Role catalogs

Property Accountant workflow catalog

an accounting professional who manages the books for real estate properties, including rent, tenant ledgers, leases and financial reports

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152
workflows in this catalog
1
industryProperty Management 152
4
areas of workLargest: Property Accounting & Close (54)
56k
hrs/yr across these workflowsPlanning estimates from the Process Atlas

Property Accountant

Area

152 workflows

Property Accountant · 4 areas · about 56k hrs/yr

Property Management (152 workflows)

Property Accounting & Close (54)

about 23,422 hrs/yr

  1. Daily cash reconciliation (Daily / Weekly, about 546 hrs/yr) Daily cash reconciliation matches each day's deposits and disbursements in the bank portal with receipts and payments in the property ledger, catching errors while they are fresh.
  2. Bank feed review (Daily / Weekly, about 546 hrs/yr) Bank feed review checks transactions imported from the bank into the accounting system, matching or coding each one and investigating unfamiliar debits.
  3. Bank reconciliation (Daily / Weekly, about 546 hrs/yr) Monthly bank reconciliation ties each bank statement balance to the GL cash account, listing outstanding checks, deposits in transit, and required adjustments.
  4. Security deposit bank reconciliation (Daily / Weekly, about 546 hrs/yr) State law often dictates where and how resident deposits are held.
  5. Operating account reconciliation (Daily / Weekly, about 546 hrs/yr) Operating account reconciliation covers each property's main account, where rent comes in and bills go out, usually the busiest account the property has.
  6. Credit card reconciliation (Daily / Weekly, about 546 hrs/yr) Credit card reconciliation matches staff corporate card charges with receipts, property, and GL coding, and confirms the statement balance is paid on time.
  7. Merchant settlement reconciliation (Daily / Weekly, about 546 hrs/yr) Merchant settlement reconciliation matches card and ACH processor settlements with bank deposits, fees, chargebacks, and returns, so resident payments tie to the bank.
  8. Due-to/due-from reconciliation (Daily / Weekly, about 546 hrs/yr) When one entity pays for another, both sets of books must agree.
  9. Loan reconciliation (Daily / Weekly, about 546 hrs/yr) Loan reconciliation ties the GL loan balance to the lender's statement, confirming principal payments, rate resets, and any loan modifications or extensions.
  10. Escrow reconciliation (Daily / Weekly, about 546 hrs/yr) Escrow reconciliation confirms tax, insurance, and reserve escrows held by the lender match the GL, including disbursements the lender made on the owner's behalf.
  11. Interest reconciliation (Daily / Weekly, about 546 hrs/yr) On floating-rate loans especially, recorded interest must match the rate, balance, and day-count convention, and the lender's statement.
  12. AP cutoff review (Daily / Weekly, about 546 hrs/yr) Invoices arriving after close may cover goods and services received before month-end.
  13. AR cutoff review (Daily / Weekly, about 546 hrs/yr) AR cutoff review confirms charges and payments land in the right period, including prepaid rent received before month-end for the following month.
  14. Security deposit liability reconciliation (Daily / Weekly, about 546 hrs/yr) Deposit liability reconciliation confirms the GL deposit liability equals the sum of deposits held on resident ledgers, with refunds and forfeitures properly recorded.
  15. Rent roll to GL reconciliation (Daily / Weekly, about 546 hrs/yr) Rent roll to GL reconciliation compares scheduled rent on the rent roll with rental revenue in the general ledger, explaining concessions, vacancy, and adjustments.
  16. Subledger-to-GL reconciliation (Daily / Weekly, about 546 hrs/yr) At every period end, the AR, AP, deposit, and fixed asset subledgers must tie to their GL control accounts, and any difference is traced to the entry that caused it.
  17. Balance sheet reconciliation (Daily / Weekly, about 546 hrs/yr) Balance sheet reconciliation supports every account balance with a schedule: cash, receivables, prepaids, fixed assets, payables, accruals, deposits, and debt.
