Buildium vs QuickBooks for Property Administration

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 one of the best accounting software program on the market?

We’re not so certain.

For those who don’t need to decide to intensive workarounds, we suggest purpose-built software program comparable to Buildium over generic choices comparable 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 begin, with property administration accounting software program comparable to Buildium, you’ll be able to separate the small print of every proprietor, property, and tenant and generate easy-to-understand reviews on every facet of your small business.

What Is Property Administration Accounting?

Earlier than we get within the weeds, there are a couple of foundational subjects you have to be accustomed to, comparable to structuring your financial institution accounts and understanding the accounting cycle.

For those who’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 individual enterprise and your house owners’ rental properties. That features:

  • Amassing hire and holding deposits in belief
  • Reporting and paying taxes, together with submitting 1099s
  • Shopping for and sustaining insurance coverage
  • Billing house owners for companies and repairs
  • Paying staff members and distributors
  • Managing overhead, together with workplace area and gear and licensing charges

Property administration bookkeeping practices are distinctive as a result of it accounts for each your individual 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 transferring in so many instructions without delay, generic accounting software program could not have the ability to account for every distinctive state of affairs.

Property Administration Accounting at Each Enterprise Sort

Property Administration Accounting for Single-Household Models

Property managers with single-family portfolios could discover that a lot of the transactions they monitor, comparable to accumulating hire funds, making repairs, and investing in advertising and marketing, may be categorized neatly by every property they handle.

However as is true for portfolios of any measurement or property sort, you’ll doubtless be coping with a number of property house owners, particularly in the event you plan to develop your small business. Which means you’ll need to preserve every shopper’s funds clearly separated. Your accounting software program ought to provide you with a simple means to do this.

Property Administration Accounting for Multifamily Models

For those who handle multifamily properties, you want an environment friendly strategy to monitor 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 small business are important if you wish to preserve operating issues effectively.

Group affiliation, or HOAs and COAs, administration accounting may be a completely totally different beast. Associations have their very own set of transactions (member dues, HOA charges, and many others.) to maintain monitor of together with particular legal guidelines and guidelines that may fluctuate from board to board.

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

How Accounting Software program for Property Administration Can Assist

Particularly in the event you’re simply beginning out, you could be tempted to do your bookkeeping by way of excel spreadsheets, and which will get you by—up to a degree.

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 often, and ensuring the information is right could be a painstaking course of, particularly when you’ve got a number of property managers accessing and updating the identical data.

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 comparable to QuickBooks could make managing your small business accounting simpler by automating the redundant duties that eat up most of your time, whereas holding your books correct.

However are you making the appropriate name by utilizing QuickBooks for property management-specific accounting duties? A property administration accounting software program resolution comparable 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 lined why you want purpose-built accounting software program for property managers, let’s take a more in-depth have a look at QuickBooks vs Buildium, and examine the 2 on 10 key elements that would affect your shopping for determination.

Buildium vs QuickBooks for Property Administration

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

Buildium is an all-in-one resolution 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 so much to supply. Let’s see how every software program stacks up.

QuickBooks vs Buildium: Basic Accounting Options


With QuickBooks, you’ll be able to arrange separate accounts for property, 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 your invoices and categorize your transactions routinely.

QuickBooks additionally helps you to create customized invoicing reviews and monitor funds in real-time. And you’ll generate digital profit-and-loss reviews which can be straightforward 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 “clients” 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 that you must handle properties and residents.

Buildium has templates and drop-down menus that make it straightforward to enter all sorts 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, shopper, 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 file of every transaction. Buildium’s built-in calculators can decide precisely what you owe and computerized funds can assist you keep on prime 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 verify 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 routinely generate a reconciliation report.


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

Buildium may also remind you each time it’s time to create reconciliation reviews and may generate these reviews routinely.

QuickBooks vs Buildium: Chart of Accounts


QuickBooks can monitor money move 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 varieties from a drop-down menu—this might be classes like Fairness, Revenue, Bills, Mounted 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 “clients” and “sub-customers.” There isn’t a lot room to get extra particular right here, so that you’ll have to depend on your written descriptions when including tenants and properties to your account.

