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Working inside AppFolio: what LedgerBPO does
AppFolio bookkeeping services from LedgerBPO give property management companies a named accountant who works inside your AppFolio Property Manager account: posting tenant receipts and charges, reconciling trust and operating bank accounts, reviewing the rent roll, preparing owner statements and owner draws, and closing each month so the licensed broker signs off on a matched set of books.
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Your subscription, your data
AppFolio bookkeeping services from LedgerBPO give property management companies a named accountant who works inside your AppFolio Property Manager account: posting tenant receipts and charges, reconciling trust and operating bank accounts, reviewing the rent roll, preparing owner statements and owner draws, and closing each month so the licensed broker signs off on a matched set of books.
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Inside your file
Trust and operating accounts reconciled in AppFolio every month
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Reconciled on a calendar
Owner statements and draws prepared for the broker's approval
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Reviewed before you see it
Tenant ledgers, rent roll and vendor bills kept current
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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
Why businesses on AppFolio outsource
AppFolio holds a lot of money that is not yours. Tenant rent, security deposits and owner reserves sit in trust accounts that state real estate regulators expect to reconcile to the penny, every month, with the licensed broker responsible. In practice the property manager is also the bookkeeper, owner statements go out late, and the three-way reconciliation is done the night before an audit.
A dedicated accountant takes the daily accounting off the manager's desk without taking over the account. We post receipts, code vendor bills, reconcile bank accounts in AppFolio, prepare owner packets and flag anything the broker must approve. The licensed broker stays in charge of the trust account and every disbursement; we make sure the numbers are right before they sign.
What we do inside AppFolio
Trust and operating bank reconciliation
Each trust, operating and security deposit account is reconciled in AppFolio's bank reconciliation tool monthly, with the three-way tie between bank, book and tenant or owner liabilities documented for the broker.
Tenant ledgers and receipts
Online payments, checks and money orders are posted to the correct tenant ledger, late fees applied per the lease, and unapplied credits cleared.
Rent roll review
The rent roll is compared with signed leases, renewals and move-outs so charges, rent increases and vacancy status are correct before statements run.
Owner statements and draws
Owner packets are prepared with the statement, paid bills and reserve balance, and owner draws are calculated for the broker to approve and release.
Vendor bills and 1099s
Bills entered through Smart Bill Entry are coded to the property and GL account, approval routed to your manager, and vendor totals tied out for year-end 1099-NEC support.
Security deposits and move-outs
Deposit accounting, move-out charges and refunds are posted per state rules and lease terms, with the deposit liability reconciled to the trust account.
Integrations we reconcile
- QuickBooks OnlineCorporate books for the management company kept in QuickBooks Online, with management fees and reimbursements from AppFolio reconciled monthly.
- Bill.comCorporate-level vendor payments approved through Bill.com while property bills stay in AppFolio.
- GustoManagement company payroll journals posted and reconciled against the corporate ledger.
- AppFolio Online PaymentsResident online payments batched by AppFolio matched to the trust account deposit in the reconciliation.
- RampMaintenance and corporate card spend coded to properties and reimbursed from the correct account.
Migration to and from AppFolio
Moving to AppFolio
Moving a portfolio into AppFolio means loading properties, units, leases, tenant balances, owner balances and bank balances as of one cut-over date. We prepare the opening balances from the old system, load tenants and leases, reconcile each trust account on day one so the opening three-way tie holds, and run the first owner statement cycle in parallel with your old reports.
Moving from AppFolio
If you are leaving AppFolio for Buildium, Yardi Breeze or another platform, we close the final month, reconcile every trust and operating account, export tenant ledgers, owner statements, vendor history and documents, and hand the new system clean opening balances. Deposit liabilities are tied to the bank so the broker signs off on a matched cut-over.
Common AppFolio reconciliation problems we fix
Trust account does not reconcile three ways
Bank balance, AppFolio book balance and the sum of tenant and owner liabilities should agree. We reconcile monthly and clear the unapplied and suspense items that break the tie.
Owner statements late or wrong
Owners lose confidence when statements slip or show unexplained charges. We prepare packets on a fixed calendar with every bill attached.
Unapplied tenant credits
Partial payments and prepayments sit as credits and distort delinquency reports. We apply them against the right charges each week.
Vendor bills coded to the wrong property
One misposted repair bill throws off an owner's net and a 1099 total. We code bills to property and GL account and review before approval.
Security deposits mixed with operating cash
Deposits held in the wrong account are a licensing risk. We reconcile the deposit liability to its own trust account and flag any shortfall to the broker.
Other property management platforms
Frequently asked questions
Do you work inside my existing AppFolio account?
Yes. You add our named accountant as a user with the permissions you choose, usually accounting access without disbursement rights. Properties, owners, tenants and bank connections stay in your account. The licensed broker keeps control of the trust account and approves every payment.
How much do AppFolio bookkeeping services cost?
Pricing depends on volume and scope, so we send a custom quote within 1 business day. The main drivers are the number of units and owners, how many bank accounts need reconciling, monthly bill volume, and whether you also want the management company's corporate books kept in QuickBooks Online.
Can you handle trust accounting compliance for my state?
We reconcile trust accounts monthly and document the three-way tie so the broker can meet their state's record-keeping rules. The broker remains the responsible licensee. We do not give legal advice on trust rules, but our property management accounting page describes the reconciliation package.
Do you release owner draws or pay vendors?
No. We calculate draws, prepare payables and route them for approval. Your broker or manager releases every payment. We never move money, which keeps disbursement authority with the licensee and keeps the audit trail clean. Each release is recorded with the approver's name and date.
Can you clean up an AppFolio account with old unreconciled months?
Yes. We work backwards through unreconciled bank periods, clear suspense and unapplied items, correct misposted bills and rebuild owner balances. This is quoted as a cleanup project, after which the monthly service keeps it reconciled. Our bookkeeping cleanup page describes how the project is scoped.
Do you handle CAM reconciliation for commercial properties in AppFolio?
Yes. For commercial units we reconcile common area maintenance, tax and insurance recoveries against actual expenses, prepare tenant reconciliation statements, and post the true-up charges or credits to tenant ledgers for your review before they go out. Lease caps and base years are applied from the lease abstract.
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