September 27, 2023

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Buildium vs QuickBooks for Property Administration

13 min read

Once you consider accounting software program, you most likely consider QuickBooks first. It’s utilized by companies throughout industries. It integrates with quite a lot of SaaS platforms and has some customization capabilities.

However for property managers with very particular accounting and reporting wants, is QuickBooks for property administration actually the most effective accounting software program on the market?

We’re not so positive.

Should you don’t wish to decide to in depth workarounds, we advocate purpose-built software program similar to Buildium over generic choices similar to QuickBooks.

On this article, we’ll stroll you thru 10 explanation why Buildium makes extra sense as an accounting software program for property administration companies.

To start out, with property administration accounting software program similar to Buildium, you’ll be able to separate the main points of every proprietor, property, and tenant and generate easy-to-understand experiences on every facet of your online business.

What Is Property Administration Accounting?

Earlier than we get within the weeds, there are just a few foundational subjects you need to be acquainted with, similar to structuring your financial institution accounts and understanding the accounting cycle.

Should you’re beginning out, or simply want a refresher, take a peek at our definitive information to property administration accounting to stand up to hurry.

In a nutshell, property administration accounting encompasses all of the funds round managing each your personal enterprise and your house owners’ rental properties. That features:

  • Accumulating hire and holding deposits in belief
  • Reporting and paying taxes, together with submitting 1099s
  • Shopping for and sustaining insurance coverage
  • Billing house owners for providers and repairs
  • Paying crew members and distributors
  • Managing overhead, together with workplace house and tools and licensing charges

Property administration bookkeeping practices are distinctive as a result of it accounts for each your personal funds and that of your house owners. Property managers deal with funds for house owners and even maintain cash within the type of deposits for residents in escrow accounts. As a result of cash is shifting in so many instructions directly, generic accounting software program might not have the ability to account for every distinctive scenario.

Property Administration Accounting at Each Enterprise Sort

Property Administration Accounting for Single-Household Models

Property managers with single-family portfolios might discover that a lot of the transactions they observe, similar to gathering hire funds, making repairs, and investing in advertising, could be categorized neatly by every property they handle.

However as is true for portfolios of any measurement or property kind, you’ll doubtless be coping with a number of property house owners, particularly if you happen to plan to develop your online business. Which means you’ll need to maintain every consumer’s funds clearly separated. Your accounting software program ought to offer you a straightforward method to try this.

Property Administration Accounting for Multifamily Models

Should you handle multifamily properties, you want an environment friendly strategy to observe the funds of a number of models in a single constructing and customary areas, together with all of the repairs and upkeep work that comes with them. Administration instruments that may deal with these particular challenges and scale up with your online business are important if you wish to maintain operating issues effectively.

Neighborhood affiliation, or HOAs and COAs, administration accounting could be a wholly completely different beast. Associations have their very own set of transactions (member dues, HOA charges, and so forth.) to maintain observe of together with particular legal guidelines and guidelines that may range from board to board.

It’s no surprise that 85% of affiliation managers use purpose-built software program similar to Buildium to maintain their operations on observe.

How Accounting Software program for Property Administration Can Assist

Particularly if you happen to’re simply beginning out, it’s possible you’ll be tempted to do your bookkeeping by way of excel spreadsheets, and which will get you by—up to some extent.

For many property managers, spreadsheets merely don’t scale. Money coming out and in of a number of properties needs to be up to date commonly, and ensuring the info is appropriate could be a painstaking course of, particularly when you’ve got a number of property managers accessing and updating the identical info.

You want an correct chart of accounts to doc and reconcile earnings (hire, charges, and repair add-ons) vs bills (paying out to distributors, salaries, and overhead and taxes).

Accounting instruments similar to QuickBooks could make managing your online business accounting simpler by automating the redundant duties that eat up most of your time, whereas maintaining your books correct.

