Property management accounting that ties out before owners see it.
MavisWorks runs the accounting operations behind your management company: PMS, bank and trust activity reconciled, owner statements reviewed before release, and each month closed against a checklist your team can see.
Owner statement pre-release check
One owner portfolio · September statement
| Check | Amount | Status |
|---|---|---|
| Rent and fees collected (PMS)per pms owner ledger | 48,215.00 | Tied out |
| Deposits in trust accountper trust bank statement | 48,215.00 | Tied out |
| Management fees recalculatedper management agreement | 4,339.35 | Tied out |
| Maintenance bills matched to invoicesper vendor invoices | 6,120.40 | Tied out |
| Owner reserves heldper management agreement | 7,500.00 | Tied out |
| Distributions pending approvalper owner statement draft | 30,255.25 | Review |
You are probably here because the numbers take too long to trust.
Open item: Owner statements go out late, or go out and come back with questions.
Open item: The PMS, the bank and QuickBooks each tell a slightly different story.
Open item: Trust or operating account balances need a spreadsheet to explain.
Open item: Security deposits, owner reserves and prepaid rent are hard to see at a glance.
Open item: One person knows how month-end really works, and they are stretched.
Open item: Leadership gets management reports weeks after the month ends.
The owner statement is where every accounting gap shows up.
For a management company, accounting is not only internal. Every month you send owners a document that says what you collected, what you spent on their behalf, what you held back and what you paid them. When the books underneath are not reconciled, each open item becomes an owner question, a correction or a delayed distribution.
- Owner confidence
- Corrections and unexplained balances are the fastest way to make an owner read every future statement with suspicion.
- Cash you can account for
- Unmatched deposits and undistributed balances make it hard to say what cash belongs to whom.
- Team capacity
- Every rebuilt statement is time your team does not spend on owners, residents and properties.
How we run property management accounting
The same sequence every month, with support saved for each step so any number can be traced back to its source.
Not sure where your gaps are?
Start with a review. We identify what is behind and what doesn't tie out before recommending any ongoing work.
Get a Month-End ReviewStep 1: Tie PMS activity to the bank
Rent, fees and owner contributions recorded in your PMS are matched to deposits in the operating and trust accounts. Differences are logged, not absorbed.
Step 2: Reconcile every account
Bank, trust and credit card accounts are reconciled in QuickBooks Online and, where applicable, against owner and resident ledgers.
Step 3: Review owner statements before release
Collections, management fees, bills, reserves and distributions are checked against source reports before statements go out.
Step 4: Close against a checklist
The month is closed on a documented checklist with an open-items log, so nothing depends on one person's memory.
Step 5: Deliver the month-end package
Reconciliations, open items and the management reports agreed during onboarding, on the date agreed during onboarding.
What support can include
Scope is set with you after the review. Most property management engagements draw from this list.
- Bank, credit card and trust account reconciliations
- PMS-to-bank deposit matching
- Owner statement review before release
- Management fee and distribution checks
- Visibility of owner reserves, security deposits and prepaid rent
- Monthly close checklist and open-items log
- Management reporting in QuickBooks Online
- Cleanup of prior periods when books are behind
Every engagement starts with a written scope. Nothing on this list is assumed until we have agreed it with you.
Who this is for
A good fit if
- You manage properties for third-party owners and send monthly statements
- You run a PMS alongside QuickBooks Online, or plan to
- You want a reviewer between your team's work and the owner
- Your portfolio is growing faster than your accounting process
Probably not a fit if
- You need a CPA to audit financial statements or file tax returns
- You want the lowest-cost data entry available
- You cannot share access to accounting and bank reporting
Property management accounting: common questions
Do you work inside our PMS or in QuickBooks?
Mostly in QuickBooks Online, using the reports your PMS produces. How much we work inside the PMS itself depends on the system and the access you give us; we confirm this during the review.
Can you help with trust account reconciliation?
We reconcile trust and operating bank activity against your books and owner ledgers and flag differences for your team to resolve. Trust-account requirements vary by jurisdiction, so we follow the procedures you set with your broker and qualified advisors under the state and licensing rules that apply to you. MavisWorks provides the accounting work, not legal or licensing compliance advice.
Do you replace our bookkeeper or CPA?
Not necessarily. Some companies use MavisWorks as their accounting operations function; others keep an internal bookkeeper and use us for reconciliation, review and the close. Tax preparation and audits stay with your CPA.
What does onboarding require?
Access to QuickBooks Online, PMS reporting and bank statements, plus a walkthrough of how owner statements are produced today. The exact access is agreed with you during onboarding.
How is pricing determined?
Pricing is based on property and owner count, transaction volume, the number of bank and card accounts, how far behind the books are, and the reporting you need. After the Month-End Accounting Review you receive a written scope and price before anything starts.
See where your owner reporting stands before the next statement run.
The Month-End Accounting Review looks at your reconciliations, statement process and QuickBooks file, and recommends the support that fits.
What happens after you ask
Tell us about your month
A short form: your systems, portfolio size and what is not tying out.
Review session
We go through your reconciliations, owner reporting and QuickBooks file with you.
Written scope and price
A recommended path and a price, before any work starts. No commitment to monthly work.