In the USA, the property management business industry is one of the fastest growing, with a market value of over $110 billion. That being said, the property management sector is booming, with more people entering the market. 

So, if you already own such a business, congratulations! Your work has just started. Even though there are various aspects to consider, bookkeeping still remains one of the most important factors. 

Without proper bookkeeping, you will face legal fines, negative cash flow, poor operational efficiency, and lost customer trust. This is just the tip of the iceberg. 

Therefore, you need to pay close attention to property management bookkeeping. This article will discuss some effective bookkeeping practices, tips, and reliable service providers. Let’s get started. 

Best Property Management Tips 

Knowing the best bookkeeping practices for property management will ensure you’re not making any mistakes. As you’ll be handling sensitive data and various transactions, you must ensure the whole process is smooth. 

That being said, the best practices will help you be prepared for the entire bookkeeping process. Let’s see some of the best ones.

1. Create separate bank accounts

Creating separate bank accounts for each client or property is one of the most popular property management bookkeeping practices. This will help you segregate the funds clearly, which will prove beneficial for various reasons. 

Firstly, you can track income and expenses associated with individual properties. Thus, you can easily monitor performance and identify potential issues. For example, you can quickly see if a property is underperforming or incurring unexpected expenses. 

Secondly, maintaining separate accounts will prevent fund mixups. Neglecting this can lead to significant legal and financial complications. In many regions, property managers are legally required to keep client funds distinct from their own to protect against misappropriation. 

Failing to do so will result in legal penalties and loss of trust with clients. Furthermore, this practice simplifies the process of financial reporting and tax preparation. When it comes time to generate financial statements, organized transactions will reduce errors. 

2. Pick a reliable accounting method

This is another important bookkeeping for property management practice. Choosing a reliable accounting method will go a long way in benefiting your property management business. 

The two primary accounting methods are cash accounting and accrual accounting. The method you choose will impact how financial information is recorded and analyzed.

Cash Accounting is straightforward and often preferred by smaller property management businesses. With this method, income is recorded when it is received, and expenses are recorded when paid. This approach provides a clear picture of the actual cash flow. 

It is simpler to implement and maintain. However, it may not always give the most accurate view of the property's financial health. 

On the other hand, accrual accounting records income and expenses when they are earned. This method provides a more comprehensive view of a property's financial situation. It is beneficial for property managers who need to match revenues with expenses. 

However, it can be more complex and time-consuming to manage. You also need to track the outstanding bills and invoices more carefully. 

3. Don’t neglect the chart of accounts

Never overlook a well-organized chart of accounts. The COA is the backbone of your property management bookkeeping. It can categorize financial transactions into specific accounts.

This organization is essential for accurately tracking income, expenses, assets, liabilities, and equity. In return, you will get more effective financial analysis and reporting. 

In property management, a COA typically includes accounts for rental income, security deposits, maintenance expenses, property taxes, utilities, insurance, and more. When you define each account early, you can ensure that every transaction is recorded consistently. 

A detailed COA will also help you comply with legal and tax requirements. For example, separating tenant security deposits from operating income is crucial. Such funds often have specific handling rules and must be returned to tenants under certain conditions. 

Additionally, a customized COA enhances the ability to generate detailed financial reports. You can use these reports to analyze profitability. Therefore, you can identify areas where you can save significant money. 

4. Be aware of the bookkeeping method

Selecting the right method will either make or break your property management bookkeeping strategy. The method you choose will determine how transactions are recorded and organized. It will impact everything from daily operations to long-term financial planning.

The two primary bookkeeping methods are single-entry and double-entry bookkeeping. They both have unique advantages and best-use scenarios.

Single-entry bookkeeping is the simplest of the two methods and works much like a personal checkbook. Each transaction is recorded as a single entry in a ledger, either as an income or an expense. This method is easy to implement and requires minimal training. 

Therefore, it’s suitable for small property management operations or those with a limited number of transactions. However, while single-entry bookkeeping can provide a basic overview of cash flow. It cannot handle the complexity needed for comprehensive financial tracking and analysis.

Double-entry bookkeeping is widely used in professional property management. This method involves recording each transaction in two accounts: a debit in one account and a credit in another. 

For example, when recording rental income, you would debit the cash account and credit the rental income account. This approach allows for a more accurate representation of a property's financial position. 

