Trust rec and owner statements. Done by the 5th.
Propfina ties every rent deposit and STR payout out to QuickBooks, reconciles the trust account and drafts owner statements, working from the reports you already export. A named bookkeeper handles the exceptions. No API needed, so it works on AppFolio Basic.
Works from the general ledger, owner ledger and payout reports you can already export, so AppFolio Basic is covered.
A month spent building owner-statement PDFs, by property managers’ own count. Propfina drafts them from the reconciled numbers.
The difference you sign off on. Bank, trust ledger and every owner and tenant ledger tie out each month, or you see why.
Every deposit and payout tied out to QuickBooks
AppFolio Basic has no API, so no connector can reach it. Propfina reads the reports you already export from AppFolio, Rentvine or Guesty, plus the bank statement, and ties every line out to QuickBooks. Only what doesn’t match goes to the queue.
- Each row matched on date, amount and property
- Management fees posted to income, not to owner draws
- Nothing retyped by hand from the PDF
- Batch total matches the bank deposit to the cent
- Each receipt posted to its owner and property
- Late fees kept apart from rent
- Payout total matches the bank deposit to the cent
- Channel fee booked as an expense, not netted from rent
- Occupancy tax held for remittance
- Checks matched on check number and amount
- Deposits in transit carried to October
- A $15 bank fee in the trust account flagged
A three-way rec that ties out every month
Bank, trust ledger and the sum of every owner and tenant ledger, side by side. When they don’t agree, you see exactly which check, deposit or owner is the reason, not a month-end mystery.
- Statement balance $181,577.40, plus $3,215.00 in transit, less $580.00 in checks
- Security deposits held: $41,300.00, matched to tenant ledgers
- Every owner ledger summed, including Hollis at −$1,790
- Check #4471 · Ridge Plumbing · $430.00 · uncashed 8 days
- Check #4479 · Maple St lawn care · $150.00 · uncashed 2 days
- Deposit in transit · 6 rent receipts · $3,215.00 · cleared Oct 1
- Bank fee · $15.00 · moved to operating, trust reimbursed
Any check outstanding over 90 days gets a call to the payee before it turns into unclaimed property.
Hollis paid a $9,800 roof bill before rent came in. Their draw is held and they’re asked to fund the reserve.
Statements that match the trust ledger
Owner statements are drafted from the same reconciled numbers, so what an owner sees matches the books. A named bookkeeper who already knows your PM software and QuickBooks checks the odd ones. You approve the batch.
- Rent, Units A–D · $6,400.00
- Ridge Plumbing · Unit C water heater · −$812.00
- Management fee, 8% · −$512.00
- Owner draw by ACH · $5,076.00
- Pulled the September exports from AppFolio and the bank
- Cleared 3 queued deposits and 1 short Airbnb payout
- Signed off the trust reconciliation at $0.00
- Asked you about 2 statements she couldn’t send
Roof bill paid before rent came in. Hold the draw?
Airbnb paid $95 less than Guesty shows. Cleaning fee waived?
Where month-end breaks in your portfolio
Same problem everywhere: the money moves in your PM software, the books live in QuickBooks, and someone ties them out by hand.
AppFolio Basic
No API, so every report is exported and retyped into QuickBooks by hand.
Export tie-out →Rentvine
Deposit batches that land in QuickBooks as one number with no receipts behind it.
Batch split per property →Short-term rentals on Guesty
Airbnb and Vrbo payouts net of fees, covering several stays and listings at once.
Payout tie-out →Mixed portfolios
Long-term doors and STR listings in one trust account with two sets of rules.
One rec for both →Owner-run PM firms
The owner still does month-end on weekends because nobody else knows the workflow.
Hand off month-end →Bookkeepers serving PMs
Several PM clients, each with its own exports, trust account and statement format.
One queue per client →What operators say about the PM back office
AppFolio and QuickBooks bookkeeper wanted, $4 an hour. "No API option."
Bookkeeper who already knows QuickBooks Online, AppFolio and Guesty, at $5.50 an hour.
A $7 an hour hire for Rentvine and QuickBooks is a solid deal, "if they already know the workflow."
Accountant wanted for our short-term rentals, about $600 a month.
Owner-statement PDFs alone take 3 to 4 hours every month.
I spend 15+ hours a week managing the VAs who were supposed to save me time.
From public job posts and operator forums. These people are not Propfina customers.
Works with the tools you already pay for
Keep your PM software. Keep QuickBooks. Propfina reads your exports and only ever writes approved entries to QuickBooks.
Less than the bookkeeper you’d hire to do it by hand
Month-to-month on every plan. No setup fee, no early-termination fee.
Software
You upload the exports and clear the queue.
- Export-to-QuickBooks tie-out
- Three-way trust reconciliation
- Owner statement drafts
- Up to 100 doors or 20 listings
Managed
Software plus a named bookkeeper who runs month-end for you.
