--- title: "Outsourced bookkeeping for property management companies" description: "Outsourced bookkeeping for property management companies: dedicated remote bookkeepers categorise, reconcile and close your books in QuickBooks Online." url: https://ledgerbpo.com/industries/property-management/bookkeeping/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Outsourced bookkeeping for property management companies Outsourced bookkeeping for property management companies runs on two ledgers at once. The trust side in AppFolio, Buildium or Yardi records every rent receipt, late fee, owner contribution, vendor payment and management fee draw against the right property and tenant. The corporate side in QuickBooks Online or Xero records fee income, leasing commissions, maintenance markup, payroll and office costs. - Since 2020 - US · UK · CA · AU - Named accountant plus backup - Your software, no lock-in [Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Updated September 2026 ## How it runs for property management companies Your named accountant posts receipts daily, codes vendor bills to property and unit, draws fees only after rent clears and reconciles the two ledgers each month so the fee income in the company books equals the draws from trust. Open items go to your team every Friday. ## What is outsourced bookkeeping? Outsourced bookkeeping means a remote accounting team records, categorizes and reconciles your business transactions instead of an employee doing it in-house. You keep ownership of the accounting file and the bank relationship. The provider works inside your software on a fixed schedule, so the books are ready for reporting, tax and lending whenever you need them. ## What we handle for property management companies - Rent, late fees, NSF returns and concessions posted per tenant daily - Vendor bills coded to property, unit and work order before approval - Management fees drawn only after the related rent has cleared - Corporate books reconciled monthly to trust platform fee draws - Friday open-items list for leasing and maintenance staff ## The KPI that matters here Rent and charges posted within 1 business day of receipt with fee draws reconciled to corporate revenue monthly. ## Property management compliance notes ### State trust-account rules Most US states require property managers who hold client funds to use a designated trust account, keep a ledger per owner and tenant and reconcile the account to the bank and to the sum of individual ledgers every month. Some states set deadlines for depositing receipts and prohibit any overdraft of an individual owner's balance. We prepare the ledgers and the three-way reconciliation; the broker of record signs and remains responsible. ### Security deposits Deposit handling is set by state and sometimes city law: where deposits are held, whether interest is owed, how quickly they must be returned after move-out and what deductions need itemizing. We track each deposit by tenant, record deductions with the invoice behind them and prepare the itemized statement inside the deadline for your review. ### Owner statements and 1099-MISC Management companies report rent collected on behalf of each owner on Form 1099-MISC once it reaches the annual threshold, and payments to unincorporated vendors on Form 1099-NEC. Owner statements must agree with the trust ledger and show income, expenses, fees, reserves and distributions. We keep W-9s and cumulative figures current so January filing is prepared for your review. ### UK, Canada and Australia client money UK letting agents must belong to a Client Money Protection scheme and protect tenancy deposits in a government-approved scheme within 30 days. Canadian provinces and Australian states set trust-account, audit and receipt rules for agencies holding rent and bonds. We maintain the records and reconciliations in the format the regulator or auditor expects. ## Property management software we work in - [AppFolio](https://ledgerbpo.com/software/appfolio/) - [Buildium](https://ledgerbpo.com/software/buildium/) - [Yardi](https://ledgerbpo.com/software/yardi/) - [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/) - [Xero](https://ledgerbpo.com/software/xero/) - [Bill.com](https://ledgerbpo.com/software/bill-com/) - [Gusto](https://ledgerbpo.com/software/gusto/) - Rent Manager - Propertyware - [All 50 platforms](https://ledgerbpo.com/software/) ## More for property management companies Other services for property management - [Invoicing and billing](https://ledgerbpo.com/industries/property-management/invoicing-and-billing/) - [Accounts receivable](https://ledgerbpo.com/industries/property-management/accounts-receivable/) - [Accounts payable](https://ledgerbpo.com/industries/property-management/accounts-payable/) - [Bank reconciliation](https://ledgerbpo.com/industries/property-management/bank-reconciliation/) - [Month-end close](https://ledgerbpo.com/industries/property-management/month-end-close/) - [Financial reporting](https://ledgerbpo.com/industries/property-management/financial-reporting/) - [All property management services](https://ledgerbpo.com/industries/property-management/) Bookkeeping in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/bookkeeping/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/bookkeeping/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/bookkeeping/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/bookkeeping/) - [The full bookkeeping page](https://ledgerbpo.com/services/bookkeeping/) ## Frequently asked questions ### Why do property managers need two sets of books? Owner and tenant money is held in trust and belongs to them, so it is tracked per property in the management platform and never mixed with company funds. The management company's fees, commissions, payroll and overhead are its own and belong in its own ledger. Keeping them separate satisfies trust rules and gives the owner an honest view of the business. ### How do you code a maintenance bill that covers several properties? The bill is split by property and unit using the vendor's line detail or the work orders it references, and each portion is checked against that owner's reserve before it enters the approval queue. Any markup the management agreement allows is added as a separate, visible line. The owner sees the vendor's invoice on the statement. ### Can you keep books for properties the company owns as well as manages? Yes, company-owned properties get their own entity file or class, with rent, mortgage, depreciation and repairs recorded separately from managed properties. Management fees charged by the company to its own properties are recorded on both sides. Consolidated views are prepared when a lender asks, and tax schedules go to your CPA. Next step ## Books closed. Invoices paid. Every month. Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close. - Reply from a named person within 1 business day - No setup fee, month-to-month - Your software, your data, no lock-in Start with a custom quote [Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours. --- Source: https://ledgerbpo.com/industries/property-management/bookkeeping/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt