How it runs for property management companies
Commercial tenants receive base rent, CAM estimates, tax and insurance recoveries and annual true-ups. Your accountant sets up recurring charges from the lease abstract in AppFolio, Buildium or Yardi, applies escalations on the anniversary, issues one-off invoices for chargebacks and keeps owner fee schedules current in the corporate ledger.
What are outsourced invoicing services?
Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship.
What we handle for property management companies
- Recurring tenant charges built from lease abstracts with escalation dates
- Owner fee billings for management, leasing, renewals and coordination
- Commercial CAM, tax and insurance estimates billed monthly and trued up annually
- Tenant chargebacks for damages and utilities invoiced with backup
- Late fee rules applied per lease and state limits
The KPI that matters here
100% of recurring charges posted before the first of the month with escalations applied on the correct date.
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
Invoicing and billing in other industries
Frequently asked questions
How do you make sure rent escalations are billed on time?
Each lease is abstracted with its escalation date, method and amount, and the recurring charge in the platform is scheduled to change on that date. The accountant runs a ninety-day escalation report each month and checks the posted charges against it. Missed escalations from before the engagement are identified and billed with your approval.
How are management and leasing fees billed to owners?
Fees are calculated from the management agreement, commonly a percentage of collected rent plus fixed leasing, renewal or inspection fees, and shown as separate lines on the owner statement. The draw from trust happens only after the rent it is based on has cleared. The same fee entries are reconciled to revenue in the company's own books.
Can you bill CAM and other recoveries for commercial tenants?
Yes, monthly CAM, real estate tax and insurance estimates are billed per the lease, with each tenant's pro-rata share, caps and exclusions recorded at setup. Actual expenses are pooled through the year, and the annual reconciliation invoice or credit is prepared inside the lease deadline with a supporting schedule the tenant can follow.
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