Is an electronic signature valid?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and most state UETA statutes when intent, consent, attribution, and retention requirements are met.

When is notarization required?

Notarization is only required when the underlying charge or recording statute mandates it—e.g., recorded assessment liens. Check your state recording rules or a title office for obligations.

How do I correct an entered charge?

Void the incorrect entry and create a corrected line item with referencing note and approver signature. Maintain both records to preserve the audit trail for reconciliation.

What if a payor disputes a charge?

Provide the signed template, authorization reference, and calculation details. Maintain documentation of communications and consider a temporary hold while reconciliation proceeds.

How long should I keep signed charge statements?

Follow applicable federal minimums (e.g., IRS three-year rule, IRC §6501(a)) and industry rules such as HIPAA six-year retention (45 CFR §164.530(j)) where applicable.

Can remote online notarization (RON) be used?

Many states permit RON with identity proofing and audio-video recording; requirements vary. Verify state notary commission rules before relying on a RON for recorded instruments.

Electronic Signature
Templates
Finance
Finance Common Charges Template

Finance Common Charges Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

FINANCE COMMON CHARGES TEMPLATE

Billing Summary

From: Issuing Entity (Company or Association) Issuer Address Phone Email

To: Owner / Payor Unit / Account Number Property Address Owner Contact Phone / Email

Invoice #:

Invoice Date:

Due Date:

Billing Period: to

Payment Terms

Charge Allocation & Basis

Allocation Basis (check all that apply):

Per Unit / Lot
Per Square Foot
By Percentage Ownership
Fixed Assessment
Other:

Itemized Charges

Description	Period	Quantity	Unit Rate	Amount (USD)

Subtotal:

Adjustments / Credits:

Tax (%):

Late Fees / Penalties:

Total Due:

Payment Instructions & Policies

Accepted Payment Methods

Check / Money Order
ACH / Bank Transfer
Credit / Debit Card
Other

Payment Instructions Late Payment Policy

Terms, Certification & Remedies

Authority to Assess: The Issuing Entity certifies that the charges set forth on this statement are authorized by the association governing documents and applicable contract or budgetary resolutions. These charges constitute a lawful assessment or allocable common charge of the Issuing Entity and are imposed in accordance with such authority.

Interest and Collection: Unpaid balances shall accrue interest at the rate specified in the association's collection policy or, if none is specified, at the rate indicated below until paid in full. The payor shall be responsible for reasonable costs of collection, including attorneys' fees, court costs, and any filing fees incurred to enforce payment.

Lien Notice: Failure to pay assessments may result in recorded liens against the property or account; the Issuing Entity reserves the right to pursue all remedies available under applicable law and governing instruments.

Dispute Procedure: Any dispute concerning the charges must be submitted in writing to Issuer Contact within fifteen (15) days of the Invoice Date and shall identify the specific charge(s) in dispute, the basis for the dispute, and supporting documentation. Submission of a timely dispute does not relieve the payor from the obligation to pay undisputed amounts.

Governing Law: This statement and any collection efforts shall be governed by the laws applicable to the Issuing Entity's jurisdiction. Nothing in this statement modifies rights or duties expressly set forth in the governing documents of the Issuing Entity.

Interest Rate on Overdue Balances (annual %) Contact for Billing Inquiries

Notes / Terms & Conditions

Issuer Printed Name:

By:

Date:

By signing, the Issuer certifies that the charges shown are properly authorized, calculated in accordance with the stated allocation basis, and that the Issuer is authorized to demand payment and pursue collection remedies stated herein.

What the Finance Common Charges Template Is and When It’s Used

The Finance Common Charges Template is a standardized form for itemizing recurring or periodic charges applied to an account, property, project, or client ledger. It lists each charge, the responsible party, frequency (monthly, quarterly, annual), the effective date, allocation method, and any supporting authorization. Organizations use this template to produce consistent statements, invoices, or ledger entries, to support audits, and to communicate charge detail to payors or stakeholders. The template is adaptable for accounting systems, property management, service fees, and internal chargeback workflows.

Why a Clear Common Charges Template Matters for Financial Controls

A consistent template reduces disputes, speeds reconciliation, and creates a reliable audit trail for recurring charges. Clear line items and supporting references help accounting teams, auditors, and clients verify amounts and timing while reducing manual data-entry errors and rework.

Who Typically Prepares and Reviews the Finance Common Charges Template

Common users include accounting staff, property managers, billing teams, and authorized finance approvers who maintain or distribute charge statements.

Accounting teams responsible for month-end reconciliations and charge posting.
Property managers producing homeowner or tenant common charge statements.
Corporate billing or service teams issuing chargebacks or client invoices.

Secondary reviewers include auditors, client representatives, and legal teams who verify allocation rules and evidentiary support.

Essential Components of a Professional Finance Common Charges Template

A well-designed template groups essential data so entries are auditable, machine-readable, and easy to import into accounting systems. Include fields for identifiers, dates, amounts, allocation logic, and approval references.

Charge Description

A concise description of the charge, including service or assessment name and billing period; supports search and reconciliation in accounting systems.

Amount

A numeric field with currency formatting and optional tax or adjustment lines; use two-decimal precision and a standardized currency code when multi-currency.

Frequency

Defines recurring cadence (monthly, quarterly, annual) and next-billing date to drive automated scheduling and prevent duplicate charges.