5. Receipt and invoice management 

Last but not least, receipt and invoice management. This real estate bookkeeping practice will record all expenses and incomes correctly. This is extremely important to maintain your property management business’s integrity. 

Receipt management is collecting and storing all receipts related to property expenses. These receipts can include maintenance and repair costs, utility payments, property taxes, insurance premiums, and other operational expenses.

So, what’s the benefit? For starters, you will always have solid proof of expenses. Moreover, you can categorize them accurately in your bookkeeping system. This will benefit you while preparing detailed financial reports. 

Meanwhile, invoice management is equally important. It will track all bills issued to tenants and clients, as well as payments made to vendors and service providers. Thanks to effective invoice management, you can avoid disputes and ensure timely payments. 

6. Reconcile the accounts

Make sure you reconcile your accounts regularly to boost property management profitability. Reconciliation is comparing your financial records with external statements. This involves loan balances and credit card statements to ensure all balancers match and are accurately recorded. 

Moreover, you can quickly identify and correct discrepancies, such as missed transactions or unauthorized charges. This way, you can prevent minor errors from accumulating over time, leading to significant financial loss. 

Besides that, reconciliation will also help you identify potential frauds. As you pay close attention to the accounts, you can easily spot unusual transactions before they become severe. Your vigilance will protect your business’s financial integrity. 

7. Maintain current collections 

Keeping collections current is a crucial aspect of property management bookkeeping. It will directly affect cash flow and profitability. Timely rent and other payment collection will help cover the property’s operational expenses. 

So, how can you keep the collections current? We recommend you implement a systematic approach for invoicing and follow-ups. In such cases, you can issue clear and detailed invoices to the tenants. 

This helps set expectations and reduces the likelihood of late payments. Scheduling reminders will also reduce administrative burden and increase payment timelines. 

​​Having a robust system for tracking payments is also vital. You can use property management service providers to automate reminders and track payment statuses. The automation will also streamline the payment collection process. 

8. Plan for unforeseen expenses

Make sure you always have some backup plans to counter unexpected expenses. This property management bookkeeping tip will protect your financial stability and help your business stay afloat. 

Your properties can face sudden cost requirements such as maintenance or emergency repairs. You need to be prepared for these potential financial shocks. This way, you won’t get caught off guard and can handle such situations effectively. 

We suggest you create a contingency fund. This find will work as a financial buffer for emergencies. You can contribute to this firm regularly to make the resources readily available when needed.

9. Make sure the cash flow is positive  

Your property management business must have a positive cash flow. Remember that if you face a negative cast flow at some point, it will wreak havoc. It will take you more than a few months to recover from that. 

Positive cash flow indicates that a property generates more income than it is spending. This involves necessary liquidity to cover operational costs and invest in improvements. 

The best way to maintain a positive cash flow is by tracking all income sources. Whether you have rental incomes or utility reimbursements, pay close attention to them. This will help you adjust your budgets and make necessary adjustments. 

10. Plan tax deductions

Effective tax deductions will complement your property management bookkeeping strategy. Not only will it impact profitability, but it can reduce taxable income. Hence, you will have lower tax liabilities, freeing up resources for reinvestment. 

So, how can you do that? Simple – understand the overall deductible expenses. Know all the expenses that can make you eligible for tax deductions in property management. Have a detailed record of them during tax preparation or audits. 

You also need to maintain all expense records related to your properties. This includes invoices, receipts, and documentation, no matter how small an expense is. You can also use accounting software to track those expenses in real-time. 

Top Property Management Bookkeeping service providers

Knowing the tips and best practices won’t do any good unless you know the perfect implementation method. Those were beneficial, but you cannot rely on manual methods or try to handle your bookkeeping all by yourself. 

It’s a complicated process, and making a single mistake can be devastating. Thus, you need the best property management bookkeeping service providers. 

1. Sofia

Sofia property management bookkeeping services can ensure your financial records remain accurate and current. Our expertise is customized to meet the unique needs of real estate agents, property managers, multifamily operators, vacation rental managers, Airbnb hosts, and other industry professionals.

We understand the complexities of real estate and property management finances. Thus, we will deliver solutions tailored to your specific requirements. Here are some bookkeeping and accounting features:

• Bank reconciliations
• Payroll processing
• Real estate and property management accounting and bookkeeping
• Financial statement preparation

With Sofia, you receive detailed reports that track property performance and profitability. Moreover, you will get valuable insights into the financial health of your property management business.