However are you making the fitting name by utilizing QuickBooks for property management-specific accounting duties? A property administration accounting software program answer similar to Buildium that features a chart of accounts custom-made to the wants of property managers could also be a greater reply to your companies distinctive wants.

Now that we’ve coated why you want purpose-built accounting software program for property managers, let’s take a better take a look at QuickBooks vs Buildium, and evaluate the 2 on 10 key elements that might affect your shopping for determination.

Buildium vs QuickBooks for Property Administration

QuickBooks is among the most typical accounting instruments on the market and is used extensively throughout most industries. The software program presents a formidable array of accounting options, though many, similar to stock monitoring and ecommerce experiences, aren’t essentially related to property managers.

Buildium is an all-in-one answer with administration instruments to assist with all of your property administration operations, not simply accounting, together with (however actually not restricted to):

Nonetheless, when strictly evaluating accounting options, Buildium has rather a lot to supply. Let’s see how every software program stacks up.

QuickBooks vs Buildium: Common Accounting Options


With QuickBooks, you’ll be able to arrange separate accounts for belongings, liabilities, earnings, and bills, and mark particular transactions as service gadgets in your accounts. These embrace hire, safety deposits, and property administration charges. As soon as related to your checking account, the software program can kind by means of your invoices and categorize your transactions robotically.

QuickBooks additionally helps you to create customized invoicing experiences and observe funds in real-time. And you’ll generate digital profit-and-loss experiences which are simple to share with property house owners.

QuickBooks, nevertheless, wasn’t purpose-built for property administration.

So as to add particular properties and residents to your account, for instance, you’ll need to mark them as “prospects” and “sub-customers” inside QuickBooks’ system, filling in names, addresses, and different particulars to keep away from confusion.


Buildium presents its personal variations of the important options you’ll discover in QuickBooks, plus the instruments you’ll want to handle properties and residents.

Buildium has templates and drop-down menus that make it simple to enter all varieties of income and bills for every property or affiliation you handle. You possibly can entry and replace clearly organized monetary particulars for every property, property proprietor, consumer, and vendor.

You’ll even have entry to computerized checking account reconciliation and free digital leasing, checking account setup, and EFT funds.

As a result of Buildium helps you to accumulate hire and pay distributors and house owners in a single place, you’ll be able to entry an easy-to-follow document of every transaction. Buildium’s built-in calculators can decide precisely what you owe and computerized funds may also help you keep on high of recurring costs.

QuickBooks vs Buildium: Reconciliation


In QuickBooks, you’ll be able to reconcile your bank statements by choosing your account, then rigorously matching every transaction in your accounting data with the corresponding transaction in your financial institution assertion.

You possibly can test off every transaction that matches in your QuickBooks account and ensure the distinction proven in your books is zero. From right here, you’ll be able to robotically generate a reconciliation report.


Buildium automates the complete reconciliation course of. Buildium downloads transactions out of your financial institution, then matches them with the identical transactions in your account. You possibly can verify matches if there isn’t a one-to-one precise match.

Buildium can even remind you at any time when it’s time to create reconciliation experiences and may generate these experiences robotically.

QuickBooks vs Buildium: Chart of Accounts


QuickBooks can observe money stream in your accounts, however you’ll need to arrange these accounts precisely first.

When beginning an account, you’ll be able to choose your account sorts from a drop-down menu—this may very well be classes like Fairness, Revenue, Bills, Fastened Asset, Lengthy-Time period Legal responsibility, Accounts Payable—and kind customized names and descriptions for every account.

As talked about earlier, QuickBooks solely organizes your accounts by “prospects” and “sub-customers.” There isn’t a lot room to get extra particular right here, so that you’ll must depend on your written descriptions when including tenants and properties to your account.

There’s additionally a scarcity of pre-built classes for vendor funds, hire, affiliation charges, and every other frequent property administration transactions.