Effective Date

The charge start date used for accruals and period recognition; determines when revenue or expense recording begins for accounting purposes.

Allocation Basis

Specifies how the charge is allocated (per-unit, pro rata, square footage, percentage) and includes the calculation or formula used.

Authorization

Reference to approval (PO number, board resolution, contract clause) and an audit trail entry showing approver, date, and any supporting document.

Step-by-Step: Fill, Approve, and Distribute a Common Charges Statement

Follow these sequential steps to complete the template, secure approvals, and distribute statements to payors or internal teams.

01

Gather source data: Collect ledgers, contracts, and prior-period statements for reference.
02

Populate template: Enter identifiers, descriptions, amounts, dates, and allocation rules.
03

Review and approve: Have authorized approver check allocations and sign electronically or in writing.
04

Distribute and archive: Send to recipients and save a signed, timestamped copy for records.

Configure an Online Workflow for Common Charges

Set up the template with automated fields, validation, and routing to reduce manual steps and errors.

Field	Configuration
Template	Create a reusable PDF or DOCX template with locked header and dynamic line-item table.
Conditional Fields	Show allocation details only when frequency is 'pro rata' to keep the form concise.
Calculated Totals	Use formula fields to auto-sum amounts and compute prorations, reducing reconciliation errors.
Signer Authentication	Require email plus SMS code or SSO for approvers to strengthen attribution and auditability.

Where to Send or File Completed Charge Statements

Routing depends on document role: send final statements to payors, file signed copies in accounting records, and deliver approvals to contract owners.

Send to Payor: Email PDF or provide secure signing link to the responsible payor address.
File with Accounting: Upload signed PDF to the general ledger or document management system.
Share with Approver: Route for signature or countersignature in defined order.
Archive Record: Store a tamper-evident copy in long-term retention storage.

Technical Requirements for eSubmission and Signing

Use a platform that supports secure PDF, audit trails, and required signer authentication for financial records.

File formats: PDF, DOCX supported for import/export.
Integrations: Salesforce, NetSuite, Google Workspace, and common ERPs.
Authentication: Email link, SMS code, SSO options available.

eSignature Pricing and Limits — signNow and Alternatives

Compare baseline pricing and envelope or usage limits across vendors. signNow is listed first per platform comparison conventions used here.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Penalties and Risks from Incorrect Charge Statements

Late Filing: IRC §6721 applies

Incorrect Amount: Possible refunds and reconciliation costs

Missing Identifier: Triggers backup withholding risk

Unauthorized Charge: Customer dispute and potential liability

Insufficient Documentation: Audit exceptions and penalties

Retention Failure: Regulatory noncompliance risk

Common Pitfalls When Preparing Common Charge Templates

Using inconsistent account identifiers that prevent automated matching and create duplicate ledger entries during reconciliation.
Omitting authorization references or PO numbers, which increases disputes and slows approvals between departments or with clients.
Failing to specify allocation formulas precisely, causing different interpretations and incorrect prorations at month end.
Not capturing signer attribution or consent for electronic signatures, leaving signed records vulnerable to challenge.

Practical Tips for Accurate and Efficient Completion

Use template controls, validation rules, and consistent identifiers to reduce errors and speed processing across the organization.

Standardize identifiers and formats

Adopt a single account ID format and MM/DD/YYYY date formatting across templates to enable reliable imports and reduce reconciliation mismatches during month-end close.

Include authorization references

Record contract clause, PO number, or board resolution references directly in the template so reviewers can verify entitlement without searching separate files.

Automate calculations

Use formula fields to compute prorations and totals. Automation reduces manual rounding errors and produces consistent audit-friendly totals for accounting.

Preserve an audit trail

Capture signer identity, timestamp, IP or authentication method, and a tamper-evident signed PDF to support enforceability under ESIGN and UETA.

Real-World Examples Using a Common Charges Template

These short case summaries show how organizations adapt the template for specific operational needs and compliance.

Optica Ventures LLC

Optica used a standardized charge template to unify tenant billing across properties and reduce disputes by centralizing references to lease clauses.

They combined automated prorations for mid-month moves.
The result was faster month-end close and fewer tenant inquiries because charge descriptions matched lease language and accounting imports reconciled automatically.

Martin Properties

Martin Properties converted legacy spreadsheets into a fillable template to standardize HOA assessments and late fee rules.

They added an approval field linked to board minutes.
Using the template improved collection notice clarity and shortened the dispute resolution cycle by reducing ambiguous line-item descriptions and missed authorizations.

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, validating, signing, and retaining Finance Common Charges Templates.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and most state UETA statutes when intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization is only required when the underlying charge or recording statute mandates it—e.g., recorded assessment liens. Check your state recording rules or a title office for obligations.
How do I correct an entered charge?
Void the incorrect entry and create a corrected line item with referencing note and approver signature. Maintain both records to preserve the audit trail for reconciliation.
What if a payor disputes a charge?
Provide the signed template, authorization reference, and calculation details. Maintain documentation of communications and consider a temporary hold while reconciliation proceeds.
How long should I keep signed charge statements?
Follow applicable federal minimums (e.g., IRS three-year rule, IRC §6501(a)) and industry rules such as HIPAA six-year retention (45 CFR §164.530(j)) where applicable.
Can remote online notarization (RON) be used?
Many states permit RON with identity proofing and audio-video recording; requirements vary. Verify state notary commission rules before relying on a RON for recorded instruments.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now