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General Problems with Property Management Accounting & Ways to Solve Them Easily

property management bookkeeping

For example, if a tenant pays a month’s worth of rent, you would record that transaction as soon as the money is received. Importantly, if you received a rent payment for the next three months, you would still enter that into your ledger. In this method of accounting, you simply record each transaction in your ledger as it happens, both payments and receivables. In this guide, we’ll cover all the essentials of managing your property accounts, including tips, tools and best practices. Condo property management software is perhaps the most unique among all property management software. Hemlane is a robust rental property software with several unique high-end features centered around offering local agent support.

property management bookkeeping

The bookkeeper needs to report the income generated from the sale. At the same time, you also need to pay the expenses incurred during the sale. Each month, you’ll get audit-ready financial statements and reports. Instead of confusing you with unnecessary charts and jargon, our reports make it easy for you to understand your business’ financial situation.

Professional Services

Good property management accounting fundamentals, he says, ensures your books are balanced and you’ve accounted for money tied to every single property you have. With multiple clients, high-volume transactions, and constant dealings with assets, income, and expenses, accounting teams often end up facing several roadblocks. The cost of making mistakes, however, is huge and can result in additional hours of work, potential legal problems, and even unhappy clients. Next, determine whether you want to use a single-entry or double-entry bookkeeping system. In single-entry bookkeeping, each financial item, both incoming and outgoing, is entered only once (with the option to create a separate column for each entry). On the other hand, in double-entry bookkeeping, more commonly used in businesses, every transaction is recorded twice – once as debit and once as credit.

  • Accounting for property management is done best when it’s like every other business.
  • At ShoreAgents, we specialize in providing highly skilled and trained professionals to support every facet of the real estate industry.
  • Usually, this is updated automatically through the use of accounting software – when a transaction is paid or received, the general ledger is updated automatically to reflect this.
  • Stessa is another software program for financing rental properties.
  • It’s also the most critical, as it impacts almost every aspect of your business — from owner retention to leasing to maintenance.
  • To get 100% tax deferment on your exchange, the property you’re purchasing must be of equal or greater value.

Let our team of accountants with years of real estate experience handle the bookkeeping, while  you to focus on scaling the business. Explore the features of a truly modern software for property management. Start simplifying every aspect of your property management experience today using a platform designed to be user friendly with automated features to give you optimize your workload. As a mid-sized company with growth in mind, you face challenges to increase efficiency with every new door in rental real estate portfolio. We’ve discussed SaaS based productivity and work automation, and what you may have realized is that add-on or off-the-shelf accounting software leaves much to be desired. While accounting automation efficiency is the key deliverable, what’s achieved is streamlined operations and business integration.

Set Up a Separate Business Account

You’re in business because you’re an expert at property management—not accounting tech. Full-service monthly bookkeeping for scaling property managers. We believe accounting optimization and automation should be a foundation of a great property management company. Other expenses that apply to both your personal and rental property need to be divided. For instance, you may share an electrical bill with your downstairs rental suite. In that case, the IRS lets you split the expense by “any reasonable method.” That includes dividing it by the number of people using it, by the number of rooms in your home, or by square footage.

These reports are arguably one of the three most important things your accounting system does for you (the others being tracking your finances and preparing your taxes). With your chart of accounts, you’re able to create reports like your balance sheet, which helps assess your business’s health and future performance. A chart of accounts is simply a list of all the financial accounts that your business uses. However, if a tenant pays for several months upfront, you’d still only enter this month’s rent as a transaction even if you have those funds in your bank account.

Property Matrix

Landlord Studio is the number one rated property management and accounting software designed by landlords for landlords. Landlord Studio simplifies your accounting, allowing you to accurately track income and expenses and gain nuanced oversight of your portfolio’s financial performance. Instantly generate professional reports in .csv or pdf format and share with your business partners and accountant from any device. This is the best property management accounting software available today.

  • The integration of online payments and accounting automation is an example of a friction-free business that benefits everyone.
  • Most importantly, it wreaks havoc on your accounting and makes it impossible to track your business transactions accurately.
  • I quickly checked my water heater and furnace to make sure we didn’t have any gas leaking.
  • Overhead includes all costs to run your business outside the actual service you provide.
  • The primary purposes of this system are bookkeeping and financial tracking.

Your general ledger, or G/L for short, is a complete record of all your business transactions. Chances are, if you use a basic accounting software already, this is generated automatically as you input transactions. This is a method of accounting that records transactions based on the transaction date, as opposed to recording the transaction when you send or receive payment. Any business with employees is required to use this accounting method. A chart of accounts is a list of all assets, liabilities, equity, income, and expense accounts.

Cash basis

It allows you to accurately record your expenses, so you can make the most of tax deductions. And it makes it easy to report income and expenses separately for each property—something the IRS requires you to do. Owners and property managers can advertise vacancies, track applicants, screen tenants, and manage leases, maintenance, and accounting.

There are times when it makes sense to waive fees, especially during the pandemic, when residents or owners are struggling. But you have to be careful about letting your collections run late. That money can pile up from month to month and ultimately hurt your bottom line. To avoid being caught off guard, it is important to establish a contingency fund. Additionally, reviewing expenses from the previous year, particularly the unexpected ones, can aid in estimating sufficient reserves to cover comparable costs for the upcoming year. Exercise caution when allowing collections to become delinquent.


So, let’s quickly touch on the 1031 exchange rules, including the 1031 exchange timeline. This point only applies if you deal in commercial real estate, where many leases are triple net or NNN lease types. You could still manage your accounting with something as simple as an Excel spreadsheet.

property management bookkeeping

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