Who We Serve
Built for Every Corner of
Real
Estate
Whether you manage a single rental or a multi-property portfolio, we have the expertise to handle your books.
Property Management Companies
We handle trust accounting, owner disbursements, maintenance expense tracking, and multi-owner reporting for property managers of all sizes.
Landlords & Rental Investors
From single-family rentals to small apartment buildings, we track rental income, mortgage payments, repairs, and depreciation so your Schedule E is always accurate.
Real Estate Developers
We manage project-level accounting for developers — tracking construction costs, draw schedules, investor contributions, and pro forma vs. actual performance.
Brokerages & Agents
We handle commission income tracking, business expense categorization, quarterly estimated taxes, and clean P&L statements for agents and independent brokerages.
Why It Matters
Real Estate Accounting
Is
Uniquely Complex
Real estate businesses deal with a financial landscape that most generalist bookkeepers aren't equipped to handle. Properties generate income in multiple ways — rent, commissions, appreciation, syndication distributions — and each has different tax and accounting treatment.
Add in depreciation schedules, 1031 exchanges, CAM reconciliations, security deposit accounting, and owner distribution waterfalls, and it becomes clear why real estate businesses need a bookkeeping partner who understands the industry inside and out.
At VarStan, we bring deep real estate accounting experience to every engagement — ensuring your books accurately reflect every property, every transaction, and every dollar.
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01
Depreciation & Cost Segregation
Real estate depreciation rules are complex and easy to miscalculate. Errors here directly overstate your tax liability and cost you money.
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02
Security Deposit Accounting
Security deposits must be held separately and treated as liabilities — not income — until conditions are met. Misclassifying them triggers IRS issues.
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03
Multi-Entity Structures
Many real estate investors hold properties in separate LLCs. We handle multi-entity bookkeeping and intercompany accounting across your entire portfolio.
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04
CAM Reconciliation
Commercial landlords must reconcile Common Area Maintenance charges annually. Errors create disputes with tenants and potential lease liability.
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05
Investor & Partner Reporting
Syndications and partnerships require accurate capital account tracking, K-1 preparation support, and transparent investor reporting every quarter.
What We Do
Our Real Estate Bookkeeping Services
A complete financial back-office for real estate companies, landlords, investors, and brokerages.
Property-Level P&L
We produce profit and loss statements broken down by individual property — so you know exactly which assets are performing and which are dragging your portfolio.
Rental Income Tracking
We reconcile rent rolls against actual bank deposits, track late fees, vacancies, and partial payments, and ensure every dollar of rental income is accurately recorded.
Mortgage & Loan Reconciliation
We split each mortgage payment into its principal and interest components, reconcile balances against lender statements, and track loan payoff schedules.
Security Deposit Accounting
We record security deposits as liabilities, track their status property by property, and process returns and forfeitures in full compliance with state landlord-tenant laws.
CAM & Lease Accounting
We handle Common Area Maintenance reconciliations, straight-line rent calculations, and lease incentive amortization for commercial property owners.
Depreciation Scheduling
We maintain accurate depreciation schedules for your properties and improvements, ensuring your tax returns reflect maximum allowable deductions.
Multi-Entity Bookkeeping
We manage books across multiple LLCs, partnerships, and trusts — with consolidated reporting across your entire real estate portfolio.
Investor & Partner Reporting
We maintain capital accounts, track distributions, and produce quarterly investor reports — giving your partners transparent, accurate visibility into fund performance.
1099 & Tax Compliance
We file 1099-Misc for contractors and vendors, maintain vendor records, and ensure your books are fully organized for your CPA at tax time.
Property Types
We Work Across All
Asset
Classes
From single-family rentals to mixed-use commercial developments, our team has the experience to handle your specific asset type.
Residential Rentals
Single-family homes, condos, and small multifamily properties. We track rental income, repairs, HOA fees, and mortgage payments — and prepare your books for Schedule E filing.
