{"id":5353,"date":"2018-09-10T18:03:08","date_gmt":"2018-09-10T17:03:08","guid":{"rendered":"https:\/\/sagestaging.wpengine.com\/en-gb\/blog\/?p=5229"},"modified":"2026-01-29T10:31:34","modified_gmt":"2026-01-29T10:31:34","slug":"property-management-accounts","status":"publish","type":"post","link":"https:\/\/www.sage.com\/en-gb\/blog\/property-management-accounts\/","title":{"rendered":"How to effectively run property management accounts"},"content":{"rendered":"<header class=\"entry-header has-dark-background-color entry-header--has-illustration entry-header--has-illustration--generic\">\n\t<div class=\"container\">\n\t\t<div class=\"entry-header__row row align-center\">\n\t\t\t<div class=\"col col-lg-7 col-xlg-6 entry-header__content\">\n\t\t\t\t\t\t\t<div class=\"component component-single-header\">\n\t\t\t\t\t\t\t\t\t\t<div class=\"entry-header__misc text--subtitle text--uppercase text--small\">\n\t\t\t\t\t\t\t<a href=\"https:\/\/www.sage.com\/en-gb\/blog\/category\/money-matters\/\" class=\"entry-header__link\">Money Matters<\/a>\t\t\t\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t<div class=\"entry-title-wrapper\">\n\t\t\t\t\t<h1 class=\"entry-title\">\n\t\t\t\t\t\tHow to effectively run property management accounts\t\t\t\t\t<\/h1>\n\t\t\t\t<\/div>\n\n\t\t\t\t\t\t\t\t\t<p class=\"entry-header__description\">\n\t\t\t\t\t\t\t\t\t\t\t<\/p>\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div>\n\n\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t<\/div>\n\t\t<div class=\"single-post-details container\">\n\t\t<div class=\"col\">\n\t\t\t<span class=\"posted-on \">Published <time class=\"entry-date published\" datetime=\"2018-09-10T18:03:08+01:00\">10 September, 2018<\/time><\/span><span class=\"reading-time\"> min read<\/span>\n\t\t<button\n\t\t\ttype=\"button\"\n\t\t\tclass=\"social-share-button button button--icon button--secondary js-social-share-button\"\n\t\t\tdata-share-title=\"How to effectively run property management accounts\"\n\t\t\tdata-share-url=\"https:\/\/www.sage.com\/en-gb\/blog\/property-management-accounts\/\"\n\t\t\tdata-share-text=\"Please read this interesting article\"\n\t\t>\n\t\t\t<span class=\"social-share-button__share-label\">Share<\/span>\n\t\t\t<span class=\"social-share-button__copy-label\" hidden>Copy Link<\/span>\n\t\t\t<span class=\"social-share-button__copy-tooltip\" aria-hidden=\"true\" hidden>Copied<\/span>\n\t\t<\/button>\n\n\t\t\t\t<\/div>\n\t<\/div>\n\t<\/header>\n\n\n\n<div class=\"wp-block-post-author has-dark-background-color alignfull\">\n\t<div class=\"container\">\n\t\t<div class=\"col\">\n\t\t\t\t\t\t\t<div class=\"co-authors\">\n\t\t\t\t\t\n\t\t<div class=\"entry-author-wrapper\">\n\t\t\t<a class=\"entry-author\" href=\"https:\/\/www.sage.com\/en-gb\/blog\/author\/keirthomasbryant\/\">\n\t\t\t\t<img loading=\"lazy\" decoding=\"async\" width=\"40\" height=\"40\" src=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2025\/06\/keir-short-hair-350x350.jpg\" class=\"entry-author__image\" alt=\"\" srcset=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2025\/06\/keir-short-hair-350x350.jpg 350w, https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2025\/06\/keir-short-hair.jpg 760w\" sizes=\"auto, (max-width: 40px) 100vw, 40px\" \/>\t\t\t\t<span class=\"entry-author__name\">Keir Thomas-Bryant<\/span>\n\t\t\t<\/a>\n\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t<\/div>\n<\/div>\n\n\n\n<p>When you are running property management accounts for a rental property portfolio, it&#8217;s really important to stay organised and ensure your processes are streamlined and efficient.<\/p>\n\n\n\n<p>What factors do you have to consider when dealing with property management accounts and how can online accounting software help you stay on track?<\/p>\n\n\n\n<p>This article will offer you advice to help you stay on top of your financials while you manage the day-to-day requirements of your business.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-different-types-of-property-management\"><strong>Different types of property management<\/strong><\/h2>\n\n\n\n<p>There are different types of property management, each with different considerations when it comes to the accounts.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Residential\u00a0<\/strong>\u2013\u00a0such as student flats or family homes.<\/li>\n\n\n\n<li><strong>Commercial\u00a0<\/strong>\u2013\u00a0such as serviced office space or industrial units.<\/li>\n\n\n\n<li><strong>Holiday properties\u00a0<\/strong>\u2013\u00a0such as cottages and apartments.