Revenue Manager: Admin Charge Category Guide

Recurring monthly subscriptions, portal access, and software licenses.

Exception: One-time setup or purchase costs belong in External instead.

Fixed monthly storage or record-retention fees.

Exception: Per-box or variable storage costs belong in External instead.

Workflow-triggered at each violation step.

Also used in: Ledger Activity, when the rate is flat instead of step-based. See Hint 1.

Triggered by the architectural review workflow.

Also used in: External (one-time) and Ledger Activity (owner-billed). See Hint 1.

Charge scales with invoice or check volume processed.

Exception: One-off requests (special checks, stop payments) belong in External instead.

Always Action Items when processed through Vantaca or Nelco.

Exception: Outsourced to an outside vendor → use External instead.

Best fit when the rate varies by workflow step (demand letter vs. lien filing).

Also used in: External (imported attorney cost) and Ledger Activity (billed to owner). See Hint 1.

Use when a single flat rate is charged per mailing action, bundling print, postage, and envelope together.

Exception: If billed separately by vendor invoice, use External instead.

Best fit when NSF is a specific step inside a Collections workflow.

Also used in: External (bank report import) and Ledger Activity (owner-billed). See Hint 1.

Use when tied to an internal, recurring compliance workflow.

Note: Most clients currently handle this as External (professional/legal filing).

Recommended home for coupon-related charges.

Note: Should be set up as a workflow count, not billed as a one-time External charge.

Recommended as Action Items so all associations can be bulk-completed at once when filings are done.

Not yet reflected in current client data. See Hint 2 (Bulk-Step Logic).

Vendor-invoiced copying and printing costs.

Employee or vendor expense reimbursements.

Payroll processing, management fees, temp services, and extra staff time.

Exception: Does not include 1099 processing — see Action Items.

Legal, CPA, consulting, audits, and similar professional costs.

Default for a flat, one-time special assessment admin fee.

Exception: Billed as a % or flat rate per assessment charge → use Ledger Activity instead. See Hint 1.

Broad administrative and management charges not tied to a specific workflow.

Postage billed and imported directly from a vendor report.

Exception: Bundled into a single mailing-action charge → use Action Items instead.

Variable or per-box storage costs.

Exception: Fixed monthly storage fee → use Flat Fees instead.

One-off AP requests not tied to invoice-volume workflow.

Owner-account charge billed back to the association.

Best fit when the same flat rate or % applies every time, regardless of workflow step.

Exception: Rate varies by step → use Action Items instead. See Hint 1.

Owner-account charge billed back to the association at a consistent rate.

Owner-billed review fee passed to the association.

Owner-billed violation fee passed to the association.

Billed as a flat rate or % of the assessment charge itself.

Exception: A flat one-time admin fee instead belongs in External.