  18. Forecast update (Daily / Weekly, about 546 hrs/yr) Each month the year-end projection is revised: actuals to date replace forecast months, and expected results for the remaining months are updated.
  19. Cash forecast (Daily / Weekly, about 546 hrs/yr) The property cash forecast projects the weeks ahead from expected rent collections, payables coming due, debt service, and planned capital spending.
  20. Capital reserve reconciliation (Daily / Weekly, about 546 hrs/yr) Reserve reconciliation ties replacement reserve balances held by lenders or in reserve accounts to the GL, recording deposits, draws, and interest.
  21. Month-end close checklist (Monthly, about 432 hrs/yr) The close checklist tracks every month-end task by property (reconciliations, accruals, entries, reviews, reports) with owner, due date, and status.
  22. Period close (Monthly, about 432 hrs/yr) Period close locks the accounting month once all entries, reconciliations, and reviews are complete, so nothing more posts to it.
  23. Financial statement generation (Monthly, about 432 hrs/yr) Financial statement generation produces the balance sheet, income statement, cash flow statement, and supporting schedules for each property and entity after close.
  24. Journal entry preparation (Monthly / Daily, about 372 hrs/yr) Adjustments, reclasses, accruals, and allocations reach the general ledger as journal entries, each with support attached and a description a reviewer can follow.
  25. Journal entry approval (Monthly / Daily, about 372 hrs/yr) JE approval has a reviewer other than the preparer confirm each entry's support, accounts, amounts, and period before it posts.
  26. Recurring journal entry (Monthly / Daily, about 372 hrs/yr) Recurring JEs post the same entry every period, such as amortization, fixed allocations, or standing reclasses, from a template with start and end dates.
  27. Accrual calculation (Monthly / Daily, about 372 hrs/yr) Accrual calculation estimates month-end expenses incurred but not yet billed, such as utilities, contract services, and payroll, using history, contracts, and open POs.
  28. Accrual reversal (Monthly / Daily, about 372 hrs/yr) On the first day of each period, last month's accruals are backed out, so the actual invoice replaces the estimate without double counting.
  29. Prepaid expense schedule (Monthly / Daily, about 372 hrs/yr) The prepaid schedule tracks payments made in advance, such as insurance premiums, service contracts, and permits, and amortizes each over its coverage period.
  30. Prepaid amortization (Monthly / Daily, about 372 hrs/yr) Prepaid amortization expenses the monthly portion of each prepaid item, reducing the prepaid balance until it reaches zero at the end of the coverage term.
  31. Fixed asset addition (Monthly / Daily, about 372 hrs/yr) A fixed asset addition records capital purchases such as roofs, HVAC units, appliances, and renovations, with cost, placed-in-service date, useful life, and depreciation method.
  32. Fixed asset depreciation (Monthly / Daily, about 372 hrs/yr) Each month, every fixed asset is expensed over its useful life, with separate book and tax depreciation methods where the owner requires both.
  33. Construction-in-progress tracking (Monthly / Daily, about 372 hrs/yr) CIP tracking accumulates costs for capital projects not yet in service, then moves them into fixed assets once the project is complete.
  34. Capital project accounting (Monthly / Daily, about 372 hrs/yr) Capital project accounting tracks budgets, commitments, invoices, retainage, and change orders for each project, and reports spend against budget to owners.
  35. Intercompany charge (Monthly / Daily, about 372 hrs/yr) Intercompany charges record costs one entity pays for another, such as shared payroll, insurance, or management services, with matching due-to and due-from entries.
  36. Management fee calculation (Monthly / Daily, about 372 hrs/yr) Management fee calculation applies the management agreement's formula, usually a percentage of collected income with defined exclusions and a minimum fee, to each property every month.