Buildium data, updates, and categorizes your monetary transactions precisely and shortly. The software program comes preloaded with templates which are already configured for particular property administration accounting wants, so that you’ll spend much less time customizing every account and discipline.

In Buildium you even have the choice to edit an present chart of accounts and customise it to fulfill the particular wants of your portfolio.

QuickBooks vs Buildium: Billling


You possibly can enter payments into QuickBooks by choosing distributors you’ve got saved within the software program, then coming into applicable particulars similar to due date, handle, invoice quantity, the quantity, and the kind of the service you’re being billed for.

Since there are only some choices right here that pertain particularly to property administration, you’ll have to search out the closest match with the choices out there. It’s also possible to make clear this within the description field.

When you’ve created your invoice, you’ll be able to pay it by means of QuickBooks, both out of your financial institution without spending a dime or utilizing a credit score or debit card for a charge.


Buildium helps you to maintain all of your accounts payable in a single simple-to-use dashboard. The progress of all of your upkeep and repairs is already out there on this dashboard, which makes it simple to trace bills and convert work orders to payments utilizing the identical instruments.

For recurring bills, you’ll be able to arrange computerized funds and have Buildium notify others at any time when a fee is due. You’ll have the ability to maintain observe of every new cost within the Buildium dashboard.

QuickBooks vs Buildium: Taxes


QuickBooks presents an efiling possibility that may generate 1099s for you and ship out as many varieties as you need. Contractor funds come at a further price, nevertheless, with the advisable plan priced at $22.50 per month.


Buildium’s eFiling options provide help to get a head begin on tax season and prep your varieties earlier than submitting is open with the IRS, which lets you confirm your tax numbers and lacking info forward of time. You possibly can create varieties on-line for each property house owners and distributors, postmark them, and observe them in the identical day.

That features 1099 varieties, which property managers can entry just a few weeks forward of the official submitting time period with the IRS. Buildium pulls tax info instantly out of your accounting and creates each 1099-MISC and 1099-NEC varieties for each property house owners and distributors. Postmark them that very same day and ship a digital copy, as effectively.

Once you’re able to file, all the things is able to file proper by means of Buildium.

QuickBooks vs Buildium: Progress


QuickBooks offers you a fundamental view of your organization’s monetary well being, together with revenue, loss, income, and bills. You possibly can create customized experiences based mostly on these particulars to share with house owners and your crew.


Inside the Analytics Hub, Buildium offers you extra element into industry-specific insights, similar to emptiness, turnover, and resident suggestions. It’s also possible to evaluate the way you’re performing based mostly on localized {industry} benchmarks and create experiences for house owners that they’ll entry from anyplace.

QuickBooks vs Buildium: Belief Accounting


You possibly can arrange belief accounts in QuickBooks, however you’ll need to do a lot of the work manually.

Belief accounts are listed beneath “Different Present Liabilities” within the chart of accounts account kind menu. You’ll need to fill within the account identify and every other particulars.

This could get complicated shortly, particularly if you happen to’re juggling a number of bigger purchasers directly.


Buildium helps you to arrange and clearly distinguish belief accounts, due to its purpose-built accounting instruments. Funds you retain in belief could be organized simply based mostly on the property and property proprietor tied to every account. This helps you keep away from any expensive errors and defend your house owners from the identical.

QuickBooks vs Buildium: Integrations


QuickBooks’ Superior plan offers you entry to a choice of premium accomplice apps, however many of those are still limited to accounting functions. Which means you’ll want to look at software program you utilize for different elements of your online business to see if, and the way effectively, it integrates with QuickBooks.


With Buildium, you’ve got all the things you want in a single place. Buildium has each an open API and a Market, with vetted accomplice instruments for each a part of the job, from advertising and itemizing to safety deposit administration and establishing utilities. Market is an ecosystem of confirmed integrations that plug instantly into Buildium.

QuickBooks vs Buildium: Lease Cost


QuickBooks has a web-based fee possibility, but it surely’s far more restricted. There’s no portal your tenants can entry and no autopay possibility for hire.


