How it runs for property management companies
Your accountant produces owner packages from AppFolio, Buildium or Yardi and corporate reports from QuickBooks Online or Xero, on a fixed calendar, with a plain-English note. Portfolio profitability shows which owners and property types cover their cost, and annual reports support owner tax returns and lender requests.
What is outsourced financial reporting?
Outsourced financial reporting means a remote accounting team prepares your periodic financial statements and management reports instead of an in-house controller. The team works from your own accounting file, applies a consistent close and review process, and issues a report pack on a fixed date each month. You keep the data, the software and the decisions.
What we handle for property management companies
- Owner packages with property P&L, rent roll, delinquency and reserves
- Revenue per door and fee income by type for the company
- Cost to service each portfolio including staff and vendor coordination
- Doors under management, gained and lost, tracked monthly
- Annual owner reports prepared for their tax preparers
The KPI that matters here
Owner packages and the corporate reporting package issued within 2 business days of each close.
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
Financial reporting in other industries
Frequently asked questions
What should an owner package contain?
A property-level income statement, the rent roll with lease dates and escalations, a delinquency summary, vendor expenses with invoices attached, management fees, reserve balance and the distribution paid. Annual packages add a year-to-date statement and the 1099-MISC figure. Everything reconciles to the trust ledger so the owner's CPA can rely on it.
How do you measure profitability per portfolio?
Fee income from each owner or portfolio is compared with the cost to service it: staff time allocated by doors or work orders, vendor coordination, software fees per unit and a share of overhead. The accountant agrees the allocation method with you and reports the result monthly, so underpriced agreements are visible before renewal.
Can you produce reports for a lender or an acquisition?
Yes, the corporate package includes revenue per door, doors under management with churn, fee income by type, EBITDA-style summaries and a balance sheet from reconciled accounts, which is what lenders and buyers commonly request. Owner-level trust reporting is kept separate. Your CPA prepares any reviewed statements from our reconciled books.
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