Digital stewardship
Organize association records, maintain an organized association record, and support defined document and board-advisory workflows.
A clear foundation for continuity
Independent property stewardship
Your building.
Your records.
Your control.
Property managers change. Boards turn over. Your building's records should stay organized, accessible, and under your association's control.
For condominium and HOA boards
PROPERTY PASSPORTInteractive concept
Northwood Court Condominium
Chicago, Illinois · 28 units
RECORD READINESS6 of 8 records on file
75% completeOne place to see what is available, what needs attention, and what changed.
Documents on file6 / 8
Items needing attention2 flagged
Next insurance renewalMar 2027
Last record updateOct 7, 2026
Board attention requested
Reserve study review needed. Maintenance records have a gap in 2024.
Association document register
Declaration & bylawsUpdated Feb 2025On file
2026 operating budgetApproved Dec 2025On file
Reserve studyLast study dated 2021Review needed
Master insuranceRenewal Mar 2027On file
Maintenance historyMissing 2024 documentationIncomplete
Board meeting minutesThrough Sep 2026On file
Vendor contracts4 active agreementsOn file
Financial statementsThrough Aug 2026On file
Record activity and contributor history
OCT 7, 2026
Insurance policy record updated
Board administrator · Renewal date recorded
SEP 18, 2026
Maintenance documentation flagged
Board treasurer · 2024 records requested
AUG 29, 2026
Financial statements added
Board treasurer · August reporting period
JUL 12, 2026
Board transition recorded
Board secretary · Officer roster updated
What we do
Only the support your board needs.
Start with better records. Add defined administrative services as needed. No vague, all-inclusive promises.
Financial administration
Defined bookkeeping, reporting, reconciliations, and board-controlled payment workflows where licensing and approvals permit.
Clear financial visibility and accountability
Asset monitoring
Cellular sensor monitoring and automated alerts for supported devices. Not a staffed emergency-response or dispatch service.
Better awareness of selected building conditions
A useful place to start
See how your association handles an unexpected expense.
Adjust the figures to see how a major repair could affect operating cash, what funding gap might remain, and how monthly collections compare with expenses.
Download the free workbook ↓Free to download. No account or email required. Calculator entries stay in your browser.
Association financial check
Start with the example figures or enter your association’s numbers. Results update as you type.
Shown on your printable report and copied summary. Stays in your browser.
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Money available for everyday bills, usually in the association’s operating checking account. Find the balance on the latest bank statement or balance sheet. If you only know total cash, subtract separately held reserves to estimate operating cash.
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Money set aside for major repairs and replacements. Look for reserve accounts on the balance sheet or bank statements. If you know total cash and operating cash, subtract operating cash to estimate reserves. If unknown, enter 0 as a conservative placeholder and verify the actual balance before relying on the results.
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Assessment payments and other recurring income actually received in a typical month. Check the monthly income statement or bank deposits. If you know annual recurring collections, divide by 12. Do not include one-time special assessments.
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Typical monthly spending on utilities, insurance, management, maintenance, and other bills. Check recent bank transactions or monthly financial reports. If you only know annual operating expenses, divide by 12. Exclude the unexpected repair entered below.
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Estimated cost of a repair that was not already budgeted. Use a contractor quote if available. Otherwise, try a hypothetical amount to see how the result changes. This tool does not estimate actual repair costs.
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Total condominium or HOA units sharing association expenses. Find this in governing documents, the annual budget, or the assessment schedule. The equal-share result assumes every unit pays the same amount, which may not match your governing documents.
Repair funding gap$10,000
Gap per unit (equal share)$357.14
Operating cash after repair−$10,000
Monthly cash surplus / deficit$1,500
The funding gap assumes the repair is paid from operating cash only. The resulting operating cash balance is an immediate illustration, not a cash-flow forecast. Reserve funds may be restricted. Equal-share figures are illustrative, not proposed assessments.
NEXT STEPS
What would you like to do with your results?
Choose an option below. First, save your PDF report when the print window opens.
Share with your board
Save your report, then copy a message with your figures to send to fellow board members.
Request a property record review
Save your report, then open Foxhole’s existing intake form to request a review.
AFTER SAVING YOUR PDF
Your figures stay in your browser unless you choose to share them. The intake form does not receive your PDF automatically.
The Foxhole point of view
Your association shouldn't depend on any one manager to know its own building.
Good managers can be valuable partners. But records, decisions, and institutional knowledge should remain accessible when people or contracts change.
