Facility Services
Property managers handle trust funds that must stay separate from operating money. We reconcile every account and track per-contract costs for maintenance and security firms.
Other People's Money
Property management in New York City means handling money that does not belong to you. Tenant security deposits sit in escrow. Monthly rent collections flow through your accounts before being distributed to owners. Reserve funds accumulate for capital projects. New York law requires that these funds stay in separate trust accounts, completely apart from your operating money. The consequences of getting this wrong are not limited to accounting headaches. You risk license action, lawsuits, and the loss of your entire client portfolio if an owner discovers their funds were mishandled.
Building maintenance companies and security firms face a different set of pressures. The work is labor-intensive and delivered under ongoing contracts to commercial clients who pay on net-30 or net-60 terms. That means you are covering two or three payroll cycles before the invoice gets paid. Your biggest expense is people, and people expect to be paid on time regardless of when your client cuts a check. The financial structure of these businesses demands careful tracking of what each contract costs to service, what is owed to you, and whether you have the cash to cover the gap.
Who This Covers
Who This Covers
Property management companies, building maintenance firms, and security guard companies operating across the Bronx, Westchester, and all five boroughs. B2B facility service providers managing buildings, contracts, and large hourly workforces.
What Makes It Different
What Makes It Different
Trust and escrow accounting requirements for property managers that carry legal obligations. Large hourly workforces for security and maintenance companies with overtime, shift differentials, and site-specific scheduling. Per-building and per-contract cost tracking. B2B payment terms that create cash flow gaps while payroll obligations stay fixed every week.
What We Track
For property managers, the most critical piece is keeping trust accounts reconciled and completely separated from operating funds. Every month, we reconcile tenant security deposits, owner distributions, reserve balances, and operating account activity against bank statements. Owner statements need to tie back to actual bank records with no discrepancies. When an owner asks where their money is, you need a clear answer backed by documentation. We make sure you always have that answer ready.
For building maintenance and security companies, the focus shifts to per-contract profitability and payroll. We track labor hours, supplies, and overhead by contract or building so you can see which accounts generate margin and which ones need repricing. Payroll for large hourly workforces gets processed on schedule with proper tax withholdings and overtime calculations. Accounts receivable stays current with aging reports that flag slow-paying commercial clients before the cash gap becomes a problem.
Trust Account Reconciliation
Trust Account Reconciliation
Monthly reconciliation of trust and escrow accounts against bank statements. Security deposit ledgers maintained per tenant. Owner distributions tracked and documented. Operating funds kept completely separate with clear reporting that property owners can review at any time. The kind of records that give owners confidence and pass any level of scrutiny.
Contract Profitability and Payroll
Contract Profitability and Payroll
Per-building or per-site cost tracking for maintenance and security companies. Labor costs allocated to specific contracts instead of lumped into a single payroll expense. Overtime and shift differentials calculated correctly. Accounts receivable tracked with aging reports so you follow up on outstanding invoices before the gap between payroll obligations and incoming payments gets uncomfortable.
Where It Breaks Down
Property managers who fall behind on trust accounting create problems that grow fast. A missed reconciliation means you cannot produce an accurate owner statement when it is needed. One owner calls about a discrepancy and you spend an entire day digging through bank records trying to piece together what happened. If trust funds get mixed with operating funds, even by accident, the exposure is real. In New York, the Department of State takes commingling seriously. And property owners who discover it do not just complain. They leave and tell every other owner in their network why.
Maintenance and security companies face a quieter but equally costly problem. Without per-contract tracking, you bid new work based on instinct instead of data. A 50-unit building looks like a solid account until you realize the overtime hours, emergency calls, and supply costs make it your least profitable contract. Security companies staffing multiple sites cannot tell which locations generate margin and which ones burn it. Payroll for 30 or 40 guards is already complex. Add shift differentials, site-specific billing rates, and overtime and the errors start piling up if nobody is reconciling the numbers on a regular basis.
Trust Fund Exposure
Trust Fund Exposure
Operating expenses paid from trust accounts by mistake. Security deposits not tracked per tenant, making it impossible to return the correct amount at lease end. Owner statements that do not match bank records. One audit or one frustrated owner can create a crisis that takes weeks to untangle and damages your reputation in ways that are hard to recover from.
Profitability Blindness
Profitability Blindness
All revenue and expenses lumped together with no per-contract breakdown. The business looks fine at the top line but you have no idea which contracts lose money after actual labor and supply costs. You underbid new work because you do not know what existing work truly costs. Payroll errors on overtime or shift differentials go unnoticed until an employee disputes a check or a state agency sends a letter.
What Changes
Trust accounts are reconciled monthly with documentation that holds up to any question. Owner statements tie directly to bank activity. Security deposits are tracked per tenant with a running ledger that is always current. When an owner or auditor asks about a number, you have the answer ready without scrambling. The anxiety around whether funds are where they should be goes away because you can see it clearly in black and white.
Building maintenance and security companies get per-contract visibility that changes how you price and manage your work. You know which buildings and sites are profitable after labor, supplies, and overhead. Bidding becomes grounded in actual cost data from your own books. Payroll runs on time without consuming your week. Accounts receivable stays current so cash flow gaps shrink instead of widening. You can take on larger contracts and additional buildings with confidence because the financial infrastructure is already in place to support the growth.
Clean Trust Records
Clean Trust Records
Every dollar in trust accounted for and documented. Owner statements produced monthly without last-minute scrambling. Security deposit ledgers current and accurate for every tenant. Operating funds clearly separated with no gray areas. The kind of books that make audits routine instead of stressful and keep property owners coming back year after year.
Contract-Level Clarity
Contract-Level Clarity
Per-building and per-site profitability reports showing true margins after all costs. Payroll processed accurately for large hourly workforces with overtime and shift differentials handled correctly. Aging receivables tracked and followed up on before they become cash flow problems. Financial reports that support real decisions about pricing, staffing, and which contracts to pursue or renegotiate.
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