- Everything in Software
- Same bookkeeper every month
- Knows AppFolio, Rentvine or Guesty and QuickBooks
- Trust rec signed off by the 5th
- Owner statements sent after your OK
- Up to 300 doors or 60 listings
Portfolio
More doors, several trust accounts or entities, or a backlog to clean up.
- Everything in Managed
- Multiple trust accounts and owner entities
- Mixed long-term and STR books
- Cleanup of past months
For comparison: job posts for an AppFolio, Rentvine or Guesty plus QuickBooks bookkeeper pay $4–7 an hour, about $690–1,210 a month full time, and you still have to find one who knows the workflow. An STR accountant runs about $600 a month.
How Propfina compares
| Option | Cost | Works on AppFolio Basic (no API) | Who does the tie-out | When owners get statements |
|---|---|---|---|---|
| Propfina | $149–590 / month | Yes, works from exports | Software, plus our bookkeeper on Managed | Every month, after your OK |
| Offshore bookkeeper | $4–7 / hour (about $690–1,210 / month full time) | Yes, by hand | A hire you find, train in AppFolio and QuickBooks, and check | Whenever they finish |
| STR accountant | About $600 / month | Yes, by hand | Your accountant, at month-end | After month-end close |
| API sync tool | Its own monthly subscription | No, it needs an API | The sync, then you check it | Not covered; it only syncs |
| You, with Excel | Free, plus 3–4 hours a month on statements alone | Yes, by hand | You | When you get to it |
Questions property managers ask
Straight answers on price, AppFolio Basic and what Propfina touches in your books.
What is Propfina?
Propfina is the finance back office for property managers and short-term-rental operators on AppFolio, Rentvine or Guesty with QuickBooks Online. It reads the reports you export from your property-management software, ties every rent deposit and STR payout out to QuickBooks, runs the monthly three-way trust reconciliation and drafts owner statements. A named bookkeeper checks the exceptions and signs off each month. It covers finance only and does not coordinate maintenance.
How much does Propfina cost?
The Software plan is $149 a month for up to 100 doors or 20 short-term listings, and you clear the exception queue yourself. Managed is $590 a month for up to 300 doors or 60 listings and adds a named bookkeeper who runs month-end, signs off the trust reconciliation and sends owner statements after you approve them. Portfolio is custom-priced for more doors, several trust accounts or a backlog of past months. Every plan is month-to-month with no setup fee.
Does Propfina work with AppFolio Basic, which has no API?
Yes. AppFolio Basic has no API, so no connector can pull from it, and that is why trust reconciliation, owner statements and payout tie-out are usually done by hand on that plan. Propfina works from the standard reports you can already export from AppFolio, Rentvine or Guesty, such as the general ledger, owner ledgers and payout reports, plus your bank statement. On Managed, your bookkeeper pulls the exports for you each month.
Is Propfina cheaper than hiring an offshore bookkeeper?
Usually, yes. Job posts for this work pay $4 to $7 an hour, which is about $690 to $1,210 a month full time, or about $433 a month at 20 hours a week and $5 an hour. The posts ask for someone who already knows AppFolio, Rentvine or Guesty plus QuickBooks, and one operator said a $7 an hour hire is only a good deal if they already know the workflow. Propfina Managed is $590 a month with the software and a trained bookkeeper included, so you are not training or checking a new hire.
How is Propfina different from an STR accountant?
Job posts for a short-term-rental accountant list about $600 a month. Propfina Managed is $590 a month and ties out every Airbnb, Vrbo and direct-booking payout from your Guesty export to the QuickBooks deposit, splitting each payout into rent, cleaning fees, channel fees and taxes. Exceptions are flagged during the month, not found at month-end, and you can keep your CPA for taxes.
What does the trust reconciliation include?
Propfina runs a three-way reconciliation of the trust account every month. It checks that the adjusted bank balance, the trust ledger balance in your property-management software and the sum of every owner and tenant ledger agree to the cent, and it lists outstanding checks, deposits in transit and any difference for a person to clear. On Managed, your bookkeeper signs off the reconciliation by the 5th of the month and you get the report as a PDF.
How long do owner statements take with Propfina?
Property managers report spending 3 to 4 hours a month just producing owner-statement PDFs. Propfina drafts every owner statement from the same exports it uses for the reconciliation, so the numbers on the statement match the trust ledger. You review the flagged ones and approve the batch, and the statements go out by email with the PDF attached.
Will Propfina change anything in AppFolio, Rentvine, Guesty or QuickBooks?
Propfina never writes to AppFolio, Rentvine or Guesty; it only reads the reports you export. In QuickBooks it starts read-only. When you turn on posting, it adds journal entries for payouts and fees only after a person approves them, never deletes a transaction, logs every entry with the export row it came from and lets you undo any entry for 90 days.
Close the month without the weekend
Send us your exports. Every month you get a tied-out trust account and owner statements ready to approve.
Month-to-month. Read-only to start. Nothing is posted to QuickBooks until you say so.