No software to install. No workflow change. Your team keeps working in Buildium/AppFolio and QuickBooks — we verify the result.
You send three exports: your PMS general ledger & bank register, your QuickBooks trial balance, and your bank statement CSV. We send a one-page checklist showing exactly which menu each export lives under. Prefer automation? Grant read-only API access and skip the exports entirely.
Our engine matches every bank transaction to your ledgers, recomputes every owner balance day by day, verifies deposits against the liability register, checks management fees against your contracts, and runs the full three-way reconciliation.
You get a report with three sections: trust violations (fix now), financial errors (fix this month), record defects (fix when convenient). Each finding cites record IDs from your own systems — your team verifies in minutes, not days.
Once the books balance, we generate the owner statement package. Statements built on reconciled numbers — not on hope.
75 deterministic rules across seven categories, built from state disciplinary records and audit manuals:
| Category | Examples |
|---|---|
| Security deposits | Deposits in the wrong account · register vs liability mismatches · unreturned deposits after move-out |
| Owner & tenant ledgers | Negative owner balances (using other owners' funds) · cross-property posting errors |
| Bank & three-way reconciliation | Wrong opening balances · receipts voided after a closed period · stale outstanding checks |
| Cross-system consistency | Bank transfers that bypassed the PMS · PMS fee income vs QuickBooks revenue |
| Management fees | Rate ≠ contract · earned fees left in trust past state deadlines |
| Records & process | Missing monthly reconciliations · ledger format compliance |
| Migration & misuse | Onboarding balance errors · tenant credits that erase income |
Deterministic means: a rule either fires with evidence or it doesn't. No AI guesswork in the numbers — automation does the matching, humans review the judgment calls.
Send three exports. Within 48 hours you get a discrepancy report — every finding tied to a record ID. No call required, no software to install.
Ready in ~10 minutes of your time: answer four questions, upload your exports, get a tracking link. Report within 48 hours.
✓ Got it — we'll reply within one business day with the export checklist.
Typically for companies managing 100–3,000 doors on Buildium or AppFolio.