Track Capital Projects and Major Repairs in Enumerate

Track capital projects in Enumerate by setting them up as separate projects/jobs (or a dedicated fund if you use fund accounting), assigning a budget, coding every invoice/payment to the correct GL account and project, then running budget vs actual and job/project cost reports monthly to prove where the money went and what’s left.

 

Set up the project so it stays separate from normal repairs

 

• Decide the tracking method: use a Project/Job for one-time work (roof replacement), and a Fund (Capital/Reserve) if the board needs formal fund-level reporting.
• Create a clear name: “2026 Roof Replacement – Building A”. Avoid vague labels like “Repairs”.
• Set dates and status: planned, in progress, closed. Closing matters so old projects stop cluttering reports.

 

Build clean accounting codes (this prevents messy reports later)

 

• GL account: use a dedicated expense account like “Capital Improvements” or “Major Repairs”. If the work creates a long-term asset, ask your CPA whether it should be booked to an asset account and depreciated.
• Funding source: if paid from reserves, make sure payments hit the correct bank account and (if applicable) the correct fund.
• Vendor setup: confirm W-9/tax info and consistent vendor naming so payments don’t split across duplicates.

 

Enter the budget and approvals

 

• Load the approved budget into the project/job (or budget module) so “budget vs actual” works.
• Attach board approvals (minutes, proposals) to the project record if Enumerate allows attachments; otherwise store them in your document system with the same project name.

 

Code every bill and payment the same way

 

• When entering invoices: select the project/job and the correct GL account every time.
• When paying: confirm the payment is linked to the same invoice and coded to the same project. Mis-coding here is the most common reason totals don’t match.
• Change orders: enter as separate invoices or line items, still tied to the same project, with notes like “CO-2”.

 

Validate monthly (so surprises don’t happen at year-end)

 

• Run reports: Project/Job Cost, Budget vs Actual, General Ledger detail filtered to the project.
• Reconcile bank accounts so project spending matches real cash movement.
• Spot-check: pick one vendor invoice and trace it from invoice → approval → payment → report line.

 

Troubleshooting common problems

 

• Project shows $0 spent: invoices were posted without the project/job tag. Fix by editing transactions and re-running reports.
• Spent amount is too high: duplicate vendor records or duplicate invoices. Search by invoice number and amount.
• Budget vs actual doesn’t match: budget loaded to the wrong year, wrong fund, or wrong GL account.
• Reserve balance looks wrong: payment came from the operating bank account or was coded to operating expenses instead of capital/reserve.

 

When to contact Enumerate support or get advanced help

 

• Fund accounting setup (reserves vs operating) if reports must show fund-level statements.
• Capitalization rules and year-end entries: involve a CPA to avoid misclassifying assets vs expenses.
• Custom reports if the board needs a specific format for lenders, insurance, or audits.