Contacts & Consent - Printing Homeowner Statements
Contacts & Consent - Printing Homeowner Statements
The Print Statements page has been updated with new filters and an improved contact lookup to simplify how you identify statement-eligible contacts and manage delivery preferences. These enhancements also introduce duplicate mailing address detection to prevent the same statement from being sent to the same address more than once.
The following updates have been made to the Homeowners > Print Statements page:
Include Billing Method: Filters results by the Billing Type set on the Information tab, so you only see properties that match the billing method you’re printing for.
Delivery Preference: Filters results based on the Statement Type assigned to each contact on the Contacts tab. Use this to filter the contact search by delivery preference.
Improved the homeowner lookup for the Select Contact(s) on the Homeowners > Print Statements:
All contact types set to receive statements display.
The system generates statements for that contact and any linked contacts, with a separate statement produced for each mailing address.
Only homeowners display matching the selected Statement Type.
Green dot shows contacts who prefer eStatements.
When Save is clicked, an alert displays when multiple contacts from the same property share a mailing address:
Remove: Delete selected duplicate rows.
Reset: Restore removed rows.
Auto Remove: Eliminate duplicate mailings to the same address and update database.
Continue: Apply changes and generate statements.
Follow these steps to print homeowner statements:
In CINC Core, go to Homeowners > Print Statements. If you are using universal navigation, click Accounting > Billing & Statements > Print Statements.
The Print Statement page displays. Search for and select the desired association.
Complete the following information:
Note: Fields available on the page vary depending on configuration and settings.
Field
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Description
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For Date To
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Enter the date range for the statement period. Transactions within the dates specified display on the statement.
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Statement Type
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Select the statement type or file to generate.
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Job Description
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Only visible when Statement Type is Send eStatements. Enter a description (up to 150 characters, including special characters).
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Assessment Type
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Select the assessment type for the selected association that has a linked GL Account. Assessment types are configured under System > Assessments.
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Scanline
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If used, select your scanline interface.
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Late Notice
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Select a Fee Notice Template, which is configured under Template Types on the Tools > Correspondence Templates page.
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SD Template
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Enter the template number(s) provided by South Data if producing SouthData statements.
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BestBill Code
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Enter the code provided by BestBill if producing statement files for the BestBill print service.
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Submetering
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Only visible when the Association Meter Rates – Submetering on Statements is enabled, and the Statement Type is Paper Statements or Send eStatements.
Enable toggle to include the most recent posted meter data on statements.
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Include Billing Method
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Filters homeowner results based on the property’s Billing Method as it is set on the Primary Homeowner Information page.
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Delivery Preference
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Filters homeowner results based on the contact Statement Type as it is set on the Contacts tab. Use this to filter the contact search by delivery preference.
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Billing Status
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Filters homeowner results based on the contact’s billing status.
The Non-billable homeowners status can be used to produce a statement for a homeowner in a non-billable status (e.g., previous owner).
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New homeowners added between
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Toggle on and select the from and to date to target new homeowners added through the resale/ownership change process. The dates selected are relative to the completion date of the resale process in CINC Core and not the actual settled date.
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Collection Levels to Exclude
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Select checkboxes to exclude homeowners from the statement generation at a collection level that should not receive a billing statement (e.g., attorneys).
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Balance Filters
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Section
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Select an option to include only those homeowners belonging to specific sections within the selected association.
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Homeowner Status
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Select which homeowner status(es) is to receive statements. More than one can be selected.
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Select Contact(s)
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Click the Homeowner lookup to select contacts to receive statements.
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Due Date
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Enter the due date:
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Late Date
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Enter a date if the late date displays on the statement. If left empty, a late date does not display on the statement.
This field is required if the Late Amount Includes Late Fee toggle is enabled.
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Late Amount Includes Late Fee
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Toggle on to include late fee amount shown on the statement.
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Statement Messages
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Select pre-defined messages and the order in which they should display on the statement. Statement messages may be created under Setup > Statement Messages.
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Click Print. Statements generate according to the selected Statement Type:
Print: A PDF statement displays under Recent Reports and Queue on the left navigation menu.
Send eStatement: eStatements ready for sending display on the Homeowners > Email eStatements page.
LetterStream: Print files are sent to the Homeowners > Export Print Jobs page.
HOA Mailers: File (.csv) is sent to the Homeowners > Export Print Jobs page.
SouthData: Print files are sent to the Queue on the left navigation menu.
Other third-party vendors: Files display in the Queue on the left navigation menu.
.
