· Reviewed by Nimra Khalid
What is property management accounting outsourcing?
Property management accounting outsourcing means a remote accountant handles the bookkeeping behind your portfolio: posting rent and tenant charges, applying receipts, coding vendor bills, reconciling bank and trust accounts, calculating owner distributions and producing owner statements. The management company keeps its software, its bank accounts and its broker's trust-account responsibilities; the provider works inside the system on a monthly calendar.
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Property management accounting: what we do and how it runs
Property management accounting outsourcing means a remote accountant handles the bookkeeping behind your portfolio: posting rent and tenant charges, applying receipts, coding vendor bills, reconciling bank and trust accounts, calculating owner distributions and producing owner statements. The management company keeps its software, its bank accounts and its broker's trust-account responsibilities; the provider works inside the system on a monthly calendar.
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What it is
Property management accounting outsourcing means a remote accountant handles the bookkeeping behind your portfolio: posting rent and tenant charges, applying receipts, coding vendor bills, reconciling bank and trust accounts, calculating owner distributions and producing owner statements. The management company keeps its software, its bank accounts and its broker's trust-account responsibilities; the provider works inside the system on a monthly calendar.
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What you get
Rent rolls, tenant ledgers and owner statements done in your software
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How it runs
CAM and operating expense reconciliations that tenants can follow
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Discovery call
A 20-minute call to map your portfolio, door count, lease types, software, bank and trust accounts, and the owner reporting cycle. We look at a recent owner statement and your unapplied cash.
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
Who it is for
Residential property managers
You manage 100 to 2,000 doors for third-party owners and owner statements go out late every month. Tenant ledgers have unexplained balances nobody has time to chase.
Commercial and mixed-use managers
Your leases carry CAM, tax and insurance pass-throughs. Annual reconciliations take weeks and tenants dispute them because the workings are hard to follow.
Owner-operators and small portfolios
You own and manage your own units and want clean books per property for tax and lending without hiring a bookkeeper who knows property software.
What's included
- Rent roll maintenance with lease charges, escalations and renewals posted on time
- Tenant ledger posting: rent, utilities, late fees and credits per lease terms
- Receipt application from lockbox, portal payments and ACH batches
- Security deposit ledger tracking and move-out statement preparation
- Vendor bill coding by property and unit, with owner-approved payment batches
- CAM, tax and insurance estimates billed monthly and reconciled annually
- Owner statement preparation and distribution calculation by the 5th
- Management fee, leasing fee and markup calculation per agreement
- Trust account three-way reconciliation prepared for the licensed broker's review
- Corporate books for the management company in QuickBooks Online or Xero
- 1099 data preparation for owners and vendors at year-end
- Weekly delinquency report with an action for every past-due tenant
Deliverables and KPIs
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Owner statements | Statements and distribution calculations issued by the 5th business day | Monthly |
| Tenant ledgers | Receipts posted within 1 business day; no unapplied cash older than 7 days | Daily |
| Trust account reconciliation | Bank, ledger and tenant or owner balances reconciled and prepared for broker sign-off by the 10th | Monthly |
| Vendor bills | Coded to property and unit within 2 business days of receipt | Weekly |
| CAM reconciliation | Annual reconciliation packages ready within the lease deadline with tenant-facing workings | Annually |
| Delinquency report | Every past-due balance listed with last contact and next step | Weekly |
KPIs are what we measure and report, agreed per engagement. Service-level commitments are set in your agreement.
How it works
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Discovery call
A 20-minute call to map your portfolio, door count, lease types, software, bank and trust accounts, and the owner reporting cycle. We look at a recent owner statement and your unapplied cash.
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Access and set-up review
You grant accountant access to AppFolio, Buildium or Yardi and read-only bank feeds. We review the chart of accounts, management agreements, fee rules and your state's trust-account requirements as set by your broker.
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Dedicated accountant assigned
A named accountant, a trained backup and a team lead take over posting, reconciliation and statements. The first month runs in parallel with a full clean-up of tenant ledger exceptions.
