Vendor bills coded, invoices matched against scope, owner statements prepared, month-end reconciled — in the software you already run. The work that decides whether your margin survives the month. From $1,299/mo.
A property management back-office specialist owns the accounting-adjacent admin that sits between your work orders and your owner reports: vendor invoice intake and coding, matching bills against approved scope and spend limits, utility and turnover tracking, owner statement preparation, delinquency follow-up, and month-end reconciliation support. It is high-volume, rules-driven, and carries no licensing requirement — which makes it the second-cleanest function to move after maintenance coordination.
Vetted before placement. No generalists learning your stack on your time.
Concrete workflows, not vague "support". These are the loops they own from week two.
Receives vendor bills, matches each one to its work order, codes it to the right property, unit and GL account, and files the documentation to the record. Done nightly rather than in a month-end pile, which is the difference between coding from memory and coding from evidence.
Checks every invoice against the approved scope and spend limit on the original order. Anything over is flagged and held for your decision rather than paid quietly. Variance caught at invoice stage is money kept; variance caught at month-end is a conversation with an owner.
Assembles monthly owner statements from your system, checks that income and expenses are allocated to the right properties, attaches supporting documentation, and hands you a review-ready pack instead of a starting point.
Maintains the aging report, runs your reminder sequence on late balances, logs every contact, and escalates on your schedule. Stops at the legal line — anything approaching a notice or filing goes to your team.
Tracks utility transfers at move-in and move-out, catches accounts left in the owner's name after a tenancy starts, and reconciles turnover spend against the make-ready budget so overruns surface while you can still act on them.
Reconciles operating and trust-adjacent ledgers against bank activity, chases missing documentation before close rather than during it, and produces a clean exception list. Your accountant reviews and signs; the specialist does the assembly.
The line, written down, before you get on a call.
Every placement signs an NDA before onboarding, completes Fair Housing fundamentals before any resident contact, and works under a named, permission-restricted account in your system. Licensing rules vary by state and your broker remains the responsible party. This page is not legal advice.
Fixed monthly rates per seat — not per door. No hourly markups, no recruiter fees, no minimum term.
Invoices coded and variances flagged by morning
Full-time, 160h/mo, owns the cycle to month-end
All plans include onboarding, PMS integration, a dedicated client success manager, and a 30-day replacement guarantee.
See full pricing details →No. They prepare, code, match and reconcile — they never move money. Payment release, transfers and any trust or escrow transaction stay with your licensed team, and access is provisioned read-only wherever your system supports it. This is a deliberate line: trust accounting is exactly the function most states restrict, and keeping the specialist clear of it is what makes the rest of the work safe to move offshore.
Every work order carries an approved scope and a spend limit you set. When the vendor bill arrives, the specialist matches it against both. Anything within limit is coded and filed. Anything over is held, flagged with the original scope alongside the billed amount, and put in your morning digest for a decision. The value is timing — a $480 bill against a $300 limit is a conversation you want before you pay it, not at month-end.
That is the normal arrangement. The specialist does the volume work — intake, coding, matching, chasing, assembly — and hands your bookkeeper or CPA a clean, documented package to review and sign. Most firms find the accountant's hours drop sharply because they stop spending them on data entry and chasing missing receipts.
An overnight desk starts at $1,299 per month and a full dedicated specialist at $1,499 per month, both all-inclusive of recruitment, HR, payroll, compliance, equipment and a replacement guarantee. A US property management accounting specialist typically costs $48,000 to $62,000 a year before benefits, payroll tax and overhead. At roughly $18,000 a year, that is a 60 to 70 percent reduction with no recruiter fee and no long-term contract.
Tell us your door count and which software you run. We come back within 48 hours with matched candidates — or tell you straight if we are not the right fit.