property management bookkeeping

This solid list of integrations, the recognition it has received from G2 and Capterra, and its active updates to resolve issues make it a reliable platform. Buildium’s Growth and Premium plans support up to 5,000 properties, earning the top spot for users with large property portfolios. AppFolio is a better fit for mid to large-sized property landlords with at least 200 units. It’s important to allocate funds for unexpected expenses such as repairs or maintenance issues.

  • Some are general accounting solutions, though many are more dedicated property management tools.
  • It allows for document sharing and collaboration, making it easy for property managers, tenants, vendors or any authorized user to access and share documents—or even request signatures in real time.
  • An experienced property manager should be a master of the tenant screening process.
  • If you want to run a tight ship, you’ll need good record keeping skills.

To get that system in place, we’ve created this guide to walk you through every step of the property management accounting process. That ensures that the property manager is up to date with the latest property management standards, operations, and procedures in the industry. Last but not least, a successful property manager understands that tenant satisfaction is paramount.


Bank reconciliation is the process of comparing your business’s bank statement with the general ledger to ensure they align. Basic services include utilities, maintenance, trash removal, and cleaning common areas. You may also need to include Form 4562 if you’re depreciating a property you purchased in 2018, or depreciating the price of a vehicle or vehicle-related expenses. But to save time and money, and to make sure the statements are accurate, you’re better off outsourcing them to a bookkeeper or accountant. Your chart accounts can take the form of a spreadsheet, or even a text document.

In the same way, however, certain features in a dedicated property management software might be worth their weight in gold, while others won’t provide any value at all to you. Buildium is one of several reliable options for the property management industry, particularly for residential properties, as it has a robust set of features. It has many limitations in this industry, and they’re significant. Some are general accounting solutions, though many are more dedicated property management tools.

#3: Choose a Property Management Accounting Method

The rent roll report predicts expected revenue based on historical data. Owners use this report to see how they’re pacing against their financial goals. You’ll also see which units are vacant, which leases are up for renewal soon, and which tenants are on month-to-month leases. Current assets are variable and include escrow, reserve accounts for insurance, your bank accounts, taxes, capital expenditures, and interest. Beyond that, the property manager should be up to date with any relevant industry certifications to round out their role in successfully managing rental properties. Nothing turns tenants away faster or causes current tenants to leave quicker than poorly managed rental property maintenance.

property management bookkeeping

Learning how to pivot with the market and adjust strategies and marketing tactics is essential for a good property management company to understand. A good property management company will be successful regardless of the market in which it operates. One year, it could be a renter’s market; the next, it could be a landlord’s market. Things are easy when it’s a landlord’s market, but when tenants have all the options (and leverage), things get a little more complicated. Reconciliations are completed within the first two weeks of the month or per client requirements. Monthly financial statements are then finalized and sent for review.

Accounting Method

Using accounting software can help you track your expenses more efficiently and accurately. This can help you identify areas where you can cut costs and improve your bottom line. Once you have determined your income sources, you need to estimate your expenses. This may include mortgage payments, property taxes, insurance, maintenance costs, and other expenses. Separate your administrative expenses from property-related expenses by maintaining separate accounts.

  • It comes with Core and Plus plans to match the budget and complexity needs of varying users, earning our rating as the best overall accounting software for landlords.
  • APM Help is here to power the best local property managers in the United States.
  • The base price for less than 10 units is $45 per month, or $41 if you choose an annual subscription.
  • Rent Manager is a specialized rental property management software with a wide range of features and good accessibility.
  • The more detailed your chart is, the better ‘cheat sheet’ you’ll have.
  • Purpose-built accounting software can help automate the financial management process, reduce errors, save time, and give you better control over your finances.

Even if your collections are up-to-date, there’s always going to be that one expense that you didn’t see coming. Instead of scrambling to come up with the cash to cover a last-minute purchase, or even lost revenue from an owner who parted ways, keep a rainy-day fund. Look at your expenses over the previous year, especially the unexpected ones, and try to put aside enough money to cover similar costs for the year to come. With this practice, every transaction is entered twice, once as a debit and once as a credit.

Property management accounting isn’t your typical business accounting. But without invoice and receipts management, that is difficult to achieve. But what is the difference between an invoice and a receipt in accounting terms? What is the difference between your personal and business bank account?