How to Use Property Management Software for Property Accounting (+ Integrating All Your Property Management)

In the modern real estate landscape, property managers are increasingly relying on technology to streamline their operations and optimize the management of their portfolios.

Property management software has emerged as an indispensable tool for property managers, enabling them to efficiently manage their rental properties, tenant relations, and accounting tasks.

As the industry continues to evolve, the need for an effective property management accounting software solution has never been more critical.

So, in this guide, we will be discussing why property management software is probably the best option for property managers, as well as our top picks.

To begin, let's quickly go over what property management software consists of and some of its key features.

What Is Property Management Software?

How to use property management software for property accounting

Property management software is a specialized technology solution designed to assist property managers in managing multiple properties, streamlining their daily tasks, and automating various aspects of property management.

It encompasses a range of features that address the unique challenges faced by property managers, such as tenant management, lease tracking, maintenance requests, and property accounting.

Below, we will explain how these tasks are accomplished by property management software, as well as some other features that are typically part of a property management software.

Tenant and lease tracking

One of the essential features of property management software is tenant and lease tracking, which allows property managers to manage all aspects of their tenant relationships effectively.

This includes:

Tenant screening: Background checks and credit reports help property managers find reliable tenants, reducing the risk of late rent payments and other issues.

Lease management: Property management platforms enable property managers to create, store, and manage lease agreements, including renewals and terminations.

Tenant portal: An online portal allows tenants to submit maintenance requests, access lease documents, and communicate with the property management team, streamlining tenant interactions and improving satisfaction.

Maintenance management

Efficient maintenance management is crucial to ensuring the longevity and value of rental properties.

Property management software offers features to help property managers address maintenance issues promptly and effectively:

Online maintenance requests: Tenants can submit maintenance requests through the tenant portal, making it easy for property managers to track and prioritize work orders.

Manage maintenance requests: Property management platforms help property managers assign tasks to vendors or maintenance staff and monitor the progress of work orders.

Expense tracking: Property managers can track maintenance expenses and categorize them for accurate financial reporting and budgeting purposes.

Online rent collection

One of the most critical aspects of property management is rent collection.

Modern property management software simplifies this process through online rent collection features:

Accepting online payments: Property management platforms enable tenants to make monthly rent payments online, improving payment timeliness and reducing the need for manual rent collection.

Automated rent reminders: Property management software can send automated reminders to tenants, reducing the likelihood of late payments.

Payment tracking and reconciliation: Property managers can easily monitor rent payments, identify overdue accounts, and reconcile transactions with their accounting system.

Reporting and analytics

Data-driven decision-making is essential for optimizing the performance of a real estate portfolio.

Property management software offers robust reporting and analytics features, including:

Financial reports: Property managers can generate detailed financial reports, such as balance sheets, cash flow statements, and income statements, to monitor their business accounting.

Key metrics: Property management platforms provide real-time access to key metrics, such as vacancy rates, rent collection rates, and maintenance costs, helping property managers identify areas for improvement.

Customizable reporting features: Property management software allows property managers to create custom reports tailored to their specific needs, ensuring they have access to the most relevant information.

Property accounting

Property management software for accounting

Property accounting is a crucial aspect of property management that helps property managers maintain accurate financial records and comply with tax regulations.

Property management software offers a range of accounting features, including:

General ledger accounting: Property management platforms include general ledger functionality, enabling property managers to track income and expenses across multiple properties.

Accrual accounting support: Property management software supports accrual accounting methods, ensuring accurate financial reporting and compliance with tax requirements.

Automated accounts payable and receivable: Property management accounting software automates accounts payable and receivable processes, streamlining business operations and reducing manual errors.

So, now that we know about some of the key features that property management software offers, let's get into the process of choosing the right one for you.

Choosing The Right Property Management Software

Before diving into the vast ocean of property management accounting software, it's crucial to assess your property management needs.

Start by identifying the specific pain points in your property management business.

Consider aspects such as the size of your real estate portfolio, the types of rental properties you manage, and your property accounting requirements.

By understanding your unique needs, you can better evaluate the various property management software options available.

