Facility Services
Multiple properties, multiple contracts. We track every dollar at the property or contract level so you always know where the money went.
The Industry
Facility services businesses share a common challenge. Whether you manage apartment buildings, maintain commercial properties, or staff security guards across multiple sites, the money has to be tracked at a level of detail that most businesses never need. Every property, every contract, every client site has its own revenue and its own expenses. Lumping everything together tells you nothing useful.
Property management adds another dimension. In Florida, trust accounts holding security deposits and owner reserves are governed by specific statutes. Commingling those funds with your operating account is not just sloppy bookkeeping. It is a legal problem. Building maintenance and security companies face their own version of this. Contracts with different billing rates, labor crews assigned to different sites, materials and supplies consumed at various locations. All of it needs to tie back to the right contract so you know which ones are profitable and which ones are quietly losing money.
Who This Covers
Who This Covers
Property management companies, building maintenance firms, commercial janitorial operations with facility contracts, and security guard or patrol service companies. Any business in Orlando or Central Florida managing multiple properties, contracts, or client sites that needs financial tracking at the individual account level.
What Makes It Complex
What Makes It Complex
Revenue and expenses need to be tracked by property or by contract, not just in total. Trust accounts require strict separation from operating funds. Labor is the biggest expense and it needs to be allocated to the right site or contract. Vendor payments flow through on behalf of property owners. Commercial clients often pay on net-30 or net-60 terms, which creates cash flow gaps even when the books show a profit.
What We Handle
Every property or contract gets set up as its own tracking category in QuickBooks. Income from a 150-unit apartment complex stays separate from the management fee on a retail plaza. Expenses follow the same structure. When a property owner asks what was spent on maintenance last quarter, you pull one report and hand it over. No digging through bank statements trying to piece it together from memory.
For property managers, we reconcile trust accounts monthly against your bank statements and property management software. Security deposits, owner reserves, and maintenance funds all get verified. Vendor bills are recorded by property so you always know what was paid, when, and for which owner. For maintenance and security companies, we track labor and material costs by contract so you can see whether that office park agreement is actually covering its costs or whether the pricing needs to change.
Property-Level Financial Tracking
Property-Level Financial Tracking
Revenue and expenses organized by property, contract, or client site. Monthly reports showing performance at whatever level of detail you need. Owner statements supported by clean, reconciled books. Trust account reconciliation for property managers ensuring every dollar is accounted for and separated properly.
Labor, Vendors, and Billing
Labor, Vendors, and Billing
Crew labor allocated to the right contracts. Vendor bills tracked and paid on schedule with records tied to specific properties. Invoicing and accounts receivable monitored so you know who owes what and how long it has been outstanding. Payroll system setup and training so your team gets paid correctly every cycle.
What Goes Wrong
The most common problem in property management bookkeeping is trust account confusion. Owner funds get mixed with operating funds. Security deposits don’t match the ledger. A vendor gets paid from the wrong account. These are not just accounting errors. In Florida, mishandling trust funds can trigger investigations and fines from the DBPR. And often the business owner doesn’t even realize something is wrong until an audit or an angry property owner forces the issue.
For maintenance and security companies, the problem is usually a lack of visibility at the contract level. You know total revenue and total expenses for the month, but you cannot tell which contracts are making money and which ones are dragging you down. That office building you service three times a week might look fine on paper, but once you allocate labor, supplies, and drive time, it is barely breaking even. Without that breakdown, you renew contracts at rates that don’t work and wonder why margins keep shrinking.
Trust Account and Compliance Risk
Trust Account and Compliance Risk
Owner funds not reconciled monthly. Security deposits recorded incorrectly or sitting in the wrong account. Operating expenses accidentally paid from trust funds. These mistakes compound over time and become very expensive to untangle, both financially and legally.
Invisible Contract Losses
Invisible Contract Losses
No per-contract profitability tracking. Labor costs estimated instead of allocated. Material and supply expenses lumped into one general category. You renew a contract for another year because the client pays on time, without realizing the work costs more than what you bill for it.
What Changes
Trust accounts stay reconciled every month. You can pull an owner statement at any time and know the numbers are right. Operating funds and trust funds stay cleanly separated with a paper trail that protects you during audits or disputes. Property owners get accurate, timely financial reports, which builds the kind of trust that keeps management agreements in place long term.
Contract profitability becomes visible. You see which properties or agreements generate real margin and which ones need renegotiation. Labor costs get allocated properly so you can make informed decisions about staffing and pricing. Vendor bills are tracked and paid on schedule. Cash flow becomes something you plan around instead of something you check nervously every Monday morning.
Clean Books and Compliance Confidence
Clean Books and Compliance Confidence
Monthly trust account reconciliation. Owner statements backed by accurate records. Operating and trust funds clearly separated. Financial reports ready for audits, property owners, or your own review without weeks of cleanup first.
Profitable Growth Decisions
Profitable Growth Decisions
Per-contract profitability showing which accounts are worth keeping and which need repricing. Labor cost data that supports smarter staffing decisions. Cash flow forecasting that accounts for slow-paying commercial clients. The financial clarity to take on new properties or contracts knowing the numbers will hold up.
Central Florida's Trusted Bookkeeping Firm
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