FileCheck
Florida condominium associations file two forms with the state Division each year and keep their contact information current with it. FileCheck mirrors the required fields from data HelmHOA already holds, detects when the in-app truth has diverged from what was last filed, tracks the annual fee clock, and stores the filing evidence. It prepares — the association files.
Available Every tier
What FileCheck does
The mirror, with per-field provenance
Every required field resolved live from its one editable home — association settings, the board roster, admin-confirmed building facts, unit counts computed from the units themselves. A row owned elsewhere renders read-only with a pointer to where it is edited.
Change detection, graded by the statute
When the live mirror diverges from what was last filed, the difference is graded by its real statutory tier: contact-information changes open the 30-day clock; everything else refreshes at the annual filing.
The fee-year tracker
The annual Division fee — due January 1, delinquent March 1 — with the amount computed from the unit count, and an unpaid year kept visible past the delinquency date rather than rolling quietly forward.
A filing-evidence trail
Each year’s filings recorded with who filed, when, the resolved snapshot that was filed, and evidence uploads — the association’s own record of its dealings with its regulator.
A guided walkthrough
A step-by-step guide through the Division’s portal filing, with the mirror’s resolved values beside each step.
How it works
- FileCheck assembles the mirror from data the platform already holds — nothing is retyped.
- When something changes — a new board seated, a new address — the divergence is detected and graded, with the 30-day clock anchored to the change itself.
- At filing time, the admin walks the Division portal with the mirror beside it, files, and records the filing with evidence.
- The recorded snapshot becomes the new baseline the next change is measured against.
Connects to the rest of HelmHOA
HelmHOA modules share one data spine — nothing below is an export or a re-key. With FileCheck enabled:
- BoardCheck — the board roster feeds the mirror — a roster change opens the 30-day clock.
- VoteCheck — recording an election result flags the roster as needing a Division update.
- DateCheck — the fee and annual-forms dates live on the calendar; FileCheck links to them.
- ReserveCheck — a confirmed reserve study prompts — never asserts — the SIRS attestation.
What Florida law says
Fla. Stat. § 718.501(3) requires condominium associations to maintain a Division online account, file the two annual forms, and provide contact-information changes within 30 days; § 718.501(2) sets the per-unit annual fee, due January 1 and delinquent March 1, with delinquency carrying a penalty and loss of standing consequences stated in the statute.
Statutory references last reviewed 2026-07-10. Educational guides with full citations live in the Florida Law Hub.
Educational information only — not legal advice. This summarizes Florida law as of the date shown and may be out of date. It is not legal advice and does not create an attorney–client relationship. For advice about your association, consult a licensed Florida attorney or a licensed Community Association Manager.
Pricing
FileCheck is included in every HelmHOA tier. One flat price per association covers it — nothing is sold separately, and there are no per-seat fees.
Every free 30-day trial is full-package — you can try FileCheck with your own building’s data before any decision.
Good to know
- FileCheck prepares — it never files. There is no DBPR filing API, so no software vendor can file on an association’s behalf; your team files in the Division’s portal and records it here.
- Filed status is your manager’s own attestation, with evidence attached — there is no Division confirmation feed.
- No DBPR credentials and no FEIN are ever stored — the profile strips anything shaped like one.