  37. Management fee billing (Monthly / Daily, about 372 hrs/yr) Fee billing posts the calculated management fee as expense to the property and income to the management company, then pays it from the property's operating account.
  38. Property tax accrual (Monthly / Daily, about 372 hrs/yr) The property tax accrual records each month's share of the annual tax bill, based on the latest assessment or estimate, and is trued up when actual bills arrive.
  39. Insurance accrual (Monthly / Daily, about 372 hrs/yr) Insurance expense is recognized monthly, from prepaid amortization or from estimated premiums on policies billed in installments or subject to a premium audit.
  40. Mortgage/debt payment posting (Monthly / Daily, about 372 hrs/yr) Debt payment posting splits each mortgage payment into principal, interest, escrow, and reserve deposits using the lender's statement, and posts each part to the right account.
  41. Utility accrual (Monthly / Daily, about 372 hrs/yr) The utility accrual estimates the month's utility cost when bills arrive after close, using the prior bill, usage trends, or current rates.
  42. Payroll allocation to properties (Monthly / Daily, about 372 hrs/yr) At close, payroll allocation charges site staff wages, payroll taxes, and benefits to the properties they serve, by assignment or tracked time, as each management agreement permits.
  43. Corporate overhead allocation (Monthly / Daily, about 372 hrs/yr) Overhead allocation spreads corporate costs such as accounting, IT, and regional management across properties or funds wherever the agreements allow reimbursement.
  44. Income statement variance analysis (Monthly / Daily, about 372 hrs/yr) Variance analysis identifies why income and expense lines differ from budget and prior month by more than the materiality threshold the owner has set.
  45. Budget-to-actual variance commentary (Monthly / Daily, about 372 hrs/yr) Variance commentary is the written explanation owners receive for each material budget variance, citing specific transactions, timing differences, or events.
  46. Property-level reporting (Monthly / Daily, about 372 hrs/yr) Property-level reporting produces each property's monthly package (financials, rent roll, aging, occupancy, leasing activity) for site managers, regional staff, and owners.
  47. Portfolio consolidation (Monthly / Daily, about 372 hrs/yr) Fund and portfolio statements combine property and entity financials, eliminating intercompany balances and the management fees charged between related entities.
  48. Cash flow statement (Monthly / Daily, about 372 hrs/yr) The cash flow statement shows operating, investing, and financing cash for each property and reconciles net income to the change in cash.
  49. Owner distribution calculation (Monthly / Daily, about 372 hrs/yr) Distribution calculation determines cash available to owners: operating cash less reserves, payables, deposits held, and the minimum balance the management agreement requires.
  50. Owner distribution payment (Monthly / Daily, about 372 hrs/yr) Distribution payment sends approved owner distributions by ACH or check, splitting them among owners by ownership percentage and recording each transaction.
  51. Tax package preparation (Monthly / Daily, about 372 hrs/yr) The tax package gives the owner's tax preparer year-end financials, the fixed asset rollforward, depreciation, 1099 data, and property tax details.
  52. 1099 owner reporting (Monthly / Daily, about 372 hrs/yr) Owner 1099 reporting issues Forms 1099-MISC to owners for rents the property manager collected on their behalf, using owner ledgers and tax IDs on file.
  53. Budget import (Monthly / Daily, about 372 hrs/yr) Budget import loads the approved annual budget by property, account, and month into the accounting system for variance reporting throughout the year.
  54. Audit support (Annual / Periodic, about 46 hrs/yr) External auditors request schedules, reconciliations, invoices, leases, and bank statements.