Sending ACC Letters
ACC letters have been updated to ensure that architectural decision notifications are delivered to every owner of a property accurately and completely. Letters and emails are now generated per contact and mailing address, with linked contacts sharing a single letter, and each contact's delivery and communication preferences honored throughout the process.
The following describes the enhancements made to ACC letters in this release:
ACC letters can now be generated for all contacts per the selected mailing address when posting from the CCR > Pending ACC Requests page:
A letter is generated for each contact or linked contact with the Owner persona, with a separate copy produced for each of their mailing addresses.
For linked contacts, both names display on one letter per address.
System honors delivery and communication preferences.
All merge tags populate correctly with recipient information.
Letter entries recorded on the homeowner’s Notes History page (one entry per letter generated).
ACC letters can now be sent via email:
Added a new ACC Response email template under Other Templates on the Tools > Email Templates page.
Separate automated emails, including any applicable attachments, are generated for all contacts when the ACC Response email template includes an email delivery, and the contact has an email address.
Supports secondary email addresses when enabled.
System honors delivery and communication preferences.
Business names are used when enabled.
All merge tags populate correctly with recipient information.
ACC Request print jobs display on the Homeowners > Email Correspondence page.
A record of the ARC Response email and applicable attachments are now saved to the homeowner’s Notes History page.
Generating ACC Letters
Generating ACC letters formally communicates to homeowners the ARC's decision on a homeowner's architectural modification request.
Follow these steps to generate ACC letters:
In CINC Core, go to CCR > Pending ACC Request.
The Pending ACC Requests page displays. Search for and select the association.
Search for the homeowner (by name, address, account, etc.) or use % to see all pending requests, and click Refresh.
To narrow the results, enter the following search criteria and click Refresh:
Status: Select to show only those requests in that status.
Show all ready for auto-approval: Toggle on to view ACC requests ready for auto-approval.
Date: Enter the date that displays in the homeowner's correspondence record. Defaults to the current date.
Current/New Job: Enter a description for the current group of ACC requests to post. For example, “ACC Req Post 09/25/24”. This description must be 25 characters or less.
Locate the ACC request.
If the ARC committee has already submitted a decision via the website, the ACC request is highlighted in yellow, indicating a response has been received from the committee.
Underlined items represent a link to the homeowner's correspondence record for the ACC Request, where you can review past notes and correspondences.
ACC requests are marked with a red dot and the response displays in red when an ARC response is received.
If needed, update the ACC request information and click Save.
You can click the View ARC Discussion Comments link to view ARC Comments for the ACC Request. To add a new comment, enter text in the New ARC Note field and click Save.
Select the checkbox next to the ACC request and click Post.
Once posted:
The system generates a letter for each contact with the Owner persona and honors delivery preferences.
A correspondence record is logged to the homeowner’s Notes History page.
Mailing ACC Letters
The letter displays in Recent Reports and Queue on the left navigation menu for printing and mailing to the homeowner. If a print vendor integration (Letterstream, OSG, HOA Mailers) is enabled, letters with those destinations route to the Homeowners > Export Print Jobs page.
Emailing ACC Letters
Email correspondence provides a quick and convenient way to notify homeowners about their ACC request.
Follow these steps to send ACC emails from CINC Core:
In CINC Core, go to Homeowners > Email Correspondence.
The Email Correspondence page displays. Select the ACC request email job (with the appropriate date) from the Email Correspondence Job drop-down. You can filter the results by Status or Email Address Status.
Select the checkbox(es) next to the homeowners you want to email. Selecting the checkbox in the top of the column selects / deselects all.
Click Email. The system sends emails to all applicable owner persona contacts, respecting communication preferences and including all applicable attachments (the generated ACC letter PDF).
Sending Welcome Letters
Welcome letters have been updated to align with the new contact structure in CINC Core, ensuring that newly processed homeowners receive timely, accurately addressed correspondence based on their individual delivery and communication preferences. Letters and emails are now generated for all contacts with the Owner persona on properties processed through resale, with each contact's mailing address selections and business name settings respected automatically.
The following describes the enhancements made to Welcome letters in this release:
The system honors both Delivery Method preferences (set up in System > Drop Down Options) and Contact communication preference (set on the Contacts tab).
One letter or email is generated addressed to both individuals for each selected mailing address.
A separate letter or email is generated for each mailing address selected in the contact record.
When the Use Business Name toggle is enabled, the Business Name field populates the contact’s name.
Template tags are updated to map correctly to enhance contact and address data.
A new Welcome Letter template is available under Tools > Email Templates > Other Templates and selected on the Setup > Association Setup > Association Information page.
