Real estate accounting · Trust accounts · Rent rolls · CAM reconciliations · CPA firms
Real estate accounting where one error in a trust account has legal consequences. we know the difference.
Real estate and property management accounting is not general bookkeeping applied to a different industry. trust accounting, CAM reconciliations, rent rolls, and security deposit management each have specific compliance requirements. Pair our property expertise with bookkeeping, financial reporting, or a dedicated staff engagement for your property-focused client base.
Why real estate accounting is different
The risks that make real estate accounting a poor fit for generalist offshore teams.
CPA firms that serve property managers, landlords, and real estate investors carry specific liability exposure their other clients don’t create. a generalist bookkeeper who doesn’t understand trust accounting can create legal problems — not just accounting errors.
Trust account commingling is a license-level violation
In most states, commingling tenant security deposits with operating funds is grounds for a property manager to lose their license. the accountant managing these funds must know the rules — not just how to process transactions.
CAM reconciliations require lease-by-lease precision
Common area maintenance reconciliations are calculated against individual lease terms, not just property-wide costs. an error in the CAM calc means either your client over-recovers from tenants — a legal issue — or under-recovers, losing money permanently.
Rent rolls are the primary financial document — not a report
Lenders, investors, and buyers use rent rolls to value properties. an inaccurate rent roll produced by your CPA firm creates liability that goes well beyond the bookkeeping error that caused it.
Security deposit accounting has state-specific rules
Security deposit holding requirements, interest calculations, and return timelines vary by state. an accountant who treats security deposits like regular liabilities will produce incorrect financial statements and potentially expose your clients to tenant claims.
What we handle
Every real estate accounting function your CPA firm’s property clients require.
Handled by accountants who know property management accounting specifically — not general bookkeepers working from a checklist.
Trust accounting
Segregated trust account management for property managers. security deposits, rental proceeds, and owner distributions maintained in strict compliance with state requirements.
Tenant security deposit ledgers
Trust account reconciliations
Owner distribution calculations
Interest accrual where required by state
Rent roll preparation & maintenance
Current, accurate rent rolls maintained monthly. lease term tracking, escalation calculations, vacancy tracking, and tenant ledger reconciliation. formatted for lender and investor review.
Monthly rent roll updates
Lease escalation tracking
Vacancy and occupancy reporting
Tenant ledger reconciliation
CAM reconciliations
Annual common area maintenance reconciliations calculated lease-by-lease against actual operating expenses. tenant billing preparation and reconciliation adjustments posted accurately.
Annual CAM reconciliation preparation
Lease-by-lease cost allocation
CAM estimate vs actual variance analysis
Tenant billing statement preparation
Property-level financial reporting
P&L by property, by portfolio, and by ownership entity. NOI calculations, operating expense ratios, and cash flow statements formatted for owner reporting and lender covenants.
Property-level P&L statements
Net operating income (NOI) reporting
Operating expense ratio analysis
Portfolio-level consolidated reporting
Mortgage & loan tracking
Amortisation schedules maintained and reconciled against lender statements. interest and principal splits posted correctly. escrow account reconciliations for tax and insurance payments.
Loan amortisation tracking
Interest/principal split posting
Escrow account reconciliations
1031 exchange & depreciation support
Cost basis tracking for 1031 exchange preparation. depreciation schedules maintained and reconciled. fixed asset additions and disposals recorded accurately for tax preparation support.
Asset cost basis maintenance
Depreciation schedule preparation
1031 exchange documentation support
Trust accounting specifics
Trust accounts are not regular bank accounts. we treat them accordingly.
In most US states, property managers are required to maintain tenant security deposits in a separate trust account. the rules around these accounts are specific, state-governed, and carry serious consequences for violations.
01
Segregation is mandatory. trust funds cannot be commingled with operating funds under any circumstances. we maintain separate ledgers and reconciliations for every trust account.
02
Every tenant has their own ledger.security deposit balances are tracked at the individual tenant level — not as a single pooled balance. this is how auditors and regulators examine the accounts.
03
Interest rules vary by state.some states require interest on security deposits to be paid to tenants. our accountants track the state-specific rules for every client’s property locations.
04
Monthly reconciliation is non-negotiable.every trust account is reconciled monthly — bank balance against individual tenant ledgers against the trust liability in the general ledger. three-way reconciliation every cycle.
Monthly trust account checklist
Bank statement reconciliation✓ Complete
Individual tenant ledger reconciliation✓ Complete
Three-way reconciliation sign-off✓ Complete
Security deposit register current✓ Complete
Interest accrual (where applicable)✓ Complete
Owner distribution reconciliation✓ Complete
Commingling check✓ Clear
What a missed item looks likeA three-way reconciliation discrepancy of $1 can indicate commingling — which in some states triggers mandatory reporting to the state real estate commission and potential license suspension for your client.
Client types we serve
Every type of real estate client your CPA firm works with.
Residential
Residential property managers
Single-family rentals, multi-family portfolios, HOA-managed properties. trust accounting, rent rolls, and owner reporting for residential property management companies.
Commercial
Commercial landlords & REITs
Office, retail, and industrial properties. CAM reconciliations, NNN lease management, tenant improvement amortisation, and lender-ready financial reporting.
Development
Real estate developers
Development project accounting, construction draws, cost-to-complete tracking, and post-completion transition to property-level accounting for the completed asset.
Investment
Real estate investors & syndicates
Investor reporting, capital account maintenance, waterfall distribution calculations, and K-1 preparation support for real estate syndicates and limited partnerships.
Real estate clients deserve accountants who understand the rules — not just the software.
Book a call and tell us about your real estate client base. We'll confirm exactly what's in scope, who handles it, and what the first month looks like.
Or email us directly at accounting@nimblechapps.finance — no forms, no bots.
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