Commercial Lease & Recoveries (43)

about 15,528 hrs/yr

  1. CAM audit/review (Daily / Weekly, about 546 hrs/yr) CAM review checks the reconciliation before billing and supports tenant audits of recoveries, verifying the math, exclusions, and supporting invoices.
  2. Expense exclusion review (Daily / Weekly, about 546 hrs/yr) Exclusion review removes costs the leases do not allow in recoveries, such as capital items, leasing commissions, ownership costs, and repairs paid by insurance.
  3. Tenant reconciliation statement (Daily / Weekly, about 546 hrs/yr) The tenant statement presents the reconciliation plainly: expense categories, the tenant's share, caps, gross-up, admin fee, estimates paid, and the resulting balance.
  4. Deferred rent reconciliation (Daily / Weekly, about 546 hrs/yr) Deferred rent reconciliation ties the straight-line receivable in the GL to each lease's schedule and writes off the balance when a lease ends early.
  5. Commercial delinquency review (Daily / Weekly, about 546 hrs/yr) Unpaid commercial rent and recoveries are reviewed tenant by tenant, weighing disputes, co-tenancy claims, guarantors, and the lease's default provisions.
  6. Tenant ledger reconciliation (Daily / Weekly, about 546 hrs/yr) Tenant ledger reconciliation confirms each commercial tenant's ledger correctly reflects lease charges, reconciliations, payments, and credits before statements go out.
  7. CAM reconciliation preparation (Monthly, about 432 hrs/yr) CAM reconciliation compares actual recoverable expenses with estimates billed, applying each lease's share, gross-up, caps, base year, and exclusions to find the balance due or owed.
  8. CAM reconciliation billing (Monthly, about 432 hrs/yr) Reconciliation billing sends each tenant its annual statement showing its actual share, estimates paid, and the balance due or credit, within the time the lease allows.
  9. Commercial lease abstraction (Monthly / Annual, about 348 hrs/yr) Lease abstraction reads a commercial lease and records its key terms: parties, premises, square footage, term, rent schedule, recoveries, options, caps, exclusions, and critical dates.
  10. Lease amendment abstraction (Monthly / Annual, about 348 hrs/yr) Amendments that extend the term, change rent, expand or give back space, or modify recoveries must reach the lease abstract, or billing drifts away from the lease.
  11. Lease option tracking (Monthly / Annual, about 348 hrs/yr) Option tracking follows renewal, expansion, contraction, termination, and purchase options, with their exercise windows and conditions, so none lapses unnoticed.
  12. Rent commencement validation (Monthly / Annual, about 348 hrs/yr) Rent commencement validation confirms the date rent begins, which may hinge on delivery, substantial completion, store opening, or a fixed date, and reconciles it with billing.
  13. Rent escalation calculation (Monthly / Annual, about 348 hrs/yr) Escalation calculation applies fixed-step, percentage, or scheduled increases on each anniversary date written in the lease and updates the tenant's recurring rent charge.
  14. CPI escalation calculation (Monthly / Annual, about 348 hrs/yr) CPI escalation adjusts rent by the change in a published Consumer Price Index series between the base and comparison months, subject to any floor or cap in the lease.
  15. Percentage rent billing (Monthly / Annual, about 348 hrs/yr) Retail tenants whose sales exceed the breakpoint owe a share of gross sales above it, billed monthly, annually, or both, from the sales they report.
  16. Sales reporting intake (Monthly / Annual, about 348 hrs/yr) Sales reporting intake collects monthly and annual gross sales reports from retail tenants through tenant portals or email, as their leases require.
  17. Tenant sales audit (Monthly / Annual, about 348 hrs/yr) A sales audit tests a tenant's reported gross sales against its records where the lease grants audit rights, often after reported sales look inconsistent.
  18. Free rent schedule (Monthly / Annual, about 348 hrs/yr) The free rent schedule records abated rent months, whether abatement covers base rent only or recoveries too, and any clawback if the tenant defaults.
  19. Tenant improvement allowance tracking (Monthly / Annual, about 348 hrs/yr) The landlord's contribution to tenant build-out comes with rules: a fixed amount, eligible costs, draw requests backed by lien waivers, and a deadline to claim it.
  20. Security deposit/LOC tracking (Monthly / Annual, about 348 hrs/yr) Commercial deposit tracking records cash deposits and letters of credit, including burn-down or reduction terms, and confirms amounts held match what the lease requires.
  21. Letter of credit expiration tracking (Monthly / Annual, about 348 hrs/yr) LOC tracking watches letter of credit expiry dates and automatic renewal terms, so the landlord can demand a replacement or draw before the credit lapses.