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Monthly close and owner statements
Each month runs on a fixed calendar: receipts and bills through the month, trust reconciliation prepared for the broker, owner statements by the 5th and management company books closed under Two-Tier Review.
Software we work in
How much does property management accounting cost?
Property management accounting is priced as a flat monthly fee based on door count, the number of owners and bank accounts, and whether commercial CAM reconciliation is in scope. Engagements run month-to-month with no setup fee. Pricing depends on volume and scope, so we send a custom quote within 1 business day.
What moves the quote
- Number of doors, properties and owners under management
- Number of trust, operating and reserve bank accounts to reconcile
- Commercial leases with CAM, tax and insurance pass-throughs
- Add-ons such as vendor bill processing, tenant billing calls or the management company's own books
Market benchmarks
| Market | Typical range | Source |
|---|---|---|
| US | US outsourced bookkeeping runs $150 to $1,600 per month; portfolio accounting sits at the upper end because of per-owner reporting | indinero, RadCity, NerdWallet (2026) |
| US | An in-house bookkeeper costs $40,000 to $60,000 in salary, or $6,000 or more per month fully loaded | RadCity, UseCalcPro (2026) |
Third-party ranges for orientation, not our prices.
Get a custom quote No setup fee. Month-to-month.
Property management accounting for your industry
Security and compliance
- Read-only bank feeds where your bank supports them; we never move money or hold trust funds
- MFA on every login, least-privilege access, and an access log per client
- Owner and tenant data stays in your software; no local downloads and no paper
Full control list on the security page and country rules on the compliance page. Certifications are listed only when held.
Frequently asked questions
How much do property management accounting services cost?
Pricing depends on volume and scope, and we send a custom quote within 1 business day. The main drivers are door count, number of owners and bank accounts, and whether commercial CAM reconciliation is included. As a market reference, US outsourced bookkeeping runs $150 to $1,600 per month (indinero, 2026), and an in-house bookkeeper costs $6,000 or more per month fully loaded (RadCity, UseCalcPro, 2026).
Do you work inside AppFolio, Buildium and Yardi?
Yes. We work inside your existing AppFolio, Buildium, Yardi or Rent Manager account and, where the management company has separate corporate books, in QuickBooks Online or Xero. You keep every subscription and every login. Our AppFolio, Buildium and Yardi software pages describe what we handle in each.
Can you handle our trust account reconciliation?
We prepare it; your licensed broker reviews and signs it. Trust-account rules vary by state, and responsibility for the trust account stays with the licensed broker or designated manager. Each month we prepare the three-way reconciliation of bank balance, trust ledger and the sum of tenant and owner balances, list every exception and hand it to the broker for sign-off. We never hold or move trust funds.
How do you produce owner statements by the 5th?
Receipts and bills are posted through the month rather than in a rush at the end, so by month-end only the reconciliation and fee calculations remain. The accountant runs the statements, the team lead reviews a sample under Two-Tier Review, and the batch is released by the 5th business day, with distributions calculated for your approval.
Do you do CAM reconciliations for commercial leases?
Yes. We bill monthly CAM, tax and insurance estimates per lease, track actual operating expenses by property, and prepare the annual reconciliation with a tenant-facing schedule that shows the pool, the pro-rata share, caps and exclusions. Disputes drop when the workings are easy to follow, and the tenant billing help desk can answer tenant questions under your name.
Will you chase past-due tenants?
We report delinquencies weekly with the last contact and next step, and our tenant-facing reminder and call services can send notices and make courteous calls under your company name where local rules allow. We do not act as a collection agency, and every notice follows your lease terms and your state's requirements.
Can you also keep the management company's own books?
Yes. Management fees, leasing commissions, payroll journals, office costs and the company's operating bank accounts are kept in QuickBooks Online or Xero and closed monthly. Keeping the corporate books and the portfolio books with one team means management fee income always agrees with what the owner statements show.
What about year-end 1099s for owners and vendors?
We prepare the 1099 data at year-end: rental income paid to each owner and payments to each vendor above the reporting threshold, with W-9s on file. The 1099 preparation service compiles the forms for your review and filing through your chosen provider. We do not sign or file on your behalf.
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