How it runs for property management companies
Your accountant defines each metric with you, pulls property data from AppFolio, Buildium or Yardi and financial data from the reconciled corporate ledger, and refreshes the dashboard on a fixed schedule in Fathom or a spreadsheet model. Every figure traces to a report in one of the two systems.
What are financial dashboard services?
Financial dashboard services design, build and maintain a visual view of your key financial metrics from your accounting, billing and payroll systems. The provider defines each KPI with you, connects the data, refreshes the figures, and checks that every number ties to the ledger. The result is a page you open any day, not a report you wait for.
What we handle for property management companies
- Doors under management with monthly gains, losses and reasons
- Rent collected within 5 days and delinquency over 30 days per property
- Occupancy, vacancy days and renewal rate by portfolio
- Revenue per door and cost to service per door for the company
- Trust reconciliation status and owner statement timeliness
The KPI that matters here
Dashboard refreshed within 2 business days of each close with every metric traceable to a platform or ledger report.
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
Frequently asked questions
Which KPIs matter most for a property management company?
Net door growth, rent collected within five days, delinquency over 30 days, vacancy days, work-order turnaround, revenue per door, cost to service per door and months of overhead in cash. Together they show whether the company keeps owners, collects what owners are owed, services properties efficiently and earns enough per door to grow.
Can the dashboard include trust compliance measures?
Yes, a compliance tile shows the date each trust reconciliation was completed and signed, the date owner statements were released and any open reconciliation differences. It gives the broker of record a monthly view of the items a regulator would ask about, drawn from the same records the accountant files in LedgerDesk.
How do you combine platform data with the accounting file?
Occupancy, delinquency, work orders and door counts come from AppFolio, Buildium or Yardi exports each month, and revenue, cost and cash come from the reconciled ledger in QuickBooks Online or Xero. The accountant reconciles fee income between the two sources before refreshing, so the dashboard and the financial statements never disagree.
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