  22. Recoverable expense mapping (Monthly / Annual, about 348 hrs/yr) Each GL account must be tagged recoverable or not, and to which pool, based on how the leases define operating expenses and exclusions.
  23. CAM budget (Monthly / Annual, about 348 hrs/yr) The CAM budget projects recoverable operating costs for the coming year by pool and becomes the basis for each tenant's monthly estimated payments.
  24. CAM estimate billing (Monthly / Annual, about 348 hrs/yr) CAM estimate billing sets each tenant's new monthly estimated recovery charge for the year and notifies tenants of the change in writing.
  25. CAM monthly billing (Monthly / Annual, about 348 hrs/yr) CAM monthly billing posts each tenant's estimated operating expense, tax, and insurance recovery charges along with base rent each month, from the approved estimate schedule.
  26. Real estate tax recovery (Monthly / Annual, about 348 hrs/yr) Tax recovery bills tenants their share of real estate taxes using the tax bill, each lease's pro rata share or base year, and any appeal refunds that must be passed through.
  27. Insurance recovery (Monthly / Annual, about 348 hrs/yr) Property insurance premiums are billed back to tenants in the share each lease allows, leaving out coverages or deductibles the leases exclude.
  28. Utility recovery (Monthly / Annual, about 348 hrs/yr) Utility recovery bills tenants for electricity, water, or HVAC by submeter reading, allocation, or after-hours HVAC charges, following the method each lease specifies.
  29. Gross-up calculation (Monthly / Annual, about 348 hrs/yr) Gross-up adjusts variable operating expenses to what they would have been at the occupancy the lease states, commonly 95 or 100 percent, so each tenant pays a fair share.
  30. Cap/stop calculation (Monthly / Annual, about 348 hrs/yr) Cap and stop calculation limits a tenant's recoveries by an expense cap (cumulative or not, often on controllable expenses) or by an expense stop or base year, as the lease reads.
  31. Admin fee calculation (Monthly / Annual, about 348 hrs/yr) Many leases allow an administrative or management fee on recoverable expenses, often a percentage that excludes taxes or insurance, applied tenant by tenant.
  32. Tenant dispute tracking (Monthly / Annual, about 348 hrs/yr) Dispute tracking logs tenant challenges to billings, reconciliations, or charges, with the lease basis, response deadlines from any audit clause, and the resolution.
  33. Lease billing audit (Monthly / Annual, about 348 hrs/yr) The lease billing audit compares recurring charges in the system with each lease abstract, finding missed escalations, wrong recoveries, and concessions that should have ended.
  34. Straight-line rent calculation (Monthly / Annual, about 348 hrs/yr) Straight-line rent spreads total fixed rent evenly over the lease term for GAAP reporting under ASC 842, creating a deferred rent receivable against cash rent billed.
  35. Lease termination processing (Monthly / Annual, about 348 hrs/yr) Termination processing ends a commercial lease at expiration or by agreement: final billing, deposit disposition, straight-line write-off, and updated space status.
  36. Lease renewal option exercise (Monthly / Annual, about 348 hrs/yr) A tenant's notice exercising a renewal option must be timely and meet the option's conditions.
  37. Estoppel certificate preparation (Monthly / Annual, about 348 hrs/yr) Estoppel preparation drafts the certificate a lender or buyer asks tenants to sign, confirming lease terms, rent paid, deposit held, and the absence of defaults.
  38. SNDA request processing (Monthly / Annual, about 348 hrs/yr) SNDA processing handles subordination, non-disturbance, and attornment agreements among lender, landlord, and tenant during financings and sales, tracking requests, drafts, comments, and signatures.
  39. Tenant COI tracking (Monthly / Annual, about 348 hrs/yr) Tenant COI tracking confirms commercial tenants carry the liability, property, and other insurance their leases require, with landlord and lender named as additional insureds.
  40. Critical date setup (Per event / project, about 150 hrs/yr) Critical date setup records option notice deadlines, expirations, rent steps, and co-tenancy or kick-out dates from the lease, with reminders set ahead of each one.
  41. Base rent schedule setup (Per event / project, about 150 hrs/yr) The lease's rent steps go into the system by period, with annual amounts, per-square-foot rates, and free rent months, feeding both billing and straight-line calculations.
  42. Percentage rent setup (Per event / project, about 150 hrs/yr) Percentage rent setup records the breakpoint (natural or fixed), the percentage, the sales reporting period, and exclusions from gross sales for each retail tenant.
  43. CAM pool setup (Per event / project, about 150 hrs/yr) CAM pool setup defines which expenses and which tenants share each pool, with denominators based on gross leasable area, occupied area, or fixed shares.

