Keep rent batches, payment applications, tenant ledgers and lease-related accounting records aligned with your property-level books and monthly reporting process.
Property managers can process a high volume of rent charges, receipts, credits and lease changes across many properties. A payment can reach the bank but remain unapplied to the right tenant; a renewal can change a recurring charge; a unit transfer can leave an old balance behind; or a rent batch can post without the expected population being checked.
A repeatable tenant accounting workflow connects the source record, property and unit, tenant account, cash activity and general ledger. It also separates work that can be prepared by an accounting support function from decisions that need the property manager’s authority, lease interpretation or banking approval.
The exact tasks depend on your portfolio, source records, software permissions and engagement scope. Each workflow should leave a traceable record of the source, review, exceptions and handoff.
Check the period, property, unit and tenant population before a scheduled rent batch is treated as complete. Compare expected charges with posted activity, review exceptions and keep a record of missing, duplicated or unexpected entries.
Review receipts from the available bank, payment processor or collection records; check tenant and charge allocation, partial payments, unapplied cash and timing differences. External collection receipts can be reconciled to the supporting remittance details.
Maintain the accounting side of approved lease lifecycle changes: opening balances, effective dates, unit or property changes, recurring charges and closing ledger checks. Lease decisions and operational approvals stay with the client.
Check charge records against the client-provided instructions and documented lease information. Flag missing support, inconsistent application or unusual entries for the responsible property manager to review.
Trace a returned or reversed payment to the original receipt, bank activity and tenant account. Prepare the proposed ledger treatment within the agreed workflow and document unresolved items for approval.
Keep refundable deposits distinguishable from rental income, review tenant-level balances and compare schedules with the relevant control accounts and available bank records. Move-out refunds or deductions require client authorization and applicable professional review.
For commercial properties, organize the supporting expense pools, tenant allocation schedules and estimate-to-actual differences. Calculations follow client-approved lease interpretations and allocation policies; disputed interpretations are referred to the client and its advisers.
Help connect tenant activity with bank reconciliations, property-level general ledger accounts, management-fee schedules, recurring accruals, payroll-related entries and owner-report preparation when those tasks are included in the engagement.
Check the reporting period, properties, units, active tenant list, rent roll and approved lease changes. Record missing source information before posting or review proceeds.
Check batch totals, receipts, credits, reversals and recurring charges against available support. Separate routine items from transactions requiring client direction.
Compare tenant balances, rent-roll totals, cash activity and related ledger accounts. Log the amount, source, period, likely cause and evidence needed for each difference.
Prepare the tenant ledger, receivables aging and related schedules for the designated reviewer. Carry unresolved items forward and link the agreed results to the monthly close and owner reporting.
Depending on the engagement, source workflows may involve Yardi Voyager, Buildium, AppFolio or other property-management platforms, with accounting records in QuickBooks Online, Sage Intacct or Xero. We confirm the system version, available reports, access permissions and handoffs before agreeing on the work. This is accounting workflow support—not a claim of software-vendor partnership, certification, implementation or configuration services.
Accounstone provides remote accounting preparation and bookkeeping support within an agreed scope. The client retains banking access, ACH and wire authorization, payment release, lease and legal interpretation, approval of owner distributions and decisions about accounting treatment. Tax, legal and assurance conclusions remain with the client’s qualified advisers and responsible professionals.
Within an agreed scope, work can include rent-batch and rent-roll checks, payment application review, tenant ledger maintenance, move-in and move-out accounting records, renewal and unit-transfer updates, documented charge reviews, NSF reversals and exception tracking.
We start with the system and workflow already used by your business. Depending on the engagement, this may include Yardi Voyager, Buildium, AppFolio or other client-approved property systems, alongside accounting tools such as QuickBooks Online, Sage Intacct or Xero. We confirm access and report availability before agreeing on the process; software migration or integration is not assumed.
No. We can review and record charges against client-approved instructions and documented lease information. The property manager or qualified adviser remains responsible for interpreting lease terms, applicable law and any required approvals.
No. We can help prepare records, reconcile payment activity and document exceptions. Your authorized staff retain bank access, payment release, transfer approval and other cash-control responsibilities.
The source transaction and reason are checked, the related receipt and tenant ledger are reviewed, and any proposed reversal or fee entry is documented for the client’s approved workflow. Unclear items are escalated rather than silently adjusted.
Yes. Tenant-level activity can feed into the agreed reconciliation and close process, including rent-roll checks, receivables aging, deposit schedules, property-to-general-ledger tie-outs and owner-report preparation.
Returned payments can be tracked against the original receipt, with the reversal and related balance documented according to the client's approved process.
Scope can cover an agreed property list and preserve the system's existing tenant and property identifiers for consistent reconciliation and reporting.
Receipts that cannot be matched confidently to a tenant, property or charge should remain identifiable as unapplied or unresolved items. The source, date and amount are documented, and the property manager provides direction before an allocation is changed.
Where the source records and account structure allow, the tenant-level deposit schedule can be compared with the relevant liability control account for the same reporting date. Differences, timing items and missing tenant detail are listed for review; refund or deduction decisions remain with the client.
Tell us which property system you use, the tenant accounting tasks involved, your transaction volume and where the current process needs review. We can define the work, source reports, exception log and approval handoff.
Build a repeatable process for rent posting, payment application, ledger checks and monthly reporting around your existing controls.
