10 Tips for Property Management Bookkeeping 29 Jan 2024

Property Management Bookkeeping tips

Property Management Bookkeeping Tips:


Starting property management bookkeeping with one business account is a mistake. Though reasonable, many nations don’t allow it. Many states require landlords to maintain security deposits in tenant-accessible escrow accounts.

Multiple accounts help organise and meet local norms. Track payments from multi-property renters better.

Property bank accounts should be distinct. Find out which tenants are experiencing problems paying rent and who to call. A compromised account won’t risk all funds because other accounts are safe.


Due to its difficulty, bookkeeping requires the right tools. Managed accounting and bookkeeping to track income and expenses. No manual action is required.

Balanced Asset Solutions handles multi-party transactions. It charts accounts, shows projections and segregations, and pays.

Complete consulting, accounting, management reporting, accounts receivable, and accounts payable solutions are good. No provider issues or hassles. Keep in touch with one source and test all technology.

Protect every account

A single professional bookkeeping vendor protects data. Vital since data breaches cost firms $6.71 million on average.

An integrated platform defends against these dangers. Multiple security solutions are no longer needed to protect your data. This property management profession needs bookkeepers to handle sensitive financial data.

Integrate multi-factor authentication. High-security encryption prevents financial loss. Make sure your software providers monitor operational blips to spot problems early.

Create Individual Properties

You must have separate accounts for each property. All will be managed individually in your accounting programme.

You must configure these items for all properties.

  • Fully managed platform software accounts
  • Individual LLCs for each property to avoid liability.
  • Bank accounts and credit cards for each property simplify spending tracking.
  • Rent payment spreadsheet.
  • A general ledger chart of accounts for all properties to quickly process rent and other monthly transactions.

Study Taxes

  • Taxes on rental houses are high. Profitable property management solutions might cost a lot per property.
  • Bookkeeping and accounting effect taxes. Bookkeepers must know how to fill out tax forms.
  • With cash collection, you record revenue and expenses. Taxpayers report the rent as income. You pay taxes.
  • This tax method is the most common. Private residence renters have no choice.
  • Larger property management firms may use ‘accrual’ accounting. Income is counted when earned, not received.
  • Research your tax debt, regardless of the method. Set aside adequate cash.

Single vs. Double Entry Bookkeeping

You must choose single- or double-entry accounting.

One-entry accounting records incoming and outgoing payments. This appears simple but can get confusing.

The majority of businesses use double-entry accounting. There are two debits and two credits. You enter debit (bank balance) and credit (due to another entity) in separate accounts.

Account monthly

  • Every property management firm must account for it monthly. This stops you from neglecting something important and injuring tenants or businesses.
  • Rent comes first. Accounting and bookkeeping software sends monthly invoices to tenants, saving time and effort.
  • Process utility, maintenance, and other invoices. Record automatic EFT invoices. Print checks and information for others.
  • Your bank account balance should match your balance sheet cash. Add all bank statements to your software and compare the total amount to your statement balance. Find and fix mistakes.
  • All printed financial statements should be filed. This tracks revenue and expenses. Consult these records later.

Organize receipts and bills

Receiving and invoicing are difficult for many bookkeepers. Planning how to organise them is vital. Customize property management software for your company and tenants.

Please report and analyse your management system often. Log all company transactions. Report, download, and meet property owners.

Thus, everyone is paid fairly and on the same page.


Managing large financial data demands organisation. Keep meticulous transaction ledgers in multiple places. Remember to backup and access your electronic notes.

Link all notes to accounts to avoid losing anything. Property management bookkeeping involves multiple renters; therefore, this is crucial.

Get help when needed

Bookkeeping and accounting are often thought to be solo tasks, although asking for help is fine. Ask other financial professionals in your firm for aid. Consult online specialists.

You may need help with the best property management bookkeeping software. Need system logistics help? Ask. It is as important as asking about funds and organisation.



About the Author:

Pramod has over 11 years of experience relating to finance and accounts in diversified industries. He is an expert in resource and process optimisation resulting in greater operational efficiencies. He can be reached at [email protected]


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