Property & Entity Onboarding (30)

about 10,122 hrs/yr

  1. Chart of accounts mapping (Per property, about 552 hrs/yr) Mapping ties the prior manager's or owner's chart of accounts to the company chart line by line, so opening balances, history, and owner reports translate correctly and no account is left unmapped.
  2. Opening balance import (Per property, about 552 hrs/yr) At cutover, the prior trial balance becomes the new ledger's opening position: cash, receivables, deposits held, payables, prepaids, and equity, supported by closing statements from the seller or prior manager.
  3. Tenant/resident data migration (Per property, about 552 hrs/yr) Resident migration moves every current household into the new system: names, contact details, unit, lease dates, rent, occupants, pets, vehicles, and balances, exported from the prior system and cleaned in Excel.
  4. Lease data migration (Per property, about 552 hrs/yr) Lease migration records each lease's start and end dates, rent, recurring charges, concessions, deposits, and renewal status, then attaches the signed lease PDF, so billing is right from the first cycle.
  5. Vendor data migration (Per property, about 552 hrs/yr) Vendor migration brings over active vendors with legal names, remit-to addresses, tax IDs, 1099 status, payment method, insurance certificates, and contract terms, dropping duplicates and dormant vendors along the way.
  6. Security deposit balance migration (Per property, about 552 hrs/yr) Every resident's security, pet, and other deposits must arrive in the new ledger intact, reconciled to the deposit bank account and the prior manager's deposit liability report at cutover.
  7. Open AP migration (Per property, about 552 hrs/yr) Open AP migration carries over unpaid vendor invoices at cutover with invoice numbers, dates, amounts, and GL coding, so the old and new managers never both pay the same bill and nothing is dropped.
  8. Open AR migration (Per property, about 552 hrs/yr) Open AR migration transfers each resident or tenant's unpaid charges by charge code and original date, preserving aging so late fees, collections, and deposit dispositions calculate correctly in the new system.
  9. Utility account transition (Per property, about 552 hrs/yr) Common-area and vacant-unit electric, gas, water, sewer, and trash accounts move into the owner's or manager's name, with account numbers, start dates, and billing addresses taken from the utility portals.
  10. Property team assignment (Per property, about 552 hrs/yr) A new property needs a name in every seat (property manager, assistant, leasing agents, maintenance supervisor, regional manager, accountant) so work queues, approvals, and notifications reach the right people.
  11. Resident portal activation (Per property, about 552 hrs/yr) Portal activation invites every current resident to register so they can pay rent online, submit maintenance requests, and receive notices, then tracks who has signed up and who still needs a nudge.
  12. Historical document migration (Per property, about 552 hrs/yr) Years of leases, applications, inspection reports, notices, vendor contracts, and correspondence move from the prior manager's files into the new system and SharePoint, indexed by unit, resident, and document type.
  13. Post-conversion audit (Per property, about 552 hrs/yr) After conversion, a sample of leases, balances, recurring charges, vendors, and deposits is checked against source documents, and every error and correction is documented for the owner.
  14. Go-live reconciliation (Daily / Weekly, about 546 hrs/yr) After go-live the team checks the first cycles: rent roll against leases, bank balances against the ledger, first charges and payments posted correctly, and deposits held against the prior manager's report.
  15. New property onboarding project (Per event / project, about 150 hrs/yr) Once a management contract is signed, onboarding runs a long checklist: entity and property setup, bank accounts, data migration, vendors, utilities, insurance, portals, and staff access, all tracked to a go-live date.
