Buildium Setup: Configure Special Assessments and One-Time Charges

Create a one-time charge by adding a charge line item to each unit/owner ledger, or create a special assessment by setting up a new assessment type and posting it to all units with the right due date(s). Then verify it on the ledger, test with one unit first, and confirm it appears correctly in owner statements and the resident portal.

 

What these terms mean in Buildium

 

• Assessment: a charge you bill owners (dues, special assessments).
• Special assessment: a non-regular assessment, often for a project (roof, elevator).
• One-time charge: a single charge posted once (move-in fee, key fob, violation fine).
• Ledger: the account history for a unit/owner showing charges and payments.

 

Before you start (even if everything else is already set)

 

• Confirm the property and units are set up correctly (unit count, ownership).
• Decide who gets billed (all units, only certain buildings, only certain owners).
• Decide split method: equal per unit, by percentage interest, by square footage. If it is not equal, make sure those values exist in Buildium first.
• Decide due date and whether it is one invoice or multiple installments.

 

Option A: Post a one-time charge (fastest for a few units)

 

• Go to the unit/owner ledger for the correct property.
• Choose Add charge (wording may appear as “Post charge” or “Add transaction”).
• Select the correct charge category (create one like “Special Assessment 2026 Roof” if needed).
• Enter amount, date posted, and due date.
• Add a clear memo (project name, board resolution date, installment number if any).
• Save, then repeat for other units if needed.

 

Option B: Configure a special assessment for the whole association (best practice)

 

• In Accounting (or Association accounting), find Assessments or Assessment types.
• Create a new assessment type named clearly (example: “Special Assessment – Roof 2026”).
• Set the GL account correctly (ask your accountant if it should be income, liability, or a dedicated fund account).
• Create the schedule:
  • For one invoice: set it to post once with one due date.
  • For installments: set multiple postings (monthly/quarterly) with matching due dates.
• Apply it to the correct units (all units or a filtered group).
• Choose the correct proration/split method if available; if not, amounts must be entered per unit.
• Save and post.

 

Avoid the most common mistakes

 

• Wrong property: posting to the management company or another association by accident.
• Wrong category/GL: makes financial reports misleading and can break budgets.
• Posting date vs due date: late fees and delinquency reports depend on due date.
• Installments set up as one charge: owners see a huge balance instead of planned payments.
• Not testing first: always post to one unit, review the statement, then roll out.

 

How to test and confirm it worked

 

• Open one unit’s ledger and confirm the charge shows with the right due date.
• Run an owner statement preview to confirm wording and totals.
• Check accounts receivable / delinquency report to ensure it appears.
• If owners use the portal, confirm it displays as a new balance and is payable.

 

Troubleshooting

 

• If it does not show up: confirm it was posted (not saved as a draft) and the unit is included.
• If amounts are wrong: verify the split basis data (percent interest/sq ft) or edit per-unit charges.
• If payments apply to the wrong charge: check payment allocation rules and charge dates.
• If reports look off: confirm the GL mapping and whether it should hit a fund or liability account.

 

When to contact Buildium support or get advanced help

 

• Non-equal allocations across many units and the basis data is missing or inconsistent.
• GL/fund accounting questions (especially if the special assessment must be restricted).
• Portal payment issues (owners cannot pay, payments not posting, autopay conflicts).
• Reversals: if charges were posted to many units incorrectly, ask for the cleanest reversal method before editing.