An efficient on-line hire fee characteristic robotically notifies tenants when hire is due, retains observe of fee historical past, permits bank card and ACH funds, and finally updates your monetary data.

Buildium has all these options and helps you observe funds in a portal that’s easy to make use of, each for you and for tenants.

To not point out, Buidlium’s ePay answer helps you retain delinquent funds down whereas including cash in your pocket by means of ACH transactions.

QuickBooks vs Buildium: Pricing


The most well-liked QuickBooks plan will run you $42.50 per month with stripped again and extra in depth choices additionally out there.

The cheaper choices have extra limits on the variety of customers you’ll be able to embrace, don’t allow you to observe profitability, and have throughout fewer options, making it a much less viable possibility for a lot of mid-sized to massive property administration firms, albeit an inexpensive alternative if you happen to’re in search of fundamental bookkeeping capabilities.

QuickBooks’ Superior plan offers you entry to a handful of further options, similar to worker bills and premium apps, plus expanded technical assist and coaching sources. The Superior plan will run you $100 per thirty days.


Buildium has three pricing packages, with its center Progress plan beginning at $166 per thirty days, and it contains quite a lot of options past accounting.

With any Buildium plan, you’ll have entry to upkeep administration, job and violation monitoring, on-line portals, and resident and affiliation communication instruments.

The Progress plan offers you entry to limitless e-signatures, property inspections, premium tenant screening, web site creation instruments to market your online business, and insights into all-round enterprise efficiency.

You possibly can join on-line funds, late charges, and upkeep invoices, to your account, having one supply of fact for the standing of each lease and vendor contract.

Taken collectively, these options may give you higher worth and persistently greater ROI than standalone accounting software program.

Whereas generic accounting software program could also be a fast and efficient strategy to fill a single want (last-minute prep for tax season, for instance), property administration accounting software program options similar to  Buildium can really transfer your online business ahead and make it extra worthwhile multi function fell swoop.

Chances are you’ll be within the place the place generic accounting software program looks as if a superb match in your present wants, and, typically it very effectively could be.

However a phrase of warning: if your online business expands, you’ll inevitably outgrow the capabilities of most traditional accounting software program. As an alternative of coping with the complications of implementing new programs, select an answer with product tiers that scale with the scale of your online business.

Buildium or QuickBooks for Property Administration Accounting

With QuickBooks, it’s possible you’ll must take additional steps to mirror the ins and outs of your online business—all the things from hire funds, property charges, and completely different proprietor and belief accounts.

Buildium comprises accounting options tailor-made particularly for property managers, and integration with a complete suite of different administration instruments to make the job simpler.

As one buyer wrote on Capterra: “Actually, [Buildium] has helped our enterprise out tremendously, the best way it tracks financials for all associations. And purchasers [and apartment residents] are in a position to pay on-line. Actually glad this program permits the accounting a part of any enterprise together with the administration of all properties in a single program.”

We perceive that no two property administration firms are alike. There are some vital capabilities that may profit any enterprise, nevertheless. To that finish, we’ve put collectively this guidelines of options you need to search for. Hold it helpful and we’re positive you’ll make the fitting alternative in accounting software program in your wants.

QuickBooks vs Buildium: Accounting Options Guidelines

quickbooks for property management chart

Buildium delivers complete property accounting options to maintain your bookkeeping full and correct—and really related to the remainder of your property administration operations. Our accounting software program presents all of those options, and experiences all of your financials to a single dashboard.

Certain, you should utilize QuickBooks for property administration, however when a software program answer is attempting to be all the things to everybody—in each {industry}—it normally finally ends up falling quick. Buildium has created software program for one particular person solely: the property supervisor attempting to manage the chaos, sharpen operations, and develop their enterprise.

Notice: The knowledge on this article comes instantly from from February, 2023.

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