  16. Property master setup (Per event / project, about 150 hrs/yr) Every new property starts as one master record: legal name, address, owner entity, property type, unit count, fiscal year, accounting basis, fee terms, and reporting attributes, from the management agreement and setup sheet.
  17. Building master setup (Per event / project, about 150 hrs/yr) Building setup adds each building under the property with its address, floor count, year built, square footage, and amenities, so units, inspections, and work orders attach to the correct structure.
  18. Unit/suite master setup (Per event / project, about 150 hrs/yr) Unit setup loads every unit or suite with its number, building, floor plan, bedrooms, baths, square footage, market rent, and status, usually from a seller spreadsheet that needs cleanup before import.
  19. Entity/legal owner setup (Per event / project, about 150 hrs/yr) Entity setup records the owning LLC or partnership: legal name, EIN, address, ownership percentages, fiscal year, and bank relationships, drawn from the operating agreement and IRS letter so owner reporting and 1099s come out right.
  20. Management company setup (Per event / project, about 150 hrs/yr) Before fees can calculate, the managing entity itself must exist in the system, with fee structures, reimbursable payroll rules, corporate bank accounts, and the list of properties it manages.
  21. Bank account setup (Per event / project, about 150 hrs/yr) Bank account setup links each operating, security deposit, and reserve account to its property and GL cash account, with routing and account numbers, check stock settings, and signers confirmed from the bank's welcome letter.
  22. Lockbox/payment setup (Per event / project, about 150 hrs/yr) Payment setup connects the property to its lockbox, online payment provider, and merchant accounts, so resident checks, card payments, and ACH receipts land in the right bank account and property ledger.
  23. Recurring charge setup (Per event / project, about 150 hrs/yr) Recurring charge setup schedules rent, pet rent, parking, storage, utilities, and fees for each lease, with amounts, start and end dates, and charge codes, so the monthly charge run bills correctly.
  24. Insurance policy setup (Per event / project, about 150 hrs/yr) Insurance setup records property, liability, umbrella, and flood policies: carrier, policy number, limits, deductibles, premium, term, and additional insureds, so renewals, accruals, and lender requirements stay tracked.
  25. Property tax account setup (Per event / project, about 150 hrs/yr) Tax setup records each parcel: parcel number, taxing authority, assessed value, installment due dates, escrow status, and payment method, pulled from the county website and the prior owner's tax bills.
  26. License/permit setup (Per event / project, about 150 hrs/yr) License setup records the rental registration, business license, and elevator, pool, boiler, and fire permits the property needs, with issuing agency, number, expiration date, and renewal fee for each.
  27. User security setup (Per event / project, about 150 hrs/yr) User security setup grants each staff member access to the new property with the right role (leasing, maintenance, accounting, or management) plus approval limits and report permissions.
  28. Owner portal setup (Per event / project, about 150 hrs/yr) Owner portal setup creates logins for each owner or investor contact, links them to their properties and entities, and controls which statements, reports, and documents each one can see.
  29. Document folder setup (Per event / project, about 150 hrs/yr) Folder setup creates the standard SharePoint structure for the property (leases, accounting, maintenance, insurance, legal, owner reports) with permissions matching the assigned team.
  30. Integration setup (Per event / project, about 150 hrs/yr) Integration setup connects the property to payment processing, screening, ILS feeds, utility billing, and accounting exports, entering property codes, partner IDs, and settings in each partner portal.