Then, after considering all of these aspects, you can begin to compare some important property management software factors, which we'll explain below.

Comparing Property Management Software Factors

Comparing property management software

When comparing property management software, keep in mind these four essential factors:


The cost of property management accounting software varies widely, so it's important to determine a budget before beginning your search.

Consider factors like the number of rental properties, property managers, and accounting features required.

Keep in mind that some providers offer tiered pricing plans based on property size, while others charge a flat monthly fee.


The best property management accounting software includes key features like online rent payments, tenant management, and lease management.

Look for a solution that offers comprehensive financial reporting, including cash flow statements, balance sheets, and key metrics, to ensure optimal business overview and decision-making.

In addition, you may require marketing tools, tenant screening, and property advertising capabilities, so consider software solutions that offer these additional benefits.

User Interface

A user-friendly interface can make or break your experience with property management software.

Opt for a solution with an intuitive design that allows your property management team to easily navigate the system and manage multiple properties without hassle.

Look for customizable dashboards and straightforward navigation to streamline your property management accounting processes.

Customer Support

A reliable customer support system is essential for any property management software solution.

Check if the provider offers timely assistance through various channels like phone, email, or live chat.

Additionally, consider if they provide helpful resources such as tutorials, knowledge bases, and community forums to help you get the most out of your software.

After choosing your preferred property management software, you can now move on to setting it up, which will be discussed in the next section.

Setting Up Your Property Management Software

Setting up property management software

When you choose a property management software, there are certain steps that must be taken in order to make sure that everything is set up correctly.

In this section, we will outline some of those important steps, starting with importing your property data.

Importing Existing Data

Start by importing all relevant tenant and property information into the property management platform.

This includes contact details, property addresses, and other essential data.

Having accurate and up-to-date information is crucial for managing multiple properties effectively.

Lease Details

Next, import lease details for each property in your real estate portfolio.

This includes lease terms, rental rates, and any special clauses or conditions.

Integrating lease management into your property management accounting software enables you to stay organized and ensure timely rent collection.

Financial Data

Finally, import your financial data into the property management accounting system.

This may include bank accounts, accounts payable, and any other relevant financial records.

Accurate financial data is essential for generating financial reports and maintaining a clear business overview.

Customizing Your Software Settings

To maintain data security, customize user permissions within your property management software.

This ensures that only authorized members of your property management team have access to sensitive information, such as tenant screening results or bank account details.

Payment Methods

Set up online rent payments within the software to streamline rent collection and improve cash flow.

Online payments make it easier for tenants to make monthly rent payments and help property managers keep track of incoming funds.

Reporting Preferences

Lastly, customize your reporting preferences to meet your property management business's specific needs.

Key metrics to monitor include rent collection, maintenance requests, and tenant communications.

Tailored financial reports, such as balance sheets, cash flow statements, and expense tracking, can provide valuable insights into the performance of your rental properties.

So, now that we have the property management software set up, let's find out how to use it to take care of your property accounting.

Using Property Management Software for Property Accounting

In this section, we will talk about how property management software can be used to handle all of your property accounting needs, starting with tracking income and expenses.

Tracking Income and Expenses

Property management software allows you to track income and expenses for each rental property, providing real-time insights into the financial health of your real estate business.

By categorizing transactions and monitoring cash flow, you can effectively manage your residential property portfolios and commercial properties.

Accrual accounting and expense tracking features help you maintain accurate financial records and optimize your business operations.

Generating Financial Reports

With property accounting software, you can create customized financial reports to gain a clear business overview.

Key metrics include rent collection, maintenance requests, and tenant communications. Comprehensive reporting features enable you to analyze balance sheets, cash flow statements, and other essential financial data.

This allows you to make data-driven decisions and improve the performance of your rental portfolio.

Bank Reconciliation

Bank reconciliation is a crucial aspect of rental property accounting.

Property management software automates this process by syncing with your bank accounts and reconciling transactions in real-time.

This ensures that your financial data is always up-to-date and accurate, helping you avoid errors and maintain compliance with business accounting standards.