<\/li>\n<\/ul>\n\n\n\n<p>For residential and commercial properties, you will have lots of legal requirements to keep on top of. But for holiday properties, you have increased admin and transactions because there is such a high turnover of people leasing your property.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-are-the-financials-you-have-to-think-about\"><strong>What are the financials you have to think about?<\/strong><\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-tax-liabilities\"><strong>Tax liabilities<\/strong><\/h3>\n\n\n\n<p><mark class=\"highlight-and-share\">Renting out a property means rental income, which means you need to deal with tax<\/mark>.<\/p>\n\n\n\n<p>As a private landlord, you need to notify HMRC and register to fill out a <a href=\"https:\/\/www.sage.com\/en-gb\/blog\/file-a-tax-return-online\/\">self-assessment tax return<\/a> each year.<\/p>\n\n\n\n<p>You will also need to pay Class 2 National Insurance if being a landlord is your main job, you rent out more than one property and you\u2019re buying new properties to rent out.<\/p>\n\n\n\n<p>If you have a rental property business, then you will be paying the likes of corporation tax, VAT, PAYE, and National Insurance for your staff. Sage <a href=\"https:\/\/www.sage.com\/en-gb\/payroll-software\/tax\/\">HMRC payroll<\/a> handles payroll tax rates and thresholds, ensuring everything is correctly managed.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-payroll\"><strong>Payroll<\/strong><\/h3>\n\n\n\n<p>As your property business grows, you will have to expand your sales team. Once you have good people working for you, you want to hang on to them.<\/p>\n\n\n\n<p>Make sure you have good employment contracts in place, attractive commission terms so they don\u2019t join the competition, and pay them the correct amount, on time each month. Using <a href=\"https:\/\/www.sage.com\/en-gb\/sage-business-cloud\/payroll\/\">payroll software<\/a> can help you to stay on top of this.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-paperwork\"><strong>Paperwork<\/strong><\/h3>\n\n\n\n<p>There is going to be a lot of this to keep on top of, and you\u2019ll find yourself repeating the same tasks as tenants move in and out of each of your properties.<\/p>\n\n\n\n<p>Get templates in place for all paperwork relating to the financials:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Rent schedules<\/li>\n\n\n\n<li>Invoices<\/li>\n\n\n\n<li>Inventories<\/li>\n\n\n\n<li>Checking in\/out documents<\/li>\n\n\n\n<li>Floor plans<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-collecting-the-rent\"><strong>Collecting the rent<\/strong><\/h3>\n\n\n\n<p>If you don\u2019t get efficient processes in place here, you will soon go out of business. You won\u2019t be able to afford to pay the bills or keep up with repairs and maintenance.<\/p>\n\n\n\n<p>If you rely on the income from your rental properties, you won\u2019t be able to pay your staff or your own tax bill.<\/p>\n\n\n\n<p>As a letting agent, your landlords will become unhappy pretty quickly if you are not passing on their rental payment on time.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-paying-the-bills\"><strong>Paying the bills<\/strong><\/h3>\n\n\n\n<p>Direct debits are your friend here, helping you keep on top of multiple bills for multiple properties.<\/p>\n\n\n\n<p>It\u2019s important to keep clear records of meter readings and to see if you are using the most competitive provider. A simple switch to a different gas or electricity provider could save you money across all your properties.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-deposit-protection\"><strong>Deposit protection<\/strong><\/h3>\n\n\n\n<p>It is a UK government requirement that all tenants\u2019 deposits are protected in a government-approved <a href=\"https:\/\/www.gov.uk\/tenancy-deposit-protection\">tenancy deposit scheme<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-cash-flow\"><strong>Cash flow<\/strong><\/h3>\n\n\n\n<p>From finding the initial deposit for a buy-to-let mortgage to having enough money put aside for fixing a broken washing machine or toilet, you need plenty of money in the pot.<\/p>\n\n\n\n<p>You need to be able to access this money quickly, rather than having it tied up in assets.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-legal-costs\"><strong>Legal costs<\/strong><\/h3>\n\n\n\n<p>You need to create legally binding tenancy agreements and make sure you have the right landlord insurances in place.<\/p>\n\n\n\n<p>Don\u2019t forget health and safety requirements; you must ensure all gas and electrical equipment is safely installed and maintained, and follow fire safety regulations.<\/p>\n\n\n\n<p>You will also need to provide an Energy Performance Certificate for the property.