Buildium vs QuickBooks for Property Administration

If you consider accounting software program, you in all probability consider QuickBooks first. It’s utilized by companies throughout industries. It integrates with a wide range 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 perfect accounting software program on the market?

We’re not so certain.

If you happen to don’t need to decide to intensive workarounds, we suggest purpose-built software program reminiscent of Buildium over generic choices reminiscent of QuickBooks.

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

To start out, with property administration accounting software program reminiscent of Buildium, you possibly can separate the small print of every proprietor, property, and tenant and generate easy-to-understand studies on every facet of your online business.

What Is Property Administration Accounting?

Earlier than we get within the weeds, there are a number of foundational subjects try to be accustomed to, reminiscent of structuring your financial institution accounts and understanding the accounting cycle.

If you happen to’re beginning out, or simply want a refresher, take a peek at our definitive information to property administration accounting to rise 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 transferring in so many instructions directly, generic accounting software program might not be capable to account for every distinctive scenario.

Property Administration Accounting at Each Enterprise Kind

Property Administration Accounting for Single-Household Models

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

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

Property Administration Accounting for Multifamily Models

If you happen to handle multifamily properties, you want an environment friendly technique 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 hold working issues effectively.

Group affiliation, or HOAs and COAs, administration accounting might 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 reminiscent of Buildium to maintain their operations on observe.

How Accounting Software program for Property Administration Can Assist

Particularly in the event you’re simply beginning out, it’s possible you’ll be tempted to do your bookkeeping through 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 right is usually a painstaking course of, particularly when you have got a number of property managers accessing and updating the identical data.

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

Accounting instruments reminiscent of QuickBooks could make managing your online 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 correct name by utilizing QuickBooks for property management-specific accounting duties? A property administration accounting software program resolution reminiscent of 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 examine the 2 on 10 key elements that would affect your shopping for determination.

Buildium vs QuickBooks for Property Administration

QuickBooks is among the commonest accounting instruments on the market and is used broadly throughout most industries. The software program provides a powerful array of accounting options, though many, reminiscent of stock monitoring and ecommerce studies, 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: Normal Accounting Options


With QuickBooks, you possibly can arrange separate accounts for belongings, liabilities, revenue, and bills, and mark particular transactions as service objects in your accounts. These embody hire, safety deposits, and property administration charges. As soon as linked to your checking account, the software program can type by means of your invoices and categorize your transactions robotically.

QuickBooks additionally permits you to create customized invoicing studies and observe funds in real-time. And you’ll generate digital profit-and-loss studies which might be straightforward to share with property house owners.

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

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


Buildium provides its personal variations of the important options you’ll discover in QuickBooks, plus the instruments it is advisable to handle properties and residents.

Buildium has templates and drop-down menus that make it straightforward to enter all forms of income and bills for every property or affiliation you handle. You may entry and replace clearly organized monetary particulars for every property, property proprietor, shopper, and vendor.

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

As a result of Buildium permits you to gather hire and pay distributors and house owners in a single place, you possibly can entry an easy-to-follow report of every transaction. Buildium’s built-in calculators can decide precisely what you owe and automated funds will help you keep on high of recurring expenses.

QuickBooks vs Buildium: Reconciliation


In QuickBooks, you possibly can reconcile your bank statements by deciding on your account, then fastidiously matching every transaction in your accounting data with the corresponding transaction in your financial institution assertion.

You may verify off every transaction that matches in your QuickBooks account and ensure the distinction proven in your books is zero. From right here, you possibly can 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 may verify matches if there isn’t a one-to-one actual match.

Buildium will even remind you every time it’s time to create reconciliation studies and may generate these studies robotically.

QuickBooks vs Buildium: Chart of Accounts


QuickBooks can observe money move in your accounts, however you’ll should arrange these accounts precisely first.

When beginning an account, you possibly can choose your account sorts from a drop-down menu—this could possibly be classes like Fairness, Earnings, 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 “clients” 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 some other widespread property administration transactions.


Buildium data, updates, and categorizes your monetary transactions precisely and rapidly. The software program comes preloaded with templates which might 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 present chart of accounts and customise it to fulfill the particular wants of your portfolio.

QuickBooks vs Buildium: Billling


You may enter payments into QuickBooks by deciding on distributors you have got saved within the software program, then getting into acceptable particulars reminiscent of due date, deal with, 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. You too can make clear this within the description field.

When you’ve created your invoice, you possibly can pay it by means of QuickBooks, both out of your financial institution free of charge or utilizing a credit score or debit card for a charge.


Buildium permits you to hold 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 straightforward to trace bills and convert work orders to payments utilizing the identical instruments.

For recurring bills, you possibly can arrange automated funds and have Buildium notify others every time a fee is due. You’ll be capable to hold observe of every new cost within the Buildium dashboard.

QuickBooks vs Buildium: Taxes


QuickBooks provides an efiling possibility that may generate 1099s for you and ship out as many kinds as you need. Contractor funds come at an extra value, nonetheless, with the really helpful plan priced at $22.50 per month.


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

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

If you’re able to file, every little thing 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 may create customized studies primarily based on these particulars to share with house owners and your crew.


Throughout the Analytics Hub, Buildium offers you extra element into industry-specific insights, reminiscent of emptiness, turnover, and resident suggestions. You too can examine the way you’re performing primarily based on localized {industry} benchmarks and create studies for house owners that they’ll entry from wherever.

QuickBooks vs Buildium: Belief Accounting


You may arrange belief accounts in QuickBooks, however you’ll should do a lot of the work manually.

Belief accounts are listed underneath “Different Present Liabilities” within the chart of accounts account sort menu. You’ll should fill within the account title and some other particulars.

This may get advanced rapidly, particularly in the event you’re juggling a number of bigger shoppers directly.


Buildium permits you to arrange and clearly distinguish belief accounts, because of its purpose-built accounting instruments. Funds you retain in belief might be organized simply primarily based 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 collection of premium accomplice apps, however many of those are still limited to accounting functions. Meaning you’ll want to look at software program you employ for different elements of your online business to see if, and the way properly, it integrates with QuickBooks.


With Buildium, you have got every little 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 instantly into Buildium.

QuickBooks vs Buildium: Hire Fee


QuickBooks has an internet fee possibility, however it’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 in the end 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 resolution helps you retain delinquent funds down whereas including cash in your pocket by means of 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 out there.

The cheaper choices have extra limits on the variety of customers you possibly can embody, 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 giant property administration firms, albeit an inexpensive alternative in the event you’re in search of fundamental bookkeeping capabilities.

QuickBooks’ Superior plan offers you entry to a handful of extra options, reminiscent of 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 a wide range 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 may 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 technique to fill a single want (last-minute prep for tax season, for instance), property administration accounting software program options reminiscent of  Buildium can truly transfer your online business ahead and make it extra worthwhile multi function fell swoop.

You could be within the place the place generic accounting software program looks like a very good match to your present wants, and, typically it very properly might be.

However a phrase of warning: if your online 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 techniques, 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—every little thing from hire funds, property charges, and completely different proprietor and belief accounts.

Buildium incorporates 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 shoppers [and apartment residents] are capable of 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, nonetheless. To that finish, we’ve put collectively this guidelines of options it is best to search for. Hold it helpful and we’re certain you’ll make the correct alternative in accounting software program to 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 actually linked to the remainder of your property administration operations. Our accounting software program provides all of those options, and studies all of your financials to a single dashboard.

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

Word: The data on this article comes instantly from from February, 2023.