Property Management Accounting Services
Property Management Accounting Services, Run Inside Your Own System
Property management accounting services from Outsourced Bookkeeping cover accounts payable, tenant ledgers, owner statements, trust reconciliation, and month-end close, all run inside the software you already use. Single-family, multifamily, commercial, or HOA, we work the way your portfolio actually operates, not the way a generic bookkeeper assumes it does. We're in your Yardi, AppFolio, RealPage, or Rent Manager account every single week, running the vendor checks and reconciliations that keep your books audit-ready.
An annual review tells you what went wrong. Weekly work stops it happening.
- 20+Years, since 2004
- 75+Accountants
- 10,000+Leases handled
- ISO 27001Certified since 2023
What Our Property Management
Everything from invoice to owner statement runs inside the platform you're already on, built on the same discipline behind our full real estate accounting services property-level accuracy, trust funds kept separate, and reports owners actually read.
Property Management Accounts Payable, From Invoice Capture to Payment Run
We onboard every vendor, and match every bill against the contract and verify it before paying. Our AP desks process 7,000–8,000 vendor invoices a month across client portfolios, and we hold bench capacity so a volume spike doesn't slip your close. Full detail on our account payable services.
Accounts Receivable and Tenant Ledgers
We post rent payments as they come in and keep tenant balances current, not batched and caught up weeks later.
Owner Statements and Monthly Reporting
P&L and balance sheet attached every month. Owners read the numbers, not a follow-up email explaining them.
Month-End Close
Close happens on the same date every month, handled by your dedicated resource with senior review before it reaches you.
CAM Reconciliations and 1099s
Recoveries are calculated tenant by tenant, based on the actual lease, not a shortcut. 1099s go out before January turns into a scramble.
What we run
Accounting for Property Management Companies of
Portfolios aren't uniform; a hundred scattered single-family homes and one large multifamily building require entirely different workflows even when the underlying discipline is the same. Choose your portfolio type below to see exactly what we run for it.
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Single-Family and Scattered-Site
A hundred addresses spread across a city is a harder accounting problem than one large building, even though it looks simpler from the outside. Every property is tracked separately, with both income and expenses recorded, so a portfolio built one house at a time still reads as one clean set of books.
- 02
Multifamily
Move-ins, move-outs, and security deposits need to land on the right ledger the same week they happen, not caught up once a month. Our Yardi accounting for multifamily properties is built specifically for that pace.
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Commercial and Mixed-Use
CAM reconciliations, percentage rent off actual sales, and escalation clauses are read clause by clause before a dollar gets billed or recovered. Commercial leases don't behave like residential ones, and we treat them accordingly.
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HOA and Community Associations
Assessment collections, reserve fund tracking, and financials a board can hand out without edits. Our HOA accounting services are built around the one question every annual meeting eventually asks: do the reserve numbers hold up.
Trust accounting
Three-Way Reconciliation and Trust Account Control
Most reconciliations check two numbers: the bank statement against the general ledger. Trust accounts need a third.
The bank, book, and ledger all have to agree, to the dollar, on the same date. That third number is the sum of every tenant and owner ledger, and it's the one that gets overlooked most often. This full three-way trust reconciliation discipline is what separates a real trust check from a basic bank reconciliation with a different name.
The three balances we agree on every month:
Trust bank statement
The balance the bank says is in the account on the statement date
Trust general ledger
The balance your accounting system says is in that same account
Sum of every tenant and owner sub-ledger
Every individual beneficiary balance, added up, which proves whose money it actually is
The bank and the general ledger can agree to the dollar while one tenant's deposit quietly covers another owner's shortfall. Only that third leg catches it.
How we run it:
- ✓Every period, built into the close itself, not a year-end clean-up
- ✓No individual ledger is ever left negative
- ✓Every exception is documented with the item that caused it and the correcting entry
- ✓Security deposits are reconciled the same way, held separate from operating funds, and traced back to the individual lease
A negative balance means someone else's money is funding it, the exact finding that puts a broker's license at risk in a state trust-account examination. An annual review was never built to catch this, and neither is a basic bank reconciliation.
That's the difference.
and the close is done
Scrub the timeline or hit play. This is the cadence a property management portfolio runs on with us — the same dates every month, not whenever the backlog clears.
The order's fixed. The calendar's yours.Close lands on the same date every month, and nothing reaches an owner until the numbers tie out and someone senior has actually signed off.
Assemble an Owner Statement,
Add each piece and watch the package build. Owners read the numbers, not a follow-up email explaining them — which only works when every component is on the statement.
