Property Management Accounting
Your portfolio records, organised and delivered every month
Clear per-property summaries, tenant payment tracking, and owner disbursement calculations — structured so you can share them with confidence and reference them without confusion.
What This Delivers
Every property, accounted for. Every month, without chasing it.
When the end of the month arrives, you'll have a clear picture of how each property performed — income received, expenses allocated, management fees itemised, and disbursements ready for each owner. No compiling numbers from separate spreadsheets. No last-minute scrambles.
The reports land in a format your owners can read directly. You can answer their questions from a single document rather than searching through a ledger.
Specific Outcomes
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Monthly income and expense report for each individual property in your portfolio
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Tenant payment tracking that shows exactly what has been received and what is outstanding
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Owner disbursement calculations with management fee itemised and net amount clearly shown
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Maintenance expenses allocated by property rather than lumped into a single total
The Challenge
Managing a portfolio means tracking a lot of moving parts at once
Rental income arrives on different days. Maintenance bills come through mid-month. Management fees have to be calculated per property. Owners want statements — and they want them to be accurate without needing a footnote to explain what each number means.
For property managers overseeing ten, thirty, or a hundred units, keeping this tidy is a full task in itself. When it slips — even slightly — the time spent catching up tends to compound. An invoice filed in the wrong property. A disbursement calculated before a maintenance charge came through. An owner statement that prompts three questions instead of none.
That's the part this service handles — not because you can't do it, but because outsourcing it creates breathing room and a more consistent result.
How It Works
A structured monthly accounting cycle built around your portfolio
Each month, you share your transaction data — tenant payments received, expenses paid, any adjustments. Ashgrove organises it by property, allocates costs correctly, calculates management fees, and reconciles the period.
The output is a per-property income and expense summary alongside the disbursement calculation for each owner. Reports are formatted to be shared directly — no translation needed on your end.
This service is structured for portfolios of 10 to 200 units. The per-unit pricing keeps the cost proportional to the size of what's being managed, so smaller portfolios aren't overcharged and larger ones still get the same level of detail.
You submit monthly transaction data
Tenant payments, maintenance invoices, any other property-level expenses from the period. We confirm the format that works best for your workflow.
We record, allocate, and reconcile
Income and expenses are allocated to the correct property. Management fees are calculated. The period is reconciled before reports are produced.
Reports delivered on schedule
Per-property summaries and owner disbursement calculations arrive on the agreed date each month, ready to share or file.
Working Together
What the ongoing relationship looks like
Setup is handled once. After that, the monthly cycle runs with minimal back-and-forth on your end.
An initial setup call
We walk through your property list, current record-keeping format, and what each owner expects to receive. This shapes how everything is structured going forward.
A regular monthly rhythm
Data comes in, reports go out. The cadence is agreed upfront. You'll know exactly when to expect the completed summaries each month.
Direct access when questions come up
If an owner asks something specific or a transaction needs clarification, you can contact us and get a straightforward answer rather than waiting for the next report cycle.
Pricing
Proportional to your portfolio size
The pricing structure is a base monthly rate plus a per-unit amount. This keeps the cost tied to the actual scope of work — a ten-unit portfolio and a hundred-unit portfolio are both handled with the same level of attention, and each pays accordingly.
There are no additional charges for owner statement formatting, management fee calculations, or standard monthly reporting. Everything within the described scope is included.
Investment
$450
USD per month — base rate
+ $5
USD per unit per month
Included
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Per-property income and expense summaries
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Tenant payment tracking and ledger reconciliation
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Owner disbursement calculations each period
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Maintenance expense allocation by property
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Management fee calculation and itemisation
Methodology
How results are tracked and measured
Property management accounting isn't abstract — there are concrete checks at each stage. Every income entry is reconciled against the tenant ledger. Every expense is confirmed and allocated before it appears in a report. Management fees are calculated from the agreed rate, not estimated.
Reports are reviewed internally before delivery. If a figure doesn't reconcile cleanly, it's resolved before the report reaches you.
Most clients find the first month takes a little more coordination while data formats and property structures are set up. From the second month onward, the process runs on a predictable schedule with minimal input from your end.
Suitable portfolio size
10 – 200 units
Built for portfolios large enough that per-property tracking matters, and structured so detail doesn't get lost at the top of that range.
Reporting cadence
Monthly
Delivered on the agreed date each period. Reports cover income, expenses, management fees, and disbursements for the completed month.
Initial setup
One conversation
Property list, current ledger format, and owner preferences are confirmed once. The cycle then runs consistently from there.
Our Commitment
We want you to feel comfortable before committing
Before any ongoing arrangement starts, we'd like to understand your portfolio and talk through what you're currently doing with your records. That initial conversation is there to make sure this service is actually the right fit — not to move you toward a decision.
If the scope of your portfolio changes, pricing adjusts accordingly. There are no penalty structures for downsizing or pausing. We prefer a straightforward working relationship.
No-obligation initial consultation
Talk through your portfolio before deciding whether this is right for you.
Transparent, adjustable pricing
Costs scale with your portfolio. If your unit count changes, pricing is adjusted at the next billing period.
Clear communication on delivery
Report schedule is agreed upfront. If anything changes, you'll hear from us in advance — not after the fact.
Getting Started
What happens after you reach out
The path to having organised monthly reporting is a short one. Here's what to expect from the first conversation onward.
Send a message
Use the contact form to introduce yourself and give a brief overview of your portfolio — unit count and current record-keeping setup is enough to start.
Initial consultation
We'll follow up within one business day to set up a brief call, understand what you're working with, and confirm whether this fits your needs.
Setup and onboarding
Property list, format preferences, and owner details are confirmed. We build the reporting structure around your portfolio before the first cycle begins.
Monthly reporting begins
From the first complete reporting period, summaries and disbursement calculations arrive on schedule each month without you needing to chase them.
Ready When You Are
Start with a conversation about your portfolio
Tell us what you're managing and what your current reporting looks like. There's no obligation in reaching out — just a chance to see if this fits.
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