For property managers & cottage rental companies
Owner statements shouldn't take the first week of every month.
Pulling numbers from the property software, matching them to the bank, explaining the variances to owners, then doing it all again for the next property. We build the systems that assemble it, check it, and hand it to you ready to review.
What we'd build
What we'd automate in a property management business.
Long-term rentals and seasonal cottages alike.
Owner statements, assembled
Income, expenses, and management fees pulled from your property software and books, reconciled, and drafted as owner statements with a plain-language summary of anything unusual. You review before they go out.
Arrears follow-up
Friendly, well-timed reminders tied to each tenant ledger, sent on schedule and stopped the moment payment lands. Anything beyond a reminder — including formal notices — stays with you.
Maintenance request triage
Tenant and guest messages read, sorted by urgency, and routed to the right vendor with the unit's history attached. Emergencies surface immediately instead of waiting in an inbox.
Booking & payout reconciliation
For cottage and short-term rentals: platform payouts, fees, cleaning charges, and owner splits matched against each booking, so the numbers you send owners tie out.
Turnover coordination
A checkout triggers the cleaner's schedule, the inspection checklist, and any restocking — and flags it when a turnover is at risk before the next guest arrives.
Renewals & key dates
Lease renewals, notice windows, inspections, and insurance dates tracked in one place, with drafts prepared ahead of time for your review.
Works with Buildium · AppFolio · Yardi Breeze · Rent Manager · Guesty · Hostaway · OwnerRez · Airbnb · VRBO · QuickBooks · Xero, and whatever else you run. We confirm what connects in the first conversation.
What it looks