Creating a Welcome Letter Correspondence Template
The Welcome Letter Correspondence Template defines what the Welcome Letter says, how it looks, and how it's delivered. Without a template, no Welcome letters can be generated.
Follow these steps to create a Welcome Letter template:
In CINC Core, go to Tools > Correspondence Templates.
The Correspondence Templates page displays. Search for and select the desired association for association-specific templates or select All for global templates.
Select Welcome Letter from the Template Type drop-down.
Click New or select an existing template and click Copy.
The Edit Correspondence Template page displays.
Complete the following information:
Template Name: Enter a unique, descriptive name. The Template Name should be unique for each association’s welcome letter.
Delivery Preference: Select the paper source/delivery preference for the template.
In the Template section, compose the letter in the HTML editor:
Use merge tags from the Select Tags drop-down list (e.g., Owner Name, Association Name, Balance Due Amount). Some tags are collections-specific.
If pasting from Microsoft Word, use the Paste From Word (
) function located on the editor ribbon.
Click Save.
Linking the Welcome Letter Template to an Association
Once the Welcome Letter Correspondence Template is created, it must be linked to the association.
Follow these steps to link the Welcome Letter template to an association:
In CINC Core, go to Setup > Association Setup.
The Association List page displays. Select the association’s link.
The Association Information page displays. Select the template from the Welcome Letter drop-down list.
Click Save.
Adding Optional PDF Attachments to Include with the Welcome Letter
PDF attachments included as part of the Welcome Letter are generated with the Welcome Letter.
Note: Attach PDF documents only.
Follow these steps to add additional PDF documents to the welcome letter:
In CINC Core, go to Setup > Association Setup.
The Association List page displays. Select the association’s link.
The Association Information page displays. Click the Notes tab.
The Correspondence History page displays. Click New.
The Notes History page displays.
Complete the following information:
Field
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Description
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Description
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Enter a description for the Welcome Letter attachments.
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Corr Type
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Select Welcome Letter from the drop-down list. Create only one note with the Corr Type of Welcome Letter per association.
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Status
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Select Open from the drop-down list.
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Note Type
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Select a note type from the drop-down list. Options are set up under Correspondence Note Type on the System > Drop Down Options page.
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Click Save.
The Attachment field displays. Click Manage.
The Association Correspondence Attachments page displays. Click Choose File to browse to and select the PDF file(s).
Click Save.
If multiple documents are added, enter the order in the Welcome Letter column in which the documents display in the packet. Click Save.
After adding attachments, click Cancel.
The Notes History page displays. Click Save. Any PDFs attached here automatically print or send with every Welcome Letter generated for that association.
Selecting Homeowner Status(es) to Receive Welcome Letters
Only properties with a Homeowner Status enabled for Welcome letters generate letters.
Follow these steps to select homeowner status(es) to receive Welcome letters:
In CINC Core, go to System > Drop Down Options.
The Maintain Drop Down Options page displays. Select Homeowner Status from the Drop Down List field.
Toggle on Welcome Letter for each property status that should trigger welcome letter generation.
Click Save.
Creating an Optional Welcome Letter Email Template
The Welcome Letter Email Template defines the email wrapper — subject line, plain-text body, and HTML body — sent with the Welcome Letter. It's the email counterpart to the Welcome Letter Correspondence Template and controls what the homeowner sees in their inbox.
The email template is optional — not every association sends Welcome letters by email. If the Delivery Method is set to "Letter Only" or "None," no email is sent and no template is needed.
Follow these steps to create a Welcome Letter email template:
In CINC Core, go to Tools > Email Templates.
The Edit Email Template page displays. Select Welcome Letter from the Email Template drop-down.
Complete the following information:
Subject: Enter the email’s subject line. You can use merge tags from the Select Tags drop-down list.
Body Text: Plain-text version of the email content. The plain-text Body serves as a fallback for email clients that don't support HTML rendering. You can use merge tags from the Select Tags drop-down list.
HTML Body: HTML-formatted version of the Body Text content. Allows you to include formatting such as bold text, links, tables, images, which renders properly in the homeowner's email. You can use merge tags from the Select Tags drop-down list.
Click Save.
Generating Welcome Letters
Welcome letters automatically generate overnight for properties processed through the Homeowners > Resale page the previous day. The system then marks the Welcome Letter processed to prevent duplicate generation.
The system selects properties where:
The property status has the Welcome Letter toggle enabled
The property has a related property ID (processed through resale)
A welcome letter has not yet been generated
The property belongs to an association with a welcome letter template configured
Verifying & Reviewing Generated Letters
Page
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Purpose
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Homeowners > Homeowner Listing > Primary Homeowner Information > Correspondence
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View individual homeowner's generated Welcome Letter
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Notes History
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Audit trail of generated letters and attachments
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Mailing Welcome Letters
Welcome letters configured with standard paper sources (Plain Paper, Letterhead, etc.) display in the Queue on the left navigation menu under Welcome Letter. You can select letters for mass printing and mailing from the File Queue page.