Budgeting and Forecasting

Using property management accounting software, you can develop budgets and forecasts for your real estate portfolio.

By analyzing historical financial data and identifying trends, you can make informed projections about future performance.

This information is vital for real estate investors looking to expand their rental portfolios or manage multiple properties effectively.

Tax Preparation and Compliance

Property management software simplifies tax preparation by organizing your financial data for tax filing purposes.

By automating your accounting workflows, you can easily generate financial reports, track security deposits, and manage accounts payable.

This helps you maintain compliance with tax regulations and avoid potential penalties.

Providing Accurate Financial Data

Accurate financial data is essential for tax compliance.

Property management software enables you to maintain a general ledger accounting system that ensures your financial records are up-to-date and error-free.

By using accounting software designed specifically for property managers, you can streamline your tax filing process and reduce the risk of costly mistakes.

Tax Deduction Tracking

Maximizing tax deductions is crucial for optimizing the profitability of your real estate business.

Property accounting software allows you to track and categorize tax-deductible expenses, such as property maintenance, advertising costs, and management fees.

By keeping a detailed record of these expenses, you can take advantage of all available deductions and minimize your tax liability.

Another important aspect of property accounting is making sure that everything is going to plan within your business, and most importantly, you're not losing money.

In the next section, we will be explaining just that, as well as how to identify areas for improvement and growth.

Analyzing and Optimizing Property Management Performance

Analyzing performance with property management software

Analyzing the performance of your property management is extremely important.

Below, we will explain how to do this, as well as some of the benefits of doing it.

Occupancy and Vacancy Rates

To effectively manage your real estate business, it's essential to monitor key metrics such as occupancy and vacancy rates.

Property management software offers comprehensive reporting features that allow you to track these metrics and make informed decisions about your residential property portfolios and commercial properties.

By analyzing trends and identifying patterns, you can develop strategies to minimize vacancies and maximize rental income.

Rent Collection & Delinquency

Efficient rent collection is crucial for maintaining a healthy cash flow in your property management business.

Property management software enables you to track monthly rent payments and identify delinquent accounts, helping you address issues promptly and minimize financial losses.

By leveraging the software's tenant portal, you can streamline the rent collection process and encourage timely payments from your renters.

Profitability Analysis

Understanding the profitability of your rental properties is key to optimizing your real estate portfolio.

Property management software provides the tools you need to analyze financial data, including cash flow statements, balance sheets, and expense tracking.

By conducting regular profitability analyses, you can identify areas for improvement and make data-driven decisions that enhance the performance of your rental properties.

Identifying Areas for Improvement and Growth

To ensure the long-term success of your property management company, it's vital to continuously improve your business operations.

Property management software offers an integrated solution that streamlines tasks such as tenant screening, rent collection, and maintenance requests.

By identifying inefficiencies and implementing software features that automate accounts payable, general ledger accounting, and other processes, you can enhance productivity and boost your bottom line.

Expanding Your Real Estate Portfolio

Property management software helps you identify opportunities for growth by providing insights into your real estate portfolio's performance.

By leveraging marketing tools and property advertising features, you can attract new tenants and increase the occupancy of your rental properties.

In addition, property management software assists with managing multiple properties, allowing you to scale your business and capitalize on new opportunities.

Enhancing Tenant Communications

Effective tenant communications are a crucial aspect of successful property management.

Property management software offers a variety of communication tools that enable you to maintain strong relationships with your renters.

By using the tenant portal for online rent collection and maintenance requests, you can provide a seamless experience for your tenants and improve their satisfaction.

See What DoorLoop Can Do For You

Property management software has revolutionized the way property managers handle their day-to-day tasks, including property accounting and overall property management.

Embracing the power of these software solutions not only simplifies your accounting processes but also enhances tenant management, streamlines maintenance and repairs, and optimizes your marketing efforts.

By integrating all aspects of property management within a comprehensive software platform, you can save time, reduce errors, and make more informed decisions to drive your business forward.

Schedule a demo today to find out more about how DoorLoop's comprehensive property management tools can supercharge your property accounting vs. complex and hard-to-use spreadsheets.

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