--- title: "Payment processor & marketplace reconciliation for property management companies" description: "Payment processor & marketplace reconciliation for property management companies: merchant and marketplace reconciliation with A2X, Link My Books or." url: https://ledgerbpo.com/industries/property-management/payment-processor-reconciliation/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Payment processor & marketplace reconciliation for property management companies Stripe reconciliation for property management companies covers application fees, pet fees and owner or vendor charges taken through Stripe, alongside the platform payment processors in AppFolio, Buildium and Yardi that batch tenant rent. Every payout is net of processing fees, may span several days of tenant payments and can be reduced by refunds or disputed application fees. - 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 accountant matches each payout to the individual receipts it contains through our ReconBot workflow, posts fees to the party responsible under the management agreement, traces refunds to the original charge and separates application fees held for owners from company revenue. Payouts are reconciled weekly so the bank, the processor and the tenant ledgers agree. ## What is payment processor reconciliation? Payment processor reconciliation is the work of proving that the money a processor or marketplace deposits equals your gross sales less its fees, refunds, chargebacks, reserves and adjustments for the same settlement period. Each payout is broken into its parts and posted so revenue, fees and sales tax are correct and the bank deposit matches to the cent. ## What we handle for property management companies - Platform processor batches matched to tenant receipts net of fees - Stripe payouts for application and pet fees split into charges and fees - Processing fees allocated to owner or company per the management agreement - Refunded application fees traced to the original charge and applicant - Disputed card payments logged with the tenant and outcome ## The KPI that matters here Every processor payout matched to its receipts within 3 business days of settlement. ## 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 - [Bookkeeping](https://ledgerbpo.com/industries/property-management/bookkeeping/) - [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/) - [All property management services](https://ledgerbpo.com/industries/property-management/) Payment processor reconciliation in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/payment-processor-reconciliation/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/payment-processor-reconciliation/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/payment-processor-reconciliation/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/payment-processor-reconciliation/) - [The full payment processor reconciliation page](https://ledgerbpo.com/services/payment-processor-reconciliation/) ## Frequently asked questions ### Who pays the processing fee on online rent? It depends on the platform setup and the management agreement: some fees are charged to the tenant as a convenience fee, some absorbed by the owner and some by the management company. The accountant records the setting per property and posts each fee to the right party, so owner statements and company books both show the true cost. ### Are application fees company revenue or owner funds? It depends on the management agreement and state rules on screening fees. Where the fee reimburses screening costs, it is often company revenue net of the screening vendor's charge; where the agreement assigns it to the owner, it is trust money. The accountant sets the treatment per agreement and keeps refunds tied to the original applicant. ### How do you handle a chargeback on a rent or fee payment? The disputed amount is reversed on the tenant ledger with the reason, the processor's dispute fee is posted to the responsible party and the lease, ledger and payment history are assembled for your response. The outcome is recorded when the processor rules. Owner balances are adjusted before any distribution so no owner is paid on disputed funds. 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/payment-processor-reconciliation/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt