InsightTrack Bookkeeping gives real estate investors full-service monthly bookkeeping in QuickBooks Online — transaction coding, bank reconciliations, AR/AP, and monthly financial statements — on flat-rate packages starting at $300 per month. One bookkeeper on your file every month. See package pricing or book a free consultation.
Who This Is For
Investor books fail at the property level. Rent from six doors lands in one account, the mortgage payments go out as one expense, a property manager's statement nets fees and repairs against rent before it hits the bank, and a security deposit that will be returned in two years gets counted as income today. A flip's purchase, rehab, holding costs, and sale get spread across a calendar year of expenses so the actual profit on the deal is anyone's guess. And when the lender asks for a P&L by property and a current balance sheet, there's nothing to send.
InsightTrack sets up investor books with each property tracked separately, security deposits and escrow as liabilities and assets rather than income and expense, mortgage payments split into interest and principal, and capital improvements kept apart from repairs so your CPA has a clean depreciation schedule. Flips are tracked as projects with cost basis and holding costs; short-term rentals are reconciled from Airbnb and Vrbo payouts net of fees with occupancy taxes as a liability.
Designed for buy-and-hold landlords, flippers, BRRRR investors, short-term rental hosts, and small multifamily owners across Arkansas and remotely nationwide, including portfolios held across multiple LLCs.
What Makes Bookkeeping for Real Estate Investors Different
Every property on its own P&L
Each property is tracked as its own class or location in QuickBooks Online so rent, management fees, repairs, taxes, insurance, and mortgage interest roll up by property. The portfolio total is the sum, not the starting point.
Deposits, escrow, and mortgage splits
Security deposits are a liability, not income. Escrow is an asset, not an expense. Each mortgage payment is split into interest, principal, and escrow so the balance sheet shows real equity and the P&L shows real cost.
Capex vs. repairs
A water heater is a repair; a roof is a capital improvement with a depreciation life. We code consistently and keep a fixed-asset list per property so your CPA's depreciation schedule doesn't start from scratch every year.
Property managers, STR platforms, and multiple entities
Manager statements are reconciled gross so fees and repairs are visible. Airbnb and Vrbo payouts are recorded at gross with platform fees and occupancy taxes separated. Entities are kept in their own books with intercompany balances tracked.
How We Set Up Your Books
Investor books use a chart of accounts built around net operating income: rental revenue and other income, then operating expenses — management, repairs and maintenance, property taxes, insurance, utilities, HOA — by property, with mortgage interest and depreciation below NOI. Properties, loans, escrow, and security deposits all live on the balance sheet.
- Class or location per property — P&L by property and for the portfolio every month
- Mortgage payments split — interest, principal, and escrow recorded separately, loan balances reconciled to lender statements
- Security deposits and escrow as balance sheet items — never income or expense
- Fixed-asset list per property — purchase, closing costs, and improvements tracked for your CPA's depreciation schedule
- Manager and platform reconciliation — Buildium, AppFolio, or manager statements and Airbnb/Vrbo payouts recorded gross
- Flips as projects — acquisition, rehab, holding costs, and sale tracked per deal for a real profit number
The Numbers We Track for Real Estate Investors
Every client gets a monthly P&L, balance sheet, and cash flow statement. For real estate investors we also report the operating numbers that drive decisions, and can build them into a dashboard that updates as the books close.
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NOI by property
Rent less operating expenses, before debt service — the number every lender and every buyer looks at first.
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Cash flow after debt service
NOI less principal and interest, by property and for the portfolio. What the properties actually put in your pocket.
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Vacancy and collection
Rent collected against rent scheduled, by property, so a tenant who's slipping shows up in the numbers before the eviction.
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Debt service coverage
NOI divided by debt service — the ratio your next loan will be underwritten on, calculated from the books you already have.
Serving Real Estate Investors in Arkansas and Nationwide
InsightTrack is based in Conway, Arkansas, and works with real estate investors in Little Rock, Conway, Maumelle, and across Central Arkansas, plus Fayetteville, Rogers, Bentonville, and Springdale in Northwest Arkansas.
The work is done in QuickBooks Online with documents shared through a secure portal, so location doesn't limit who we can help. We also serve real estate investors in Texas and nationwide. See all locations.
Frequently Asked Questions
Can you give me a P&L for each property?
Yes. Each property is tracked as its own class or location in QuickBooks Online, so you get a P&L by property and for the portfolio every month, with NOI and cash flow after debt service.
How do you handle security deposits and mortgage payments?
Security deposits are recorded as a liability owed to tenants, escrow as an asset, and each mortgage payment is split into interest, principal, and escrow. Loan balances are reconciled to lender statements so the balance sheet shows real equity.
I hold properties in several LLCs. Can you keep them straight?
Yes. Each entity gets its own books, with intercompany transfers and shared expenses tracked and allocated so each LLC's statements stand on their own for your CPA and your lenders.
Do you work with short-term rentals?
Yes. Airbnb and Vrbo payouts are recorded at gross with platform fees separated and occupancy taxes tracked as a liability, and cleaning and turnover costs are coded to the property.
What does bookkeeping for a real estate investor cost?
Flat-rate packages start at $300 per month, which covers a handful of doors in one entity. Larger portfolios, multiple entities, flips, or short-term rentals would usually run $500 to $1,200 per month depending on the number of properties and transaction volume.
Get In Touch
Bring your current setup — QuickBooks file, spreadsheet, or shoebox — and we'll tell you what the monthly close would cost and what a cleanup would involve. Call (501) 697-1919 or email marcus@insighttrackbookkeeping.com.