How it runs for property management companies
Current months are posted on time throughout, so the backlog never grows again.
What is catch-up bookkeeping?
Catch-up bookkeeping is a one-time project that records and reconciles months or years of transactions that were never entered. The goal is a set of books where every bank, card and loan balance agrees with the statement and every period can be reported on. It ends when the backlog is current and reconciled, usually followed by ongoing monthly bookkeeping.
What we handle for property management companies
- Vendor bills posted to property and unit from vendor statements and work orders
- Owner and tenant ledgers rebuilt from bank and platform records
- Three-way trust reconciliation completed for every missing month
- Missing owner statements generated and reviewed before release
- Corporate fee income rebuilt from actual trust draws
The KPI that matters here
Back months reconciled on the agreed schedule with current-month posting kept within 7 days.
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
- Buildium
- Yardi
- QuickBooks Online
- Xero
- Bill.com
- Gusto
- Rent Manager
- Propertyware
- All 50 platforms
More for property management companies
Other services for property management
Catch-up bookkeeping in other industries
Frequently asked questions
Can you rebuild trust reconciliations for months that were never done?
Yes, the accountant reconstructs each month from bank statements, platform receipts, vendor payments and distribution records, completes the three-way reconciliation in order and documents any difference with its cause. The broker receives a schedule per month to sign. Where a shortfall or surplus exists, it is reported immediately for the broker to decide on.
What happens with owner statements that were skipped?
Statements for each missing month are generated from the rebuilt ledger, reviewed by a second accountant and issued with a short cover note explaining the gap. Owners who received incorrect statements get corrected versions with the differences listed. Distributions that were over or under paid are reconciled on the next statement with your approval.
How do you handle a catch-up after a platform migration?
Opening balances in the new platform are tied to the closing balances in the old one per owner, tenant and bank account, and any conversion differences are listed and resolved. Transactions posted during the migration gap are entered from bank and vendor records. Pricing depends on volume and scope; get a custom quote within 1 business day.
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