Commercial Properties
Office, retail, and industrial assets. We handle CAM reconciliations, NNN lease accounting, tenant billing, and the more complex financial reporting that commercial properties demand.
Short-Term Rentals
Airbnb, VRBO, and other vacation rental properties. We reconcile platform payouts, track platform fees, manage cleaning and maintenance costs, and handle occupancy tax reporting.
Development Projects
Ground-up development and value-add projects. We manage construction draw accounting, cost tracking by project phase, investor capital accounts, and pro forma vs. actual reporting.
Our Process
Onboarding That Respects
Your
Time
We make it easy to get started, even if your books are months behind.
Discovery Call
We assess your portfolio, current bookkeeping setup, and identify gaps and priorities.
Custom Configuration
We set up your chart of accounts by property, entity, and asset class — tailored to your portfolio.
Monthly Bookkeeping
Reconciliations, property P&Ls, and investor reports delivered every month without fail.
Tax-Ready Handoff
Complete, organized financials passed to your CPA — Schedule E, depreciation schedules, and all.
Compliance & Reporting
Stay Compliant
Across Every
Entity & Asset
Real estate investors face a unique compliance landscape. We keep you covered.
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📋
Schedule E & Schedule C Readiness
We organize rental income and expense data to align perfectly with Schedule E requirements — and Schedule C if you operate as a real estate professional.
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💼
1031 Exchange Tracking
We maintain detailed records of 1031 exchange transactions, deferred gain calculations, and replacement property basis — protecting your tax deferral position.
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🔒
Trust Accounting (Property Managers)
Property managers holding tenant and owner funds must maintain strict trust account separation. We ensure your trust accounting is fully compliant with state real estate regulations.
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📊
Multi-State Tax Compliance
If you hold properties in multiple states, we track income and expenses by state to support accurate multi-state tax filing with your CPA.
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🧾
1099 Filing for Vendors & Contractors
We track all vendor and contractor payments and file 1099-Misc forms accurately and on time — keeping you compliant with IRS reporting requirements.
Included in Every Plan
Every VarStan real estate client receives these as standard — regardless of plan size:
- Monthly bank & mortgage reconciliation
- Property-by-property P&L statements
- Rental income & vacancy tracking
- Security deposit ledger management
- Depreciation schedule maintenance
- 1099-Misc filing for contractors
- Year-end financial package for CPA
- Dedicated bookkeeper on your account
- Email, phone & video support
- Secure cloud document storage
- No long-term contracts — cancel anytime
Common Questions
Frequently Asked Questions
Can you handle bookkeeping across multiple LLCs?
Yes. Many of our real estate clients hold properties in separate LLCs for liability protection. We manage books for each entity individually and can produce consolidated portfolio-level reports.
Do you work with short-term rental platforms like Airbnb?
Absolutely. We reconcile Airbnb, VRBO, and other platform payouts, net of fees and taxes, and ensure your occupancy tax obligations are tracked and reported correctly.
Can you help with investor reporting for a real estate syndication?
Yes. We maintain capital accounts, track preferred return accruals, record distributions, and produce quarterly investor-facing reports for real estate syndicators and fund managers.
What accounting software do you use for real estate?
We primarily use QuickBooks Online and Xero, configured with a real estate-specific chart of accounts. If you use AppFolio, Buildium, or other property management software, we can integrate with your existing platform.
Can you get us caught up if our books are behind?
Yes — this is one of our most common starting points. We can typically complete a full year of backlogged real estate bookkeeping in 3–4 weeks, ready for your CPA or tax filing.
Do you work with real estate investors outside the US?
Yes. Our clients come from over 40 countries. If you hold or manage US-based real estate, we can handle your US bookkeeping and help you stay compliant with IRS and state requirements regardless of where you are located.
Ready for Books as Sharp
as Your Portfolio?
Schedule a free consultation with a VarStan real estate bookkeeping specialist. No pressure, no jargon — just a clear plan for getting your properties' finances under control.