Mailing Welcome Letters (HOA Mailers Clients)
If a print vendor integration for HOA Mailers is enabled, you can send generated Welcome Letters from the Homeowners > Export Print Jobs page for printing and mailing.
Follow these steps to send Welcome letters from CINC Core if you are using HOA Mailers:
In CINC Core, go to Homeowners > Export Print Jobs.
Locate your file in the drop-down list.
Select the checkbox at the top and select Approve.
Note: If you want to remove a letter, click Delete. Using Decline declines the entire print job.
Emailing Welcome Letters
You can send Welcome letters via email after the overnight generation process runs and the delivery preference includes email.
Follow these steps to send welcome letters via email:
In CINC Core, go to Homeowners > Email Correspondence.
The Email Correspondence page displays. Select the Welcome letter email job (with the appropriate date) from the Email Correspondence Job drop-down. You can filter the results by Status or Email Address Status.
Select the checkbox(es) for the letters to email. Selecting the checkbox in the top of the column selects / deselects all.
Click Email. The system sends the homeowner an email including all applicable attachments.
Generating a Quick Correspondence
The Quick Correspondence page has been updated to ensure that ad-hoc letters are generated and delivered accurately based on each contact's preferences and address information. These enhancements give you greater control over how correspondence is addressed, distributed, and delivered across multiple contacts and mailing addresses.
The following describes the enhancements made to Quick Correspondence in this release.
Enhancements to the Tools > Quick Correspondence page include:
The system honors both Delivery Method preferences (set up in System > Drop Down Options) and Contact communication preference (set on the Contacts tab).
Letters are created for each contact selected in the contact lookup tool when users click Post.
One letter addressed to both individuals per mailing address.
Separate letter generated for each mailing address.
When the Use Business Name toggle is enabled, the Business Name field populates the contact’s name.
Template tags are updated to map correctly to enhance contact and address data.
Updates to the Homeowner lookup window on the Tools > Quick Correspondence page include:
Default view should show all contacts with the persona Owner.
Renamed the Homeowner column to Contact.
Property Contacts and Linked Contacts are now combined into a single row.
Renamed the Address column to Property Address. Displays the property addresses, not all contact addresses.
Added a new Persona filter with multiselect drop-down options - Owner, Tenant, and Board/Committee.
Renamed the Billing Type filter to Billing Method. Defaults to Owner.
Follow these steps to generate a quick correspondence:
In CINC Core, go to Tools > Quick Correspondence.
The Quick Correspondence page displays. Search for and select the association.
Complete the following information:
Field
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Description
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Contacts
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Click the Homeowner lookup to select contacts to receive the quick correspondence.
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Template
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Select the correspondence template.
Correspondence templates are configured under Tools > Correspondence Templates > Correspondence, and each has an associated Delivery Preference that determines how the correspondence is delivered (Letter Only, Email Only, Both, Contact Preference, None).
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Status
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Select the status for the generated correspondence.
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If needed, edit the template or add additional merge tags for the correspondence.
Click Post to generate the quick correspondence for each selected contact(s).
Once posted,
You can email the generated correspondence from File Queue page.
The correspondence also displays on the Correspondence tab of the Homeowners > Homeowner Listing > Primary Homeowner Information page.
Emailing Contacts from Notes History
The Correspondence tab now supports sending emails directly, giving you a quicker way to reach contacts with ad-hoc correspondence from the homeowner record.
Follow these steps to send an email to contacts associated with a property:
In CINC Core, go to Homeowners > Homeowners.
The Homeowner Listing page displays. Select the appropriate homeowner.
Select the Correspondence tab at the bottom of the page.
The Correspondence Listing page displays. Search for and select the appropriate correspondence link.
The Notes History page displays. Click Email.
The Send Email window displays. Complete the following information:
Field
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Description
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From
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Defaults to the user’s email address who created the correspondence. You can change it or add email addresses.
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To
CC
BCC
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Defaults to Property Contact 1’s email address. You can change it or add more recipients.
You can click the Search icon to open the Select Email window.
Select the checkbox(es) next to the email recipients and click Save.
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Subject
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Enter a subject line for the email.
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Attachments
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Select the checkbox(es) next to the attachments to include in the email.
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Click E-Mail. The system sends the email and displays as a new note on the Notes History page.