Industry Focus · Property Management
Accounting for Property Management Companies
Trust accounting, owner statements, CAM reconciliation and property-level P&Ls — built for residential, commercial, HOA and short-term rental managers, from rent roll to close.
15+
Clients — property management firms served
Zero
Trust Errors — every trust reconciliation clean, on record
10+ Yrs
years helping property managers master their numbers
Platforms We Manage
Your systems, reconciled — not replaced
Wherever you manage property, we plug in and keep your books accurate every month.
9
platforms supported
0
systems you need to switch
AppFolio
Owner statement sync, trust account tie-out, work-order cost tracking.
Buildium
Rent roll reconciliation, GL mapping, tenant ledger accuracy.
Yardi
Multi-entity consolidations, CAM reconciliation, budget variance reporting.
RealPage
Portfolio-level P&Ls, utility billback tracking, GL sync.
Rent Manager
Owner draw processing, escrow tracking, property-level class mapping.
Rentvine
Trust account reconciliation, tenant deposit ledger management.
QuickBooks
Property-level class tracking, multi-portfolio consolidated books.
Sage Intacct
Multi-entity consolidations, fund accounting, dimension reporting.
Propertyware
Owner distribution tracking, maintenance cost allocation.
Services by Client Type
Solutions Tailored to Every Property Type You Manage
Residential Property Managers
Rent roll & trust account reconciliation
Tenant deposit ledger management
Owner statement preparation
- Owner draw & distribution processing
- Property-level P&L reporting
- Maintenance & vacancy cost tracking
Commercial Property Managers
- CAM & expense recovery reconciliation
- Lease escalation & billback tracking
- Tenant ledger & lease accounting
- Investor & lender reporting packages
- NOI reporting by property
- Budget vs. actual variance reporting
HOA & Community Associations
Assessment billing & collections tracking
Reserve fund reconciliation
Board & annual audit reporting
Special assessment tracking
Reserve study & capex planning support
Delinquency & aging reports
Short-Term Rental Managers
Booking platform payout reconciliation
Cleaning & turnover cost tracking
Occupancy tax filing & remittance
Owner payout statement preparation
Unit-level P&L reporting
Revenue management performance tracking
Workflow & Cadence
Full-cycle accounting, organized by workflow
| WORKFLOW | CADENCE | WHAT'S COVERED |
|---|---|---|
|
Bookkeeping & AP/AR
|
WEEKLY |
•
Transaction categorization by property & unit
•
Vendor bill entry & payment processing
•
Rent roll posting & tenant charges
•
Late fee and NSF logging
|
|
Trust Account Reconciliation
|
WEEKLY |
•
Three-way trust account reconciliation
•
Tenant security deposit tracking
•
Bank & merchant processor reconciliation
•
Escrow & reserve fund tie-out
|
|
Financial Reporting
|
MONTHLY |
•
P&L, balance sheet & cash flow statements
•
Property & unit-level performance reports
•
Budget vs. actual variance reporting
•
Owner & investor reporting packages
|
|
CAM & Expense Recovery
|
AS NEEDED |
•
CAM reconciliation & annual true-up
•
Utility billback & recovery tracking
•
Lease escalation & CPI adjustments
•
Vendor cost allocation by property
|
|
Owner Distributions
|
MONTHLY |
•
Owner draw calculation & processing
•
Distribution statement preparation
•
Reserve & capex fund tracking
•
Owner portal reporting support
|
|
Tax & Advisory
|
QUARTERLY |
•
Tax-ready books & CPA handoff
•
1099 preparation for owners & vendors
•
Depreciation schedule coordination
•
Quarterly strategy & planning reviews
|
|
Maintenance & Vendor Cost Tracking
|
WEEKLY |
•
Work order & repair cost coding by property
•
Vendor bill entry & payment tracking
•
Maintenance cost allocation by unit
•
Vendor 1099 & insurance certificate tracking
|
Onboarding
Live on your books in under two weeks
Discovery & systems audit
We map your properties, portfolios and current software.
Chart of accounts setup
Clean, property-specific chart of accounts built or repaired.
Historical catch-up
Books brought current, trust discrepancies resolved.
Ongoing monthly close
Reconciliations, statements and reporting on schedule.
Monthly owner review
A standing session on performance and planning.
How We Compare
The real problems a generic firm won't solve
| CLIENT PROBLEM | GENERIC OUTSOURCED FIRM | SMARTLEDGER |
|---|---|---|
|
True NOI visibility, by property and by unit
Blended reporting hides which properties actually perform.
|
One blended P&L across the portfolio
|
Live NOI visibility by property, unit & owner
|
|
Trust accounting done right
Security deposits and operating funds get commingled or mismatched.
|
Single-entry trust tracking, no true-up
|
Full three-way trust reconciliation, every month
|
|
Owner distributions that keep pace with volume
Draws get miscalculated or delayed as the portfolio grows.
|
Owner draws calculated manually, once a month
|
Every distribution calculated & paid on schedule
|
|
CAM & expense recovery, tracked before the annual true-up
Recoverable costs go untracked until year-end reconciliation.
|
No CAM tracking until the annual true-up
|
CAM recovery tracked & reconciled all year
|
|
Cash flow you can plan capex around
No forward view, so reserve funding and repairs guess blind.
|
No forward cash flow visibility
|
Rolling cash flow projections tied to capex plans
|
|
Books that scale with every property you add
A new acquisition usually means a new spreadsheet.
|
A new property means a new manual process
|
Every new property plugs into one clean close
|
|
Audit-ready trust books, all year, not just at audit time
Trust records get cleaned up once a year under deadline pressure.
|
Year-end scramble before the trust audit
|
Audit-ready trust books, reconciled every month
|
|
One system of record for every lease and document
Leases & owner statements scattered, never tied to the ledger.
|
Documents scattered, untracked
|
Every document attached & tied to its entry
|
Trusted Partner
Why Property Managers Choose Smartledger
Growth changes what your books need. We’re built to keep pace with every deal, entity and milestone.
Property Management Specialists
Our team lives in rent rolls and owner statements, not generic ledgers.
Trust Accounting Focus
Trust reconciliation and owner reporting is our core specialty, not a side offering.
Maker-Checker Review
A second reviewer verifies every close before it reaches you
Secure Cloud Systems
Bank-grade encryption and access controls protect every record.
24-Hour Response
Questions get a same-or-next-business-day answer, always.
Testimonials
A full-stack finance function,
built around your business.
FAQ’S
The Answers You're Probably Looking For
The questions that matter most when choosing a finance partner — clearly answered.
How do you handle trust account reconciliation?
We run a full three-way reconciliation — bank balance, trust ledger and tenant subsidiary ledgers — every month, so security deposits and owner funds are never commingled or out of balance.
Can you manage owner distributions across our whole portfolio?
Yes. We calculate draws property by property, prepare owner statements and process distributions on your schedule, so every owner gets accurate, on-time reporting.
How do you reconcile CAM and expense recovery charges?
We track recoverable costs against lease terms throughout the year and prepare the annual true-up, so CAM billbacks tie cleanly to actual expenses and hold up under tenant scrutiny.
What happens when we acquire a new property?
We plug the new property straight into your existing chart of accounts and reconciliation workflow — no rebuilding your books, no new spreadsheet, no disruption to your monthly close.
How quickly can you take over our books and be fully caught up?
Most property management clients are fully onboarded and current within two weeks, including historical catch-up and trust reconciliation, so your very next close arrives clean and on schedule.