StrongRoom Software

Started by OldT • 1 replies • 1539 views

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OldT (Georgia)
Posts: 2

Posted:

I am the treasurer of an association located in GA. We are looking to simplify our payable methods. We have a management company and they are suggesting that we use Strongroom to pay invoices. We currently have vendors submit their invoices via mail, fax, email, our management company and hand deliver. On Mondays or Tuesdays (if I'm waiting for a vendor to submit), I gather all invoices, prepare a spreadsheet to show coding, invoice number, and cost. I provide a signed copy of all invoices as well and send them to the officers for one more approval. Once all approvals are received, the management company processes and cuts the checks.

The mgmt. company has suggested Strongroom in order to create a more efficient process. Have any of you used this software? It seems to be similar to OneSource so it doesn't seem that bad. My concern is that we are not technical enough to use this system. We only have two officers who use computers/email on a regular basis. If I have to send text messages to say check your email, will this really make it easier for me?

Just wondering if anyone has tried it. Thanks for any feedback on how to simplify our payable process.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Our HOA was set up with a 2 signature system. We had special checks/ledger at the accounting office who cut the checks. They were a little more expensive but saved time/effort. The vendor submitted their invoice to our accounting firm who would issue/sign the check. I then picked that check up and signed it with another approved signee approved officer. After that, I could then mail out the check.

Keep in mind we had open meetings once a month. Any expenses we were to incur were discussed then that weren't part of "normal" operation expenses. Any expenses like our insurance, accountants pay, electric, water, and any other contractor that were routine were signed off at the beginning of the month. The unusual expenses or emergency issues were already approved before we submitted the invoice to the accountant.

Our HOA many weren't tech savvy either. However, I found making sure to have the 2 signature system worked well. The accounting firm/MC would provide us an expense report for our meeting. That way the membership could see what we spent money on and provide feedback if needed. It was all done openly or provided openly if it was something that was emergency related.

Former HOA President

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