Property Management
You manage buildings, tenants, and owners. But you're also holding their money, and the accounting has to be airtight.
Other People's Money
Property management is a trust business. You collect rent on behalf of owners. You hold security deposits that belong to tenants. You manage reserve funds for HOAs that need to last years. Every dollar in your bank accounts has a name attached to it, and the accounting has to reflect that.
The challenge is that these dollars flow through constantly. Rent comes in, gets distributed to owners minus your fee and expenses. Maintenance invoices hit and you need to know which property to charge. A tenant moves out and you have 14 days to account for that security deposit. If your books can’t keep up, you’re guessing instead of knowing.
We help property managers and HOAs keep clean books that track every dollar to the right property, owner, or fund.
What We Handle
Property management accounting means tracking income and expenses at the property level, not just for your business overall. A generic P&L showing total revenue and total expenses doesn’t help you generate owner statements or understand which properties create the most work relative to what they bring in.
We set up systems that code every transaction to the right property, keep trust funds separate from operating funds, and produce owner statements without hours of manual work each month. If you manage HOA funds, we track reserve balances and help you present clear financials for board meetings.
Property-Level Tracking
Property-Level Tracking
Rent, repairs, utilities, and distributions coded to each property. Owner statements generated from your books instead of pieced together manually. You can see what each property actually netted after all expenses.
Trust Accounting
Trust Accounting
Owner funds and operating funds kept separate. Security deposits tracked as liabilities, not income. Reserve funds accounted for properly so you always know what’s available and what’s committed.
Where Things Fall Apart
The most common problem is commingling. Operating expenses get paid from trust accounts because the operating account was short that week. Owner distributions are estimated instead of calculated because the property-level tracking isn’t there. Security deposits get used for something else and nobody notices until the tenant moves out and asks for it back.
Owner statements go out late because reconciling the books takes all month. Or they go out on time but contain errors that owners catch. Either way, trust erodes. Property managers lose clients over bad reporting, not bad management. The properties themselves might be fine but if owners can’t see it clearly, they assume the worst.
Commingled Funds
Commingled Funds
Trust money mixed with operating money creates legal exposure. It also makes it nearly impossible to know what you actually have available to distribute versus what belongs to other owners or tenants. Untangling this later costs far more than preventing it.
Late or Wrong Statements
Late or Wrong Statements
Owners expect monthly statements. When they arrive late or with errors, owners start questioning everything. One wrong expense allocation might be minor but it signals that you’re not on top of the details. That’s how you lose management contracts.
What Changes
Your books close on time each month. Owner statements come from your accounting system instead of spreadsheets cobbled together at the last minute. You know exactly what each property generated and what’s owed to each owner without digging through bank statements.
Trust funds are reconciled and separate. Security deposits tracked so you’re never caught off guard at move-out. If you’re managing HOA funds, reserve balances are clear and board-ready reports take minutes instead of hours. You can take on more properties without the accounting becoming unmanageable.
Confidence in Your Numbers
Confidence in Your Numbers
Bank accounts reconciled monthly. Trust balances match what’s owed. Owner statements are accurate and defensible. You can answer questions about any property without scrambling to find the information.
Room to Grow
Room to Grow
Adding properties doesn’t mean adding chaos. Systems in place that scale with your portfolio. Clean books that support growth instead of creating bottlenecks every time you bring on a new client or community.
Full-Service Bookkeeping for Greater Phoenix
The Next Step:
A Quick Conversation
Tell us about your situation. We'll listen, ask a few questions, and give you a clear price to handle the work.