Property managers
Residential and vacation rental managers sending monthly statements to owners.
- PMS, trust and operating accounts reconciled
- Owner statements reviewed before release
- Management fees, reserves and distributions checked
Every month tied out before your owners see it.
Accounting operations for property managers and short-term rental operators: payouts reconciled, owner statements reviewed, QuickBooks Online closed every month.
September tie-out
Source
| Line | Source | Amount | Status |
|---|---|---|---|
| Rent and fees collectedper pms owner ledger | PMS owner ledger | 48,215.00 | Tied out |
| Deposited to trustper bank statement | Bank statement | 48,215.00 | Tied out |
| Management fee, 9%per management agreement | Management agreement | (4,339.35) | Tied out |
| Maintenance billsper vendor invoices | Vendor invoices | (6,120.40) | Tied out |
| Owner reserve heldper management agreement | Management agreement | (7,500.00) | Tied out |
| Distribution | 30,255.25 | Tied out |
Built around the reports you already run
- QuickBooks Online
- PMS reservation and owner reports
- Airbnb and Vrbo payout reports
- Bank, trust and card statements
- Owner statements and management agreements
You already know how this month goes.
Payouts, deposits, the PMS and QuickBooks drift apart during the month. By the time statements are due, every gap lands on the same few people at once.
Early month (open)
Airbnb and Vrbo payouts land as lump sums. Fees and adjustments are never split out.
A few days in (open)
The PMS says one number, the bank says another, and nobody has time to find out why.
Statements due (open)
Owner statements get rebuilt in a spreadsheet the week they are due.
Mid-month (open)
An owner emails about a balance nobody can explain.
Late month (open)
QuickBooks is still on last month, or the month before.
Next month (open)
The new month starts with this one still open.
Early month / Matched
Payouts split into revenue, fees and adjustments, each matched to its bank deposit.
Reconcile / Matched
Every bank, trust and card account reconciled in QuickBooks Online.
Before release / Reviewed
Owner statements checked against reconciled books before anyone sends them.
Statement date / Released
Statements go out on the date agreed with you, after you approve distributions.
Exceptions / Logged
Anything that does not tie out is logged with an owner and a due date.
Close / Locked
The period is locked and the month-end package is delivered.
Illustrative. Your close calendar and reporting date are agreed with you during onboarding.
Built for two kinds of rental businesses.
Both depend on the same thing: activity from the PMS, channels and bank agreeing with the books before anyone reports on it.
Short-term rental operators
Operators running listings across Airbnb, Vrbo and direct booking.
- Payouts broken into revenue, fees and adjustments
- Every payout matched to its bank deposit
- Profit and loss by property in QuickBooks Online
Seven stages from raw activity to a closed month.
Nothing moves to the next stage until the control at the current one is met. That is what makes the final numbers hold.
Stage 1: PMS and booking channels
Reservation, owner and fee activity as your PMS and channels record it.
Control: Activity for the period is complete
Stage 2: Payouts
Airbnb, Vrbo and processor payouts broken into gross revenue, fees and adjustments.
Control: Each payout agrees to its reservations
Stage 3: Bank, trust and card activity
Deposits, transfers, bills and card spend from every account in scope.
Control: Each deposit matched to its source
Stage 4: QuickBooks Online
Activity posted to the right accounts, properties and owners.
Control: Nothing left in suspense or uncategorized
Stage 5: Reconciliation and review
Every account reconciled to its statement; balance sheet and month-over-month review.
Control: Differences explained or logged
Stage 6: Owner and management reporting
Owner statements checked before release; management reports prepared from reviewed books.
Control: Statements tie to the books
Stage 7: Controlled month-end close
Open items resolved or assigned, the period locked, and the month-end package delivered.
Control: Period locked in QuickBooks
From first conversation to a closed month.
You see the scope and the price before anything starts, and cleanup only happens if the review shows it is needed.
- You start here
Step 1: Review
A working session on your reconciliations, owner reporting and QuickBooks file.
Step 2: Diagnose and scope
What is behind, what doesn't tie out, and a written scope and price.
