GAAP-Compliant · QuickBooks-Certified · US-Based

Trust Accounting & Bookkeeping for Property Managers — Done Right

Bookkeeping for property managers operates under a completely different compliance standard than ordinary small-business accounting — trust accounting is not optional, and getting it wrong does not mean a messy tax return, it means license suspension, state fines, and in some jurisdictions criminal exposure. Our team provides GAAP-compliant, QuickBooks-certified, US-based trust accounting and bookkeeping built around the obligations property managers face every month. We maintain your trust account separately from your operating account, perform three-way reconciliation every month, produce accurate owner statements on schedule, and record every deposit within the timeline your state requires. We track security deposits, owner distributions, management fees, vendor payments, and reserves — all at the individual property and owner ledger level so you can pass a state regulatory audit without hesitation. New clients receive a complimentary books cleanup — we reconcile your trust and operating accounts, identify ledger discrepancies, and establish a clean, compliant baseline before monthly maintenance. When your books are managed by our team, you have the documentation to protect your license, satisfy owner expectations, and grow your door count without compliance becoming the bottleneck.

Book a Discovery Call All Bookkeeping Services

GAAP-compliant trust accounting on every engagement QuickBooks-certified team with property-management trust workflows US-based team fluent in multi-state trust accounting requirements Works alongside your CPA or compliance attorney

What we fix

The bookkeeping problems costing property managers the most.

Trust-account commingling is illegal in all 50 states — and easy to do by accident

State commissions treat commingling — putting tenant rent or deposits in your operating account, even briefly — as a serious license violation regardless of intent, with fines and, for repeat violations, license revocation. The account must even be titled with "Trust" or "Escrow" language on the bank signature card; a nickname in online banking does not satisfy the rule.

We maintain your trust account separately from all operating accounts, ensure titling is correct, and record every deposit within state-mandated timelines — with documentation that demonstrates proper segregation to any auditor.

Monthly three-way reconciliation failures are the fastest path to a regulator

Most states require monthly three-way reconciliation: the adjusted bank balance must equal the trust ledger, which must equal the sum of every owner/property sub-ledger — exactly, every month. A single month out of balance is an out-of-compliance event that can trigger an audit or suspension.

We perform three-way reconciliation every month as a non-negotiable deliverable, resolve discrepancies before they carry forward, and keep a reconciliation record you can produce to a state auditor immediately.

Inaccurate or late owner statements erode trust and invite civil claims

Owners expect a detailed monthly statement that ties to the bank record. Late, incomplete, or non-reconciling statements lose owners, end management agreements, and can become evidence in a regulatory complaint.

We produce accurate, itemized owner statements every month directly from your reconciled books, each property’s income, expenses, fees, and distributions supported by the underlying ledger.

What you get

Clean books, every month.

Trust account always compliant — separate, properly titled, reconciled monthly

Owner statements delivered on time, accurate to the penny, supported by clean sub-ledgers

Monthly three-way reconciliation completed with a retained record for regulatory review

Security deposits tracked and applied in compliance with state deadlines

Grow your door count knowing compliance scales with you

New clients get a free historical cleanup when they start a plan.

FAQ

Questions property managers ask.

How much does bookkeeping for a property manager cost?

It depends on door count, number of owners, and trust-account complexity. Book a free discovery call for a flat monthly rate with no surprises.

What software do you use?

QuickBooks Online. We build a property-management chart of accounts, maintain separate trust and operating workflows, and track individual owner and property sub-ledgers.

What is the free cleanup?

At onboarding we reconcile your trust and operating accounts, identify out-of-balance items, and establish a compliant baseline before monthly three-way reconciliation and owner statements begin.

What if my trust account is already out of balance?

That is exactly what the cleanup is for — we trace where the discrepancy originated, correct the ledger so the three-way reconciliation ties out, and document the remediation.

Do you work with my CPA or attorney?

Yes. We maintain the books, reconciliation, and owner statements; your CPA handles filings and your attorney handles regulatory responses — both get clean, documented records.