Keep the record.
Documents and decisions belong in an organized, durable association history.
See the whole picture.
Boards need financial clarity and clear service boundaries to make informed decisions.
Stay independent.
Better information creates more options, whether you self-manage or work with professionals.
The bigger ambition
Built to outlast the people who manage it.
Foxhole begins with the everyday challenges facing condominium and HOA boards. Our longer-term vision is trusted, permissioned property record infrastructure.
Today: Help boards get organized
Defined stewardship and optional operational services for real association needs.
Next: Build lasting property continuity
Structured histories that survive changes in ownership, boards, and vendors.
Long term: Connect authorized participants
Explore responsible uses of property records across the broader real estate ecosystem.
Common questions
Clear answers. No fine-print surprises.
Do we have to replace our property manager?
No. Digital stewardship can complement an existing manager. Other services require separate scope, approvals, and any applicable licensing.
How much does Foxhole cost?
We'll provide an itemized proposal based on association size and selected services, including recurring fees, implementation, and optional work. Pricing is provided in each association’s proposal.
Who controls our association records?
Our approach is built around association control and continuity. Specific access, confidentiality, export, and transition obligations are defined in the executed agreement.
Is the downloadable workbook really free?
Yes. Download it directly without registering. It's a planning aid, not accounting, legal, reserve-study, or underwriting advice.
Let's start with your building
Let's talk about your property.
Tell us a little about your association and what you're looking to accomplish.
Open contact form
Complete the short information form, and a member of our team will reach out to learn more about your association and how we can help.
FOXHOLE / DATAFINANCIAL HEALTH CHECK
What happens when an unexpected repair arrives?
A clear, shareable view of operating cash, repair exposure and monthly cash movement.
01 / Financial inputs
02 / Your snapshot
03 / What deserves attention
04 / Suggested board follow-up
05 / Board verification checklist
☐ Reconcile cash balances to the latest bank statements
☐ Compare monthly collections and expenses with year-to-date actuals
☐ Review the current reserve study and any restricted funds
☐ Confirm the repair estimate and competing obligations
☐ Record an owner, deadline and next meeting date for follow-up
06 / How to read these numbers
Repair funding gap. The portion of the unexpected repair that exceeds available operating cash. This is a scenario calculation, not a recommendation to fund a repair from operating cash.
Equal-share illustration. Funding gap divided by the number of units. Actual owner obligations may differ under governing documents and allocation schedules.
Operating cash after repair. A point-in-time subtraction, not a cash-flow forecast. It does not account for timing, other obligations or minimum cash requirements.
Monthly cash movement. Collections minus outflow for a typical month, before the one-time repair. It is not a measure of reserve adequacy.
Give your board a clearer record of the whole picture.
Review bank statements, budgets, reserve studies, governing documents, repair estimates and any restrictions on reserve use. Bring these figures to your next board discussion.
Important information
Illustrative educational planning tool only. Not a financial statement, audit, reserve study, solvency assessment, engineering evaluation, insurance analysis, legal opinion, tax advice, underwriting decision or proposed special assessment. Calculations depend entirely on user-provided assumptions and may omit liabilities, timing differences, restrictions and future obligations. Reserve cash is shown for context but is not applied to the repair calculation; its availability depends on applicable law, governing documents and board decisions. Equal-share figures may not reflect unit allocation requirements. Verify all figures against association records and consult qualified professionals before making decisions.
No association data is submitted to Foxhole by this calculator. This report is generated in your browser. Foxhole Data LLC · foxholedata.com
Privacy Policy
Last updated: October 9, 2026
Foxhole Data LLC ("Foxhole," "we," "us") provides information about independent property record stewardship and related services through this website. This notice describes information collected through the public website and its contact form. Separate agreements may govern customer records and services.
1. Information you provide
If you choose to contact us using the Google Form, you may provide your name, email address, phone number, association or property details, unit counts, and information you enter in free-text fields. Please do not submit account credentials, bank details, Social Security numbers, or sensitive resident information through the general inquiry form.
2. Website and technical information
Our website host and service providers may process technical information needed to deliver and secure the site, such as IP address, browser information, timestamps, and request logs. This website uses Google Fonts, which may involve requests to Google's servers. We do not claim the website is free of all third-party data processing.
3. How information is used
We use inquiries to respond to you, understand potential association needs, evaluate requested services, maintain business records, and protect the website. Information submitted in the Google Form is processed through Google's services and made available to the form owner according to the form's configuration.
