For property management companies
Your rent roll should tie out.
Every month.
Bookkeeping built for property managers — reconciliation, owner statements and tenant ledgers. We work in QuickBooks Online, AppFolio and Buildium, and we work with nothing outside real estate.
- Since 2023
- Property management only
- Reply within one business day
Owner statement — illustrative
- Rent collected
- 18,400.00
- Management fee
- -1,472.00
- Maintenance
- -2,145.00
- Owner draw
- 14,783.00
Reconciled — ties to bank and tenant ledgers
The problems we see in property management books
Maybe an owner questioned a statement and you couldn't answer straight away. Maybe the books are a quarter behind and year-end is coming. It's almost always one of these six.
Owner statements that don't tie out
The visible symptom of everything below it.
Expenses on the wrong property
A shared cost split by guess, or the wrong property selected at entry.
Duplicate transactions
The bank feed imports it, someone enters it by hand, and now it's in twice.
Unreconciled balances carried forward
A month didn't tie, got carried anyway, and every month since inherited it.
Maintenance costs nobody coded
The portfolio looks like it performed better than it did.
Deposits that can't be traced
A move-out becomes an argument nobody has the records to win.
Owner A pays for Owner B's roof repair, nobody notices for two months, and now you're having a conversation you can't win.
What we handle
Monthly bookkeeping
Reconciliation, AP and AR, vendor tracking, month-end close.
Cleanup & catch-up
Books behind or wrong. Scoped and quoted as defined work.
Owner reporting
Statements in the format your owners asked for.
Automation
NewBuilt on the QuickBooks Online API.
Tenant ledgers that agree with the bank
Every tenant ledger reconciled monthly against deposits actually received — not netted into a single balance and hoped for.
What we reconcile
- Rent posting and payment exceptions
- Partial and prepaid rent, applied correctly
- Security deposits tracked by tenant and property
- Credits, concessions and late fees
- Move-in and move-out balances
- Vendor payments and maintenance allocation
What you get back
- Tenant ledgers that agree with the bank, every month rather than at year-end.
- Deposits traceable per tenant, so a move-out is a lookup instead of an argument.
- Discrepancies reported when we find them, not smoothed over and carried forward.
- Owner statements you can send without checking them first.
Payroll support for property management teams
Payroll processing and reporting for in-house staff, maintenance technicians and leasing agents — coded to the right property or entity so labour cost lands where it belongs.
What we handle
- Payroll processing and reporting
- Allocation by property or entity
- Contractor and vendor payment records
- 1099 preparation support
- Reconciliation of payroll to the general ledger
Where we stop
We handle payroll processing and reporting. We are not a licensed payroll bureau and we don’t file payroll taxes — your accountant does that, and we prepare what they need. Saying so upfront is cheaper for both of us than discovering it in month three.
Software we work in
QuickBooks Online
CertifiedFull setup, migration, ongoing management, cleanup and API-level work. Most of our delivered work sits here.
Xero
CertifiedFull bookkeeping, reconciliation and cleanup — the same depth as QuickBooks Online, for clients already on it.
Also supported
QuickBooks Enterprise
Bookkeeping for larger, more complex QuickBooks setups.
AppFolio
Bookkeeping, reconciliation and account cleanup.
Buildium
Bookkeeping and reconciliation.
Rent Manager
Bookkeeping and reconciliation for managers running it.
QuickBooks Desktop
Bookkeeping and migration to QuickBooks Online.
Zoho Books
Bookkeeping and reconciliation.
Odoo
Accounting module bookkeeping and reconciliation.
Sage Intacct
Bookkeeping for multi-entity portfolios already on it.
Wave
Bookkeeping and cleanup, and migration where it's outgrown.
NetSuite
Bookkeeping for larger, multi-entity operators.
We work in all of the above. We’re not going to claim the same depth everywhere that we have in QuickBooks Online and Xero, because you’d find out.
What a month actually looks like
- 1
Days 1–5
Rent posting
Payments posted, exceptions chased, delinquency identified while it's still early.
- 2
Mid-month
Payables
Vendor invoices entered and coded to the right property. AP run reconciled.
- 3
Month end
Reconciliation and statements
Bank and tenant ledgers reconciled, owner statements prepared, distributions calculated.
- 4
Ongoing
Exceptions reported
Anything that doesn't tie comes to you when we find it — not at year-end.
You’ll work with a named bookkeeper, not a ticket queue.
Before and after
Before
- Four months of transactions never reconciled, carried forward each period.
- Maintenance for three properties posted against one.
- Owner statements rebuilt by hand every month before sending.
- Deposits held with no per-tenant record.
After
- Current, reconciled, with a documented catch-up trail.
- Allocated across the three it actually served.
- Generated from reconciled books and sent without checking.
- Tracked by tenant and property, traceable at move-out.
Work we can describe
We don't publish client names, logos or outcome figures without written permission, so there's no wall of them here. This is what we can tell you.
92units
Residential rental portfolio
Senior bookkeeping — reconciliation, financial reporting and month-end close in QuickBooks. Rated 5.0 on completion.
2years
Full accounting function
Continuous bookkeeping and accounting in QuickBooks Online. Monthly clients leave quickly when numbers can't be trusted.
8+years
Practitioner experience
Bookkeeping and accounting across the US, UK, Australia, Canada, New Zealand and Europe.
What you’d normally expect to see here
Client names and logos
Not without written permission. Several clients handle other people’s money; being named isn’t neutral for them.
Outcome percentages
We won’t publish a figure a client hasn’t verified and agreed we can use.
Before-and-after screenshots
Real ones contain real financial data. Properly anonymised examples are in progress.
If that leaves this thinner than a competitor’s page, that’s a fair trade. You can verify everything on it — and you can ask us for references before you sign anything.
Who we work with
Residential property management
Unit-level allocation, tenant ledgers and owner distributions at volume.
Commercial property management
CAM reconciliation, and expenses that have to survive a tenant challenging them.
Multi-family operators
Allocation across hundreds of units without losing property-level accuracy.
HOA management
Reserve fund accounting and assessment tracking, kept separate from operating.
Single-family portfolios
Many small properties, often several owners, each needing their own statement.
Investor-owned portfolios
Entity-per-book complexity and consolidated reporting across holdings.
Common questions
How is property management bookkeeping different from regular bookkeeping?
Tenant payments, owner distributions, security deposits, management fees and maintenance costs each have a correct treatment that general bookkeeping training doesn't cover. A capable general bookkeeper will reconcile to the bank perfectly and still allocate a shared roof repair across the wrong properties.
Our books are months behind. Is that a problem?
It's the most common reason people call us, and it's fixable. Cleanup is scoped and quoted separately from ongoing work, because nobody knows how much there is until the books are opened — including us.
Do you work in AppFolio and Buildium, or just QuickBooks?
All three. QuickBooks Online is where we're deepest — most of our delivered work sits there. We work in AppFolio and Buildium too, and we're not going to claim identical depth, because you'd find out.
Who actually does our books?
A named bookkeeper who knows your portfolio, not a ticket queue and not a different person each month. You'll know who they are and how to reach them.
What happens to our records if we leave?
You take them. Everything stays in your own systems in a form anyone can pick up — including a bookkeeper who isn't us. We don't build dependencies designed to make leaving expensive.
What if we don't actually need you?
We'll tell you. If your books are current and you're happy with whoever's doing them, you don't have a problem we solve. If you've got a few doors and simple records, a good general bookkeeper costs less and will serve you fine.
Start with a books review.
We’ll tell you what’s actually wrong, what it takes to fix, and whether you need us at all.
If your books are current and you’re happy with them, we’ll tell you that too.