Step 3: Clean up
Only if needed: backlog cleared and accounts reconciled forward.
Step 4: Set up
Access, close calendar, checklist and reporting package agreed.
- Repeats monthly
Step 5: Close every month
Reconcile, review, resolve open items, lock the period and report.
Trust built on controls you can inspect.
Every engagement runs on the same working documents. You can see them, question them and keep them.
What you can see while we work
A written close checklist
Every task has an owner, a date and a definition of done, so progress is visible mid-month.
An open-items log
Questions and exceptions are recorded with who owns them, instead of disappearing into email.
Review before owners see it
Owner statements and distributions are checked against reconciled books before release.
What you keep and control
Reconciliation support
Reconciliation reports are saved each month, so any balance can be traced to a statement.
A reporting date you can plan around
The close calendar and reporting package are agreed with you during onboarding.
Only the access the work needs
Access is scoped to the engagement and set up with you in your own systems.
Check your own month‑end in two minutes.
Eight lines from the close checklist. Anything you answer “not yet” or “not sure” is an open item, the same way we would log it.
Every bank, trust and card account is reconciled to its statement each month.
Channel payouts are split into revenue, fees and adjustments, not booked as one deposit.
Every deposit in QuickBooks can be traced to a payout, PMS report or invoice.
Owner statements are checked against reconciled books before they go out.
Management fees and reserves are recalculated from agreement terms, not copied forward.
Clearing and undeposited funds balances are explained, not quietly growing.
Month-end runs on a written checklist, with an owner and a date for each task.
Closed months are locked in QuickBooks, so reported numbers can't change silently.
Your month-end stub
0 open
- Accounts reconciled
- Payouts split out
- Deposits traceable
- Statements reviewed
- Fees and reserves checked
- Clearing balances explained
- Written close checklist
- Periods locked
Answer every line to see how your month stands.
0 of 8 answered. Your answers stay in this browser.
What people ask before the review.
If your question isn't here, ask it in the review request. We answer it before anything else.
Are you replacing our bookkeeper?
Not necessarily. Some clients use MavisWorks as their whole accounting operations function. Others keep an in-house bookkeeper for day-to-day entry and use us for reconciliation, owner statement review and the close. The review helps decide which fits.
Can you clean up books that are already behind?
Yes. Behind or unreliable books are one of the most common starting points. We agree a cleanup period, reconcile forward month by month, and only then move into a monthly rhythm.
Can you work with our existing PMS?
We work from the reports your PMS and booking channels produce, and in QuickBooks Online. Platforms differ in what they export, so we confirm your specific stack during the review. MavisWorks has no formal partnership with any PMS or channel.
How do you handle owner statements?
Before statements go out we confirm collections and deposits are reconciled, recalculate fees and reserves from the terms you provide, check that balances roll forward, and flag exceptions for your team to approve. Where statements are built by hand, we can prepare them too.
Do you work with QuickBooks Online?
Yes. QuickBooks Online is the accounting system our cleanup, reconciliation, close and reporting work is built around.
What access do you need?
Usually user access to QuickBooks Online, reporting access in your PMS, and bank, trust and card statements. We ask only for what the agreed scope needs and set it up with you during onboarding. Never send passwords by email or through our form.
What does onboarding involve?
A walkthrough of how month-end runs today, access setup, agreeing the close calendar and reporting package, and reviewing opening balances. If cleanup is needed, it happens before the first monthly close.
What determines pricing?
Property or listing count, transaction volume, the number of bank and card accounts, how far behind the books are, owner statement complexity and the reporting you need. You receive a written scope and price after the review, before any work starts.
How quickly can we start?
You can request the review today. After it, the start date depends on scope and whether cleanup comes first; we agree timing with you before you commit.
Find out what is behind before next month‑end.
In one review we look at your reconciliations, owner reporting and QuickBooks file, and tell you what it would take to close every month with confidence.
What happens after you ask
Tell us about your month
A short form: your systems, portfolio size and what is not tying out.
Review session
We go through your reconciliations, owner reporting and QuickBooks file with you.
Written scope and price
A recommended path and a price, before any work starts. No commitment to monthly work.