Owner Statement
Illustrative · 48 units · period ending 31 Aug
The Vendor Package Review
A lot of firms match an invoice to a purchase order and stop there. We check six things before any payment leaves.
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COI Currency and Coverage:
At vendor onboarding we find 25–30% of vendor files carrying an expired or non-compliant certificate of insurance. We check that coverage is active and actually matches the work being paid for.
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W-9:
We have the form on file before the first invoice arrives, not after the fact.
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Banking Verification:
We verify every vendor's payment details before the first payment goes out, not after.
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Bill Against Contract:
We check the invoice against what was actually agreed to, not just what was submitted.
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Work-Order Evidence:
We confirm the work happened before the money moves.
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Billing Stage Against Progress:
We check that what's being billed matches what's actually been completed, so nobody gets paid ahead of the work.
A payment doesn't enter the run until all six checks clear. That's what makes this a real control, not just a formality. Curious what this looks like once we're actually in your books? Here's how an engagement starts.
A Property Management Back Office
Most back offices grow the way a hiring cycle allows. Ours grows the way your portfolio actually does, one property or a hundred, without a recruiting process standing in the way.
One Dedicated Resource, With Senior Review
Every client gets one dedicated resource, with a senior review on every close before it reaches you. Two sets of eyes are always on your portfolio, never just one person carrying the whole load.
Weekly Timesheets
You see exactly what you're paying for, every week, not a lump-sum invoice that shows up at month-end with no explanation behind it.
Start Small, No Annual Lock-In
Start with one function, AP, reconciliations, or owner reporting. Expand when you're ready, or don't. There's no annual contract holding you to a decision you made before you knew how the work would actually go.
How an
What a First Look Can and Cannot Tell Us
Read-only access gives us a first read and a rough sense of scale. It can't show us how your vendors are set up or whether your reports actually produce what management thinks they do. That takes real access, under agreement.
Why We Won't Quote a Timeline
Scale and volume drive how long this actually takes, and once we're inside a set of books, things surface that nobody predicted going in. An estimate given before we've seen your books is a guess dressed as a commitment. If you've been quoted a number before and watched it slip, you already know exactly what we're describing.
How We Work While We Are in Your Books
There's no pre-made dossier with your name dropped into it. We send daily emails with our observations and questions as we go, and we hold regular working sessions where we walk you through what we found and how it gets resolved. Everything is built from your books, from scratch, not assembled from a template we run for every client.
Who This Is For
Operators running Yardi, AppFolio, RealPage, or Rent Manager. As a guideline, not a strict limit, this typically means portfolios above 500 units or 250,000 sq ft of commercial space
Access and Security
Nothing changes hands until an agreement is signed. Access is scoped to the work and nothing more. ISO 27001 certified since 2023 and recertified for 2026. Data is returned or destroyed when we're done.
Frequently Asked Questions About
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They include accounts payable from invoice capture through payment, tenant ledgers, owner statements, bank and three-way reconciliations, CAM, month-end close, and 1099s. It's the full financial cycle for a portfolio, not just data entry.
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We work inside whatever you already run, whether that's Yardi, AppFolio, RealPage, Rent Manager, or another platform. There's no migration and no new login for your team to learn.
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It tracks money at the property level, not just the company level. Trust funds and tenant deposits stay legally separate from operating cash at every step, which general bookkeeping was never built to handle.
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We're one company, with a US front office in Miramar, Florida, and our accounting team based offshore. There are no franchises and no subcontracting involved.
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We've been ISO 27001 certified since 2023, and we were recertified for 2026. Access is scoped to exactly what the work needs, and your data is returned or destroyed once an engagement ends.
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sdddThat depends on the state of your current books, the size of your portfolio, and which platform you're on. A messy set of books simply takes longer to bring current than one that's already reconciled.
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It depends on your portfolio size and what you actually need. A conversation gets you a real number, rather than a range that might not fit your situation.
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Yes, we can. We handle the monthly bookkeeping and reconciliations, and your accountant handles the return. Clean, current books make their job faster, not harder.
Talk to Us About Your Property Management Accounting
If your books are spread across a dozen bank accounts and your owner statements take longer to produce than they should, property management accounting services built specifically for this work can fix that without asking you to change platforms.
Written by Shubham Khullar
Shubham Khullar, ACA
— Director, Outsourced Bookkeeping
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Rated 5.0 on Clutch across multiple verified client reviews.
Reviewed by Sunil Khullar
Sunil Khullar, FCA — Founder, Outsourced Bookkeeping