Our property management bookkeeping is built specifically for management companies handling properties and money that belong to someone else — trust accounting for tenant security deposits and owner disbursements, per-property and per-owner financial reporting, vendor and contractor payment tracking, and owner statement preparation. A dedicated bookkeeper handles the monthly work and a US-licensed CPA reviews the close — US-quality property management bookkeeping services at offshore pricing, without the compliance blind spots a generalist bookkeeper tends to miss.
Property management is not the same bookkeeping problem as owning rental property yourself. When you manage on behalf of other owners, tenant security deposits and money collected for those owners are not your company's revenue — they're funds held in trust, and most states require them to sit in dedicated trust or escrow bank accounts, legally separate from your operating cash. A generalist bookkeeper who treats every deposit as income, or nets trust and operating accounts together for convenience, can create real licensing and legal exposure for your management company without anyone noticing until an audit or a state inspection. This is the single most common mistake we see when a property management company switches to us from a general bookkeeping setup, and it's the first thing we correct.
Tenant deposits held in dedicated trust liability accounts, separate from operating cash, reconciled against what's actually in the trust bank account every month.
Rent collected on an owner's behalf, management fees deducted correctly, and the net disbursed and recorded as a distribution — not blended into your company's income.
Ledger-level separation between funds that belong to your company and funds you're holding for tenants or owners, matching the segregation your state licensing rules expect.
Beyond trust accounting, running books for a portfolio of managed properties means reporting has to work at three levels at once: the individual property, the individual owner, and your management company overall.
Income and expenses tagged to each managed property using class or location tracking in QuickBooks Online, so any property's numbers can be pulled cleanly on their own.
Where one owner has multiple properties, or a property has multiple owners, income and expenses roll up correctly to the right owner — not just the right property.
Monthly or as-scheduled owner statements showing rent collected, fees deducted, expenses paid on their behalf, and the net disbursed — ready to send, not assembled by hand each cycle.
Maintenance and repair invoices coded to the correct property and owner, so costs flow into the right owner statement instead of landing in one undifferentiated expense pool.
Your company's management fee income tracked and reconciled separately from the pass-through rent and trust activity moving through the same bank rails.
Both operating and trust/escrow accounts reconciled monthly against statements, so nothing drifts between what your books say and what's actually in each account.
We start with a free consultation to understand how many properties and owners you manage, whether trust accounting is currently separated correctly, and what platform you're operating in day to day.
See our core QuickBooks setup work on the QuickBooks bookkeeping services page.
This page is built for property management companies handling money and properties that belong to other people. If you personally own and manage your own rental properties or investment portfolio — without the trust-accounting and owner-disbursement layer that comes with managing for others — our real estate bookkeeping page is the better fit, covering per-property P&L, rental income categorization, and Schedule E-ready records for investors and landlords. Some clients grow from one into the other: an investor who starts managing a few properties for friends or family often needs to move to trust accounting and owner statements once that side of the business grows — we can transition your books when that point comes.
Property management runs on thin management-fee margins spread across dozens or hundreds of units, which makes an in-house accounting department or a US-market hourly bookkeeper expensive relative to the fee revenue involved. Our model gives you a dedicated bookkeeper who understands trust accounting and owner reporting specifically, with the close reviewed by Muhammad Abbas, CPA (Washington State), before your owners ever see a statement — flat monthly pricing that scales with your portfolio instead of an open-ended hourly bill that punishes you for growing.
Pricing is based on the number of properties and owners under management and transaction volume across trust and operating accounts — never an open-ended hourly rate. Packages are billed at a flat monthly rate — get your quote depending on portfolio size; catch-up and trust-account cleanup work is quoted separately after a books review.
Property management bookkeeping sits alongside these related pages, depending on your business structure:
Trust accounting is the practice of keeping tenant security deposits and owner funds in dedicated trust or escrow bank accounts, legally separate from your company's own operating cash. Most states require it, and mixing trust funds with operating funds — even accidentally, through generic bookkeeping — can create real licensing and legal exposure for a property management company. Our bookkeeping keeps trust and operating funds separated at the ledger level so your books match what your state requires.
Yes. We set up per-property and per-owner tracking so each owner's income, expenses, and disbursements are reported separately, alongside a consolidated view for your management company as a whole. Owner statements are prepared on a schedule you set, so you're not manually pulling numbers together before every owner distribution.
Yes. Real estate bookkeeping is built for agents, brokers, and investors managing their own properties or commission income. This service is built for property management companies handling properties and money that belong to other people — with trust accounting, owner disbursements, and owner statements that a general real estate bookkeeping setup isn't built to handle. If you own the properties yourself rather than managing on behalf of other owners, see our real estate bookkeeping page instead.
Yes. Vendor and contractor invoices are tracked and coded to the specific property and owner they relate to, so maintenance and repair costs flow correctly into that property's P&L and the right owner's statement, rather than landing in one undifferentiated expense bucket for your whole portfolio.
We work inside QuickBooks Online using class or location tracking to separate properties and owners, and we can work alongside property management platforms like AppFolio, Buildium, or Rentvine if your company already uses one — reconciling and closing the books that flow out of them rather than replacing your existing operational software.
