remaining useful life based on installation date and expected lifespan.

Replacement Cost

Current replacement estimates with inflation adjustment for future replacement years.

Condition Notes

Document condition assessments, maintenance history, and factors affecting useful life.

Photo Documentation

Attach photos to components. Track condition visually over time.

Funding Analysis

Multi-method funding calculations that show exactly where you stand and what it takes to reach your target funding level.

Funding Methods

Full Funding (100% of future obligations)
Baseline Funding (cash flow method)
Threshold Funding (minimum balance)
Statutory Minimum (state requirements)
Custom funding targets

Analysis Outputs

Percent funded calculation
Fully funded balance target
Annual contribution requirements
Special assessment scenarios
Funding gap analysis

Percent Funded: The industry-standard measure of reserve health. CommunityPay calculates your percent funded in real-time as fund balances and component data change—not once every three years.

30-Year Cash Flow Projections

See exactly when major expenses hit and whether current funding keeps pace. Adjust assumptions and see the impact instantly.

Projection Element	What It Shows
Annual Expenditures	Projected replacement costs by year based on remaining useful life and inflation.
Reserve Contributions	Required annual funding to meet target by method (full, baseline, threshold).
Ending Fund Balance	Year-end reserve balance after contributions and expenditures.
Percent Funded Trend	How funding level changes over the 30-year horizon.
Deficit Years	Years where projected balance goes negative without action.

What-If Scenario Modeling

Model different funding strategies before committing. See the impact of contribution changes, special assessments, or deferred replacements.

Contribution Scenarios

What if we increase contributions 5%? 10%? See funding trajectory change instantly.

Special Assessment

Model one-time infusions. See how a special assessment affects long-term funding health.

Deferred Replacement

What if we extend roof life 5 years? Model deferred maintenance impact.

Inflation Adjustment

Change inflation assumptions. See impact on future replacement costs.

Interest Earnings

Model different reserve investment returns. Conservative vs. aggressive assumptions.

Compare Scenarios

Side-by-side scenario comparison. Present options to the board clearly.

Living Document Updates

Unlike static PDFs, CommunityPay reserve studies update automatically when relevant data changes in your system.

Automatic Triggers

Reserve fund balance changes
Component replaced (expenditure posted)
New component added to registry
Contribution rate changed
Useful life adjustment

What Updates

Percent funded recalculates
30-year projections refresh
Funding recommendations adjust
Deficit warnings update
Board reports regenerate

Replace a Roof: Post the expense to the ledger. Component registry updates. Useful life resets. Projections recalculate. Percent funded adjusts. All automatic.

State Compliance

Many states mandate reserve studies and specific disclosure requirements. CommunityPay templates meet statutory requirements by jurisdiction.

State Templates

Pre-built templates for California, Florida, Virginia, and other states with requirements.

Disclosure Formats

Generate state-required summary formats for annual meeting distribution.

Update Tracking

Track when study was last updated. Compliance calendar integration.

Level 3 Studies: CommunityPay generates Level 3 reserve studies (no on-site inspection) based on your system data. For states requiring physical inspections or structural assessments, pair with a qualified reserve specialist for initial on-site evaluation. Level 3 studies typically fulfill requirements for ongoing maintenance and annual updates thereafter.

Board-Ready Reports

Professional reports that communicate reserve status clearly. Executive summaries for board meetings. Detailed appendices for deep dives.

Report Sections

Executive summary with key metrics
Component inventory with photos
Funding analysis by method
30-year cash flow projection
Expenditure schedule
Contribution recommendations

Output Formats

PDF for distribution
Board presentation slides
Owner summary (simplified)
Lender/insurance format
State-specific disclosure
Export to Excel for analysis

System Integration

Reserve studies pull from and write to other CommunityPay modules. No duplicate data entry. No manual reconciliation.

Accounting Ledger

Reserve fund balances pull from GL. Expenditures post to reserve accounts.

Fixed Assets

Component registry syncs with fixed asset module. Depreciation aligned.

Budget Module

Reserve contribution recommendations flow into budget planning.

Vendor Payments

Track which vendors perform replacements. Cost history by component type.

Compliance Calendar

Reserve study update reminders. State filing deadline tracking.

Resale Certificates

Reserve status automatically included in resale package generation.

A reserve study is only as good as its data. Because CommunityPay is your accounting system, your asset registry, and your payment platform, reserve analysis reflects reality— updated continuously, not every three years.