4. Sharing and third-party services
We may share information with providers supporting website hosting, communications, form processing, and business operations, and when legally required. We do not use the general inquiry form as a public listing of association records. Third-party providers maintain their own privacy practices. Review Google's Privacy Policy for information about Google services.
5. Financial calculator and workbook
The on-page financial calculator runs locally in your browser. Values entered into it are not submitted to Foxhole by the calculator. The free spreadsheet downloads directly from the website; the workbook itself is not a submission form.
6. Retention and security
We retain inquiries for business and legal purposes as reasonably needed, subject to applicable requirements. No internet transmission or storage method is guaranteed to be completely secure. Do not provide confidential association files unless an appropriate secure intake process has been established.
7. Your questions and requests
You may use the Contact Foxhole form to ask about information you previously submitted, including requests for correction or deletion where applicable. We may need to verify your request before acting.
8. Changes
We may update this notice to reflect changes to our website or practices. The date above identifies this version.
Last updated: October 9, 2026
These Terms of Use govern access to the public Foxhole Data LLC website, its informational content, illustrative Property Passport, financial calculator, and free downloadable materials. Use of the website does not establish a client or fiduciary relationship. Paid services are governed by separately executed agreements.
1. Permitted use
You may browse the website and use its free educational tools for lawful internal or personal evaluation. Do not interfere with site security, misrepresent your identity, submit information you are not authorized to share, or use the site in a way that violates applicable law.
2. Illustrative content
The Property Passport shown here is a fictional demonstration, not a live association account, verified property record, or representation of currently available production features. Service descriptions are informational and do not constitute a binding offer.
3. Free financial tools
The calculator and downloadable workbook are general planning aids based on user inputs and simplified assumptions. Results are not an audit, reserve study, assessment recommendation, accounting opinion, or lender determination. You are responsible for checking inputs, formulas, governing documents, and professional advice before relying on any result.
4. Intellectual property
The website's original content, branding, design, and software are owned by Foxhole or its licensors, subject to applicable law and third-party rights. You may use the free workbook for its intended planning purpose, but may not falsely represent Foxhole materials as your own product or imply Foxhole endorsement.
5. Third-party services
The contact form is provided through Google Forms. External links and services are subject to their own terms, availability, and privacy practices. Foxhole does not control the operation of those third-party platforms.
6. No warranties
To the extent permitted by law, the public website and free tools are provided on an "as is" and "as available" basis without guarantees of uninterrupted availability, completeness, accuracy, or fitness for a particular purpose. Nothing in these Terms excludes rights that cannot lawfully be excluded.
7. Liability
To the extent permitted by applicable law, Foxhole is not liable for losses arising from reliance on illustrative website content or use of free tools. Any liability that cannot lawfully be limited remains unaffected. Customer-service liabilities, if any, are addressed in the relevant signed agreement.
8. Governing law and updates
These website Terms are governed by Illinois law, subject to applicable mandatory protections. We may revise these Terms, and the version posted here will indicate its update date.
Legal & Professional Disclaimer
Last updated: October 9, 2026
Foxhole Data LLC describes property record organization, document stewardship, board support, and potentially available administrative and monitoring services. Information on this website is for general educational and business discussion purposes.
Foxhole does not represent itself as a law firm, licensed public accounting firm, mortgage lender, title insurer, or engineering firm. Website content is not legal, tax, accounting, insurance, engineering, investment, or mortgage underwriting advice.
Financial illustrations
The association financial check uses simplified cash and repair assumptions. It does not evaluate reserve restrictions, governing documents, delinquency risk, special assessment authority, or the full financial condition of an association. The equal-share figure is not a recommendation to levy an assessment.
Property records and lender reviews
The demo Property Passport is illustrative only. Completeness indicators, records, and histories shown are fictional. Foxhole does not guarantee the accuracy or completeness of third-party property records or determine whether a condominium project meets lender, insurer, or agency requirements.
Services and regulated activities
Availability and scope of financial administration, payment workflows, and other potentially regulated services depend on applicable law, licensing, approvals, insurance, and written agreements. Asset monitoring, where offered, provides supported device data and automated alerts; it is not a staffed emergency-response or dispatch service.
Professional review
Boards and owners should consult appropriately qualified legal, financial, engineering, insurance, and other professionals before making consequential decisions. Nothing on this website creates a professional engagement without a signed agreement.