You are entitled by law to examine the records of the Owners Corporation. I think there is a fee of $30 for this and it has to be organised in advance. You should be able to see the bank account and who has paid what and when.
Once you examine the records, it should be clear what is required.
Failure to provide this information is legitimate grounds for taking the strata manager to Fair Trading and NCAT, if need be, to ask for the strata manager to be removed and the statutory appointment of another manager (of your prior choosing).
Or you could just sack them and go it alone. Have a look at the ad on this page for self-managed strata software. For a block of four units, it’s really all you need.