There’s additionally an absence of pre-built classes for vendor funds, hire, affiliation charges, and every other widespread property administration transactions.


Buildium data, updates, and categorizes your monetary transactions precisely and rapidly. The software program comes preloaded with templates which can be 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 current 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 getting into acceptable particulars comparable to due date, deal with, invoice quantity, the quantity, and the kind of the service you’re being billed for.

Since there are just a few choices right here that pertain particularly to property administration, you’ll have to search out the closest match with the choices obtainable. You may as well make clear this within the description field.

When you’ve created your invoice, you’ll be able to pay it by QuickBooks, both out of your financial institution totally free or utilizing a credit score or debit card for a charge.


Buildium helps you to preserve all of your accounts payable in a single simple-to-use dashboard. The progress of all of your upkeep and repairs is already obtainable on this dashboard, which makes it straightforward 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 each time a fee is due. You’ll have the ability to preserve monitor 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 an extra value, nevertheless, with the beneficial plan priced at $22.50 per month.


Buildium’s eFiling options allow you 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 data forward of time. You possibly can create varieties on-line for each property house owners and distributors, postmark them, and monitor them in the identical day.

That features 1099 varieties, which property managers can entry a couple of weeks forward of the official submitting time period with the IRS. Buildium pulls tax data immediately 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 properly.

Once you’re able to file, every thing is able to file proper by Buildium.

QuickBooks vs Buildium: Progress


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


Inside the Analytics Hub, Buildium provides you extra element into industry-specific insights, comparable to emptiness, turnover, and resident suggestions. You may as well examine the way you’re performing based mostly on localized {industry} benchmarks and create reviews for house owners that they’ll entry from wherever.

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 below “Different Present Liabilities” within the chart of accounts account sort menu. You’ll need to fill within the account title and every other particulars.

This could get advanced rapidly, particularly in the event you’re juggling a number of bigger purchasers without delay.


Buildium helps you to arrange and clearly distinguish belief accounts, because of its purpose-built accounting instruments. Funds you retain in belief may 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 provides you entry to a collection 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 employ for different components of your small business to see if, and the way properly, it integrates with QuickBooks.


With Buildium, you’ve got every thing 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 marketing and itemizing to safety deposit administration and establishing utilities. Market is an ecosystem of confirmed integrations that plug immediately 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 routinely notifies tenants when hire is due, retains monitor of fee historical past, permits bank card and ACH funds, and in the end updates your monetary data.

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

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

QuickBooks vs Buildium: Pricing


The preferred QuickBooks plan will run you $42.50 per month with stripped again and extra intensive choices additionally obtainable.

The cheaper choices have extra limits on the variety of customers you’ll be able to embrace, don’t allow you to monitor 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 in the event you’re on the lookout for fundamental bookkeeping capabilities.

QuickBooks’ Superior plan provides you entry to a handful of extra options, comparable to worker bills and premium apps, plus expanded technical help 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, activity and violation monitoring, on-line portals, and resident and affiliation communication instruments.

The Progress plan provides you entry to limitless e-signatures, property inspections, premium tenant screening, web site creation instruments to market your small 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 can provide you higher worth and persistently larger 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 comparable to  Buildium can really transfer your small business ahead and make it extra worthwhile multi function fell swoop.

You might be within the place the place generic accounting software program looks like an excellent match on your present wants, and, typically it very properly may be.

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

Buildium or QuickBooks for Property Administration Accounting

With QuickBooks, you could have to take further steps to mirror the ins and outs of your small business—every thing from hire funds, property charges, and totally 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 way in which 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 necessary capabilities that may profit any enterprise, nevertheless. To that finish, we’ve put collectively this guidelines of options it is best to search for. Maintain it useful and we’re certain you’ll make the appropriate alternative in accounting software program on 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 reviews all of your financials to a single dashboard.

Positive, you should utilize QuickBooks for property administration, however when a software program resolution is making an attempt to be every thing to everybody—in each {industry}—it often finally ends up falling brief. Buildium has created software program for one individual solely: the property supervisor making an attempt to manage the chaos, sharpen operations, and develop their enterprise.

Be aware: The knowledge on this article comes immediately from from February, 2023.