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-importance-of-staying-organised\"><strong>Importance of staying organised<\/strong><\/h2>\n\n\n\n<p>Some people are happy just privately renting out one property. But many have an eye on growing their property portfolio \u2013 maybe this is a set of hot-desking offices in a large city, a chain of boutique B&amp;Bs or a number of student flats in the same terraced street.<\/p>\n\n\n\n<p>Key to this is staying organised and getting efficient processes embedded from day one. Online <a href=\"https:\/\/www.sage.com\/en-gb\/accounting-software\/\">accounting software<\/a> can help you do this.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-checklist-what-should-you-look-for-in-online-accounting-software\"><strong>Checklist: What should you look for in online accounting software?<\/strong><\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-1-cloud-based-flexibility\"><strong>1. Cloud-based flexibility<\/strong><\/h3>\n\n\n\n<p>Expect to receive calls from your tenants out of hours. They\u2019ve lost their key and had to break in \u2013 can you afford a locksmith? The lights have gone out \u2013 has the electricity bill actually been paid?<\/p>\n\n\n\n<p>Just as online banking means you can check your bank wherever and whenever you want, <mark class=\"highlight-and-share\"><a href=\"https:\/\/www.sage.com\/en-gb\/accounting-software\/\">cloud-based online accounting<\/a> means you can keep on top of your accounts at all times of day and night<\/mark>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-2-multi-user-options\"><strong>2. Multi-user options<br><\/strong><\/h3>\n\n\n\n<p>If you have a large property portfolio with complex setups \u2013 for example, a managed office with lots of individual leases in one building \u2013 you may want your different teams to have access to the accounts.<\/p>\n\n\n\n<p>Look out for the option for multiple companies and multiple users, with individual logins.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-3-easy-access-for-your-accountant\"><strong>3. Easy access for your accountant<br><\/strong><\/h3>\n\n\n\n<p>If you can afford it, it\u2019s worth getting professional support when you\u2019re managing the finances for lots of different properties \u2013 someone to look after the paperwork while you look after the tenants.<\/p>\n\n\n\n<p>Give you accountant or bookkeeper access to your online accounts and you can work together in real time.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-4-option-to-speed-up-your-payments\"><strong>4. Option to speed up your payments<br><\/strong><\/h3>\n\n\n\n<p>Look for the option to add a &#8220;pay now&#8221; button to invoices or to take card payments online or over the phone.<\/p>\n\n\n\n<p>You should be able to hook up to your bank too, so you can automatically import all your receipts and payments, and keep HMRC happy by paying your VAT bill, PAYE and National Insurance on time.<\/p>\n\n\n\n<p>You will also want to easily generate customised invoices that you can email directly to your clients or export to PDF.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-5-opportunity-to-keep-records-to-and-stay-compliant\"><strong>5. Opportunity to keep records to and stay compliant<\/strong><\/h3>\n\n\n\n<p>All businesses have a responsibility to pay the correct amount of tax to HMRC. You can receive a routine check at any time, and using software to manage the accounts for your rental properties means you can show details of all invoices, receipts and expenses, and run off reports in an instant.<\/p>\n\n\n\n<p>Because online accounting software keeps a record of every transaction and lets you run <a href=\"https:\/\/www.sage.com\/en-gb\/blog\/cash-flow-forecasting\/\">cash flow forecasts<\/a>, it is easy to look back at previous accounts activity and to get a snapshot of the coming months.<\/p>\n\n\n\n<div class=\"single-cta gated-content\">\n\t<div class=\"single-cta__positioner\">\n\t\t<div class=\"single-cta__wrapper has-dark-background-color\">\n\t\t\t<div class=\"single-cta__content\">\n\t\t\t\t\t\t\t\t<h2 class=\"single-cta__title h3\">10 things to look for in small business accounting software<\/h2>\n\n\t\t\t\t\t\t\t\t\t<div class=\"single-cta__description\">\n\t\t\t\t\t\t<p>Using the right technology can give you the time and space to make your business a success. This guide offers 10 points to consider when looking for the right accounting software for your company.