Year-End Close Playbook · 2025 → 2026
The Nov 1 → Mar 31 marathon. Budget adoption · special assessments · audit · 1099s · annual reports · 8879s · Sunbiz · DR-405. 18 associations on parallel tracks. The single-most-stress-tested 5 months of CMG's calendar.
5Months · Nov → Mar
142Tasks across 18 assoc
100%On-time YTD · 5 yrs
$0DBPR penalties · ever
~12 wksCMG team peak load
12-week sequence · 2025 cycle
Week 1–2 · Nov 1 – Nov 14 · Setup
Pre-cycle prep · low intensity
1
Schedule audits w/ Carr Riggs & Ingram · all 18 assoc
Tizi
✓
2
Calendar all BOD budget workshops · 18 dates · 14-day notice math
Tizi · Mgrs
✓
3
Vendor cost-request emails fire · standard CMG annual letter
auto
✓
4
Reserve study refresh assessments · which assoc need triennial
Tizi
✓
Week 3–4 · Nov 15 – Nov 30 · Vendor & insurance
Pricing-in next year
5
Vendor cost responses processed · auto-populate budget builder
auto
✓
6
Insurance renewal pre-mail · PT & CV early warning
Tizi · Sterling
✓
7
Utility tariff change forecast · Talquin · TECO · City
auto
✓
8
Reserve study refreshes scheduled · 6 of 18 due
Tizi
✓
Week 5–8 · Dec 1 – Dec 31 · Budget season
Most BOD-facing weeks of the year
9
Budget drafts · all 18 assoc · auto-built from prior + vendor + reserves
Mgrs
✓
10
Treasurer review · all 18 · variance memos generated
Mgrs · Treasurers
✓
11
Budget workshops · BOD · 18 sessions
Mgrs
✓
12
Special assessment math (where required)
Tizi · Treasurers
✓
13
BOD budget vote · 18 assoc · adopted by 12/31
Boards
✓
14
§718.112(2)(f) budget mailing · within 14 days of adoption
auto · Page-per-Page
✓
Week 9 · Jan 1 – Jan 7 · Reset
New rates kick in
15
New assessment rates posted to AppFolio · all 18
auto
✓
16
Owner statements · annual · mailed via PPP
auto
✓
17
Vendor 1099 W-9 audit · catch missing TINs before Jan 31
auto + AR clerk
✓
Week 10–11 · Jan 8 – Jan 31 · Information returns
IRS + 1099 cycle
18
1099-NEC filing · 62 vendors · all 18 assoc
AR clerk · IRS FIRE
✓ Jan 22
19
1099-INT filing · 4 assoc
AR clerk
✓ Jan 22
20
Vendor 1099 copies mailed
auto · PPP
✓ Jan 28
Week 12 · Feb 1 – Feb 28 · Audit prep
Auditor PBC list season
21
Audit prep packet · all 18 assoc · auto-assembled from system
Mgrs
✓
22
Bank confirmations to auditor
auto · Plaid
✓
23
Reserve transfer reconciliation
AR clerk
✓
24
Year-end accruals · prepaid reversals
AR clerk
✓
25
Auditor field work · CRI on-site · 6 properties at a time
CRI · Mgrs
✓
Week 13–16 · Mar 1 – Apr 15 · IRS + audited financials
IN PROGRESS · ends Apr 15
26
Audited financials delivered · CRI to CMG
CRI
✓ 14 of 18 done
27
Form 1120-H draft · all 18 · CRI prepares
CRI
✓ 14 of 18
28
Form 8879 e-sign · presidents
auto via e-sign center
✓ 14 done
29
1120-H e-filed
CRI · IRS
✓ 14 done · 1 ext
30
FL DR-405 tangible PP · early filers
Mgrs
✓ Apr 1
Week 17–20 · Apr 16 – May 14 · Annual reports + Sunbiz
UP NEXT
31
§718.111(13) annual report build · all 18
Mgrs
—
32
Annual report mailing · all 18 · 90-day cap from FYE
auto · PPP
—
33
Sunbiz annual reports · 18 entities
Tizi
1 of 18 (KL2 done)
34
DBPR Form 71B · 14 condo associations
Tizi
—
Week 21+ · May 15 onward · Wind-down
Returning to steady state
35
Year-end retrospective · all-hands
Tizi · Founder
—
36
Process improvement memo · what to change for '26 cycle
Mgrs
—
37
Auditor debrief · CRI
Tizi · CRI
—
Lessons learned · this cycle vs prior
What went well
- Budget builder cut treasurer review time 40%
- Vendor cost-request automation got 92% response (vs 71% prior)
- 1099-NEC filing 9 days ahead of deadline
- Audit prep packet auto-assembly saved 6 hrs / association
What slipped
- KL2 Sunbiz late by 6 days (assigned to wrong owner)
- Magnolia paint RFP missed the budget cycle
- Reserve study refresh started 2 weeks late on 2 properties
Process changes for 2027 cycle
- Sunbiz assignment auto-routes by association · no more "who owns this"
- RFP scopes lock by Oct 15 (not Nov 1) so they make budget
- Reserve refresh scheduling moves to Sep 1 (was Oct 15)
- Add a Week 11 buffer for catch-up · always run hot
Per-association status · current cycle
| Association | Budget | Audit | 1099 | 1120-H | Annual report | Sunbiz |
|---|
| Plaza Tower | ✓ | ✓ | ✓ | ✓ | draft | queued |
| Centerville Square | ✓ | ✓ | ✓ | ✓ | ✓ mailed | ✓ filed |
| Lakes at Killearn | ✓ | ✓ | ✓ | ✓ | ✓ mailed | ✓ filed |
| Magnolia Grove | ✓ | ✓ | ✓ | ✓ ext | draft | queued |
| Oak Pointe Villas | ✓ | ✓ | ✓ | ✓ | ✓ mailed | ✓ filed |
| Killearn Lakes II | ✓ | pending | ✓ | — | queued | overdue · in clerk docket |
| + 12 other | ✓ | varies | ✓ | varies | varies | varies |
Why this exists
5-month cycles compound mistakes if any one component slips. A late 1099 in January cascades into late audits in February, late annual reports in May, and a DBPR letter by June. The playbook ensures every property is on the same beat. We've never had a property fall off — and that's the only acceptable result.
Tied to
Budget Builder · Audit Prep · Tax Filing · FL Filings Calendar · Annual Report Builder · Vendor Onboarding · Reserve Study · Bill Pay · Owner Ledger.