Pros

• Manages precise entry of all financial transactions
• Can track and manage expenses effectively
• Provides highly accurate tax preparation support
• Can help you manage your business’s payroll

Cons

• The free trial could be of a longer period

Pricing

If you’re looking for a reliable property management and real estate bookkeeping service provider, consider Sofia. Visit their website and hire Sofia today. 

2. Ledgers Online

Ledgers Online provides professional bookkeeping and accounting services tailored to property management businesses. Their services will undoubtedly help property managers manage their finances. 

Moreover, Ledgers Online will ensure compliance with various accounting regulations. Here are some excellent features to know about:

• Records and categorizes all income and expenses
• It can maintain detailed tenant ledgers to track rent payments
• Reconciliation of your bank and credit card accounts
• Preparation of financial reporting

Ledgers Online can also help you prepare and file your business taxes. Thus, no need to lose your cool about the complicated taxation process. 

Pros

• Specialized expertise in property management
• It can help you save a significant amount of time and money
• Ledgers Online can help you maintain accurate financial records
• Professional support and advice on various financial matters

Cons

• You will have less control over your financial data

Pricing

Ledgers Online has four pricing plans:

• Catchup bookkeeping: starts at $1,500/year
• Monthly bookkeeping: starts at $399/month
• Quarterly bookkeeping: starts at $900/quarter
• Yearly bookkeeping: starts at $1,800/year

3. APM Help

APM Help can also assist you in maintaining bookkeeping for your property management business. Not only do they provide 100% transparency but also a dedicated account manager at your service. 

Choosing APM Help means having reliable professionals help you maintain accurate expense tracking. Here are some features:

• Help you catch up with bank reconciliations
• You will get relevant information regarding A/R and A/P
• Manages your improper book
• Super fast bookkeeping services

With APM Help, you can save time and reduce errors. They can provide you with the expertise and support needed to ensure your finances are handled efficiently and accurately.

Pros

• Online access and real-time expense updates
• Integration with various property management software
• Top-notch financial analysis
• Compliance with accounting standards

Cons

• The dashboard is slightly complicated

Pricing

APM help doesn’t reveal their pricing structure on the website. Contact the sales for a free consultation. 

4. Pacific Labs

Pacific Accounting & Business Services (PABS) is a reliable outsourced bookkeeping service provider with over 15 years of experience. They cater to all small and medium property management businesses. 

PABS has a team of over 1,000 certified professionals. Moreover, they are ISO 9001 and 27001 certified. Here are some features:

• Helps manage and track payments to contractors
• Assists in monitoring late rent payments
• Manages security deposits efficiently
• Keeps track of maintenance expenses

Apart from bookkeeping, PABS offers other services, including accounts payable/receivable and payroll processing support.

Pros

• PABS has ISO 9001 and 27001 certifications
• It can adapt to various accounting service providers
• Expertise in property management industry
• Can help you with tax preparation

Cons

• Not suitable for businesses with highly specialized bookkeeping needs

Pricing

Contact the sales team, and they will provide a customized quote. 

5. Ojo Bookkeeping

Ojo Bookkeeping specializes in property management bookkeeping and has over 10 years of direct experience. Their services are designed for property managers.

They provide comprehensive bookkeeping solutions tailored to the unique requirements of the industry. Here are some of the best property management bookkeeping features:

• Ojo assesses the current state of your books
• They perform 3-way reconciliations
• They cater to residential and commercial properties
• Ojo identifies necessary corrections and ensures accuracy

When you choose Ojo, you don’t need to worry about professionalism and adaptability. Thanks to their excellent support, they are perfect for property management bookkeeping needs.

Pros

• Ojo understands the complexities of the property management industry
• They provide a dedicated bookkeeper with no contracts
• Ojo also supports integration with various property management software
• They have a team of 200+ professionals

Cons

• The integration process is time-consuming and confusing 

Pricing 

Schedule a call with the expert, and they will contact you. 

Ready to outsource your Bookkeeping needs?

At Sofia, we offer solutions that can help you cut staffing costs by more than 70%. Our adaptable services and no-contract approach make us an excellent choice for your property management business.

Choose Sofia today and discover the advantages of outsourcing for your property management bookkeeping needs. Additionally, we provide a 7-day satisfaction guarantee, ensuring peace of mind right from the beginning.