<\/p>\n\t\t\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t<a\n\t\t\t\t\t\thref=\"#gate-20bdb5ca-e469-46ca-aff9-2d563f2d983b\"\n\t\t\t\t\t\tclass=\"single-cta__button button button--primary\"\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t>Get your free guide<\/a>\n\t\t\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<img decoding=\"async\" width=\"999\" height=\"666\" src=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2018\/06\/SAGE_MSA_051217_BB_268_All-Uses.jpg\" class=\"single-cta__image\" alt=\"\" loading=\"lazy\" srcset=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2018\/06\/SAGE_MSA_051217_BB_268_All-Uses.jpg 999w\" sizes=\"auto, (min-width: 48em) 33vw, 100vw\" \/>\t\t\t<\/div>\n<\/div>\n\n\n<div class=\"single-cta\">\n\t<div class=\"single-cta__positioner\">\n\t\t<div class=\"single-cta__wrapper has-dark-background-color\">\n\t\t\t<div class=\"single-cta__content\">\n\t\t\t\t\t\t\t\t<h2 class=\"single-cta__title h3\">Subscribe to the Sage Advice newsletter<\/h2>\n\n\t\t\t\t\t\t\t\t\t<div class=\"single-cta__description\">\n\t\t\t\t\t\t<p>Join more than 500,000 UK readers and get the best business admin strategies and tactics, as well as actionable advice to help your company thrive, in your inbox every month.<\/p>\n\t\t\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t<a\n\t\t\t\t\t\thref=\"#gate-b1a63862-3fa0-4a5e-bb67-c76b88bbc6b8\"\n\t\t\t\t\t\tclass=\"single-cta__button button button--primary\"\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t>Subscribe now<\/a>\n\t\t\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<img decoding=\"async\" width=\"1440\" height=\"810\" src=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2022\/04\/GettyImages-1073797282-1-1440x810.jpg\" class=\"single-cta__image\" alt=\"\" loading=\"lazy\" srcset=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2022\/04\/GettyImages-1073797282-1-1440x810.jpg 1440w\" sizes=\"auto, (min-width: 48em) 33vw, 100vw\" \/>\t\t\t<\/div>\n<\/div>\n\n<section class=\"more-topics alignfull has-grey-light-background-color wp-block-sage-post-topics\">\n\t<div class=\"container\">\n\t\t<div class=\"row\">\n\t\t\t<div class=\"col col-12 col-lg-4\">\n\t\t\t\t<h3 class=\"more-topics__title h2\">Browse more topics from this article<\/h3>\n\t\t\t<\/div>\n\t\t\t<div class=\"col col-12 col-lg-8\">\n\t\t\t\t<ul class=\"post-tags__list\">\n\t\t\t\t\t\t\t\t\t\t\t<li class=\"post-tags__item\">\n\t\t\t\t\t\t\t<a href=\"https:\/\/www.sage.com\/en-gb\/blog\/tag\/cash-flow\/\" class=\"post-tags__link button button--secondary\">\n\t\t\t\t\t\t\t\tCash flow\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t\t\t\t<li class=\"post-tags__item\">\n\t\t\t\t\t\t\t<a href=\"https:\/\/www.sage.com\/en-gb\/blog\/tag\/payroll\/\" class=\"post-tags__link button button--secondary\">\n\t\t\t\t\t\t\t\tPayroll\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t\t\t\t<li class=\"post-tags__item\">\n\t\t\t\t\t\t\t<a href=\"https:\/\/www.sage.com\/en-gb\/blog\/tag\/tax\/\" class=\"post-tags__link button button--secondary\">\n\t\t\t\t\t\t\t\tTax\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t\t<\/ul>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/div>\n<\/section>\n\n<div class=\"alignfull wp-block-sage-related-posts\">\n\t<section class=\"related-posts card-grid has-dark-background-color\">\n\t<div class=\"container\">\n\t\t\t\t\t<div class=\"row\">\n\t\t\t\t<div class=\"col\">\n\t\t\t\t\t<h2 class=\"related-posts__heading related-posts__heading--featured h1\">Explore more wisdom<\/h2>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\n\t\t\t<div class=\"row related-posts__featured\">\n\t\t\t\t<div class=\"col card-grid__item\">\n\t\t\t\t\t<article\n\t\tclass=\"card-post related-post related-post-0 post-1043 post type-post status-publish format-standard has-post-thumbnail hentry category-money-matters tag-alternative-finance tag-cash-flow tag-crowdfunding business_type-small-business card-post--is-clickable\"\n>\n\t<div class=\"card-post__media-wrapper\">\n\t\t<figure class=\"card-post__media\">\n\t\t\t\t\t\t\t<img decoding=\"async\" width=\"999\" height=\"666\" src=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2017\/08\/0J9A9593.jpg\" class=\"card-post__image\" alt=\"\" loading=\"lazy\" srcset=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2017\/08\/0J9A9593-684x384.jpg 684w, https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2017\/08\/0J9A9593-768x512.jpg 768w, https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2017\/08\/0J9A9593.jpg 999w\" sizes=\"auto, (min-width: 48em) 250px, (min-width: 30em) 100vw, 100vw\" \/>\t\t\t\n\t\t\t\n\t\t\t\t\t<\/figure>\n\t<\/div>\n\n\t<div class=\"card-post__content\">\n\t\t\t\t\t<div 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