Owner & Investor Reporting (25)

about 6,972 hrs/yr

  1. Owner statement review (Daily / Weekly, about 546 hrs/yr) Statement review checks each owner statement for unusual items, missing income, miscoded expenses, and correct management fees before it is released to the owner.
  2. Distribution calculation review (Daily / Weekly, about 546 hrs/yr) Distribution review checks the calculated owner distribution against cash, reserves, open payables, and management agreement terms before any payment is released.
  3. Partner capital account reconciliation (Daily / Weekly, about 546 hrs/yr) Capital account reconciliation ties each partner's contributions, distributions, and allocated income to the GL and the terms of the partnership agreement.
  4. Property management fee review (Daily / Weekly, about 546 hrs/yr) Fee review checks that property management fees charged to owners match the agreements, including minimums, exclusions, and separate leasing or construction fees.
  5. Owner statement generation (Monthly / Quarterly, about 228 hrs/yr) Each month after close, every owner receives a statement for each property: income, expenses, management fees, reserves, distributions, and ending cash.
  6. Owner portal publication (Monthly / Quarterly, about 228 hrs/yr) Portal publication posts approved owner statements, reports, and paid invoices to the owner portal and notifies each owner that new documents are ready.
  7. Monthly owner reporting package (Monthly / Quarterly, about 228 hrs/yr) The monthly package combines financial statements, rent roll, aging, occupancy, work order summary, and commentary into one report for each owner.
  8. Quarterly investor report (Monthly / Quarterly, about 228 hrs/yr) The quarterly investor report summarizes performance, distributions, capital projects, leasing, and local market conditions for fund or syndication investors each quarter.
  9. Budget variance narrative (Monthly / Quarterly, about 228 hrs/yr) The budget variance narrative explains material differences between actual and budget in plain terms: which lines, why, and whether the difference will persist.
  10. Occupancy narrative (Monthly / Quarterly, about 228 hrs/yr) The occupancy narrative explains leased and occupied percentages, move-ins, move-outs, notices to vacate, and leasing trends for the monthly owner report.
  11. Delinquency narrative (Monthly / Quarterly, about 228 hrs/yr) The delinquency narrative explains outstanding resident balances, collection actions, eviction filings, and payment plans for the monthly owner report, with the trend against prior months.
  12. Maintenance narrative (Monthly / Quarterly, about 228 hrs/yr) The maintenance narrative summarizes work orders, response times, major repairs, preventive maintenance, and turn activity for the owner report each period.
  13. Capex narrative (Monthly / Quarterly, about 228 hrs/yr) The capex narrative reports capital project status (scope, budget, spend to date, schedule, open issues) for owners and investors every period.
  14. Distribution payment (Monthly / Quarterly, about 228 hrs/yr) Investor distribution payment sends approved distributions to owners and investors by ACH or check, with a notice showing the amount, period, and basis.
  15. Capital call calculation (Monthly / Quarterly, about 228 hrs/yr) Capital projects, operating shortfalls, and acquisitions can require new equity.
  16. Capital call notice (Monthly / Quarterly, about 228 hrs/yr) Capital call notices tell investors the amount, purpose, due date, and wire instructions, as the partnership or operating agreement requires.
  17. Investor contribution posting (Monthly / Quarterly, about 228 hrs/yr) Contribution posting records capital received from investors, matching incoming wires to capital call notices and updating each investor's capital account.
  18. Asset management fee calculation (Monthly / Quarterly, about 228 hrs/yr) The fund or partnership agreement sets the asset management fee, often a percentage of committed capital, invested equity, or asset value, and the calculation applies those terms.
  19. Waterfall/distribution model support (Monthly / Quarterly, about 228 hrs/yr) Waterfall support feeds cash flow and capital data into the distribution model that allocates cash among preferred return, return of capital, and promote tiers.
  20. Lender reporting (Monthly / Quarterly, about 228 hrs/yr) Lender reporting sends lenders the operating statements, rent rolls, and certifications the loan agreement requires, on the schedule it sets.
  21. Debt covenant reporting (Monthly / Quarterly, about 228 hrs/yr) Loan agreements require periodic certification of covenants such as DSCR, debt yield, and occupancy, with compliance reported to the lender.
  22. DSCR calculation (Monthly / Quarterly, about 228 hrs/yr) DSCR calculation divides net operating income by debt service for the period the loan defines, with the lender's adjustments for items such as reserves and management fees.
  23. Investor data request (Monthly / Quarterly, about 228 hrs/yr) Investor data requests ask for specific figures or documents, such as property performance, K-1 details, or leasing data, which must be answered accurately and on time.
  24. Ad hoc owner analysis (Monthly / Quarterly, about 228 hrs/yr) Ad hoc analysis answers owner questions such as the payback on a renovation, the effect of a rent change, or how properties compare on a metric.
  25. Portfolio KPI dashboard (Monthly / Quarterly, about 228 hrs/yr) The KPI dashboard shows occupancy, rent growth, delinquency, NOI, and maintenance metrics across properties for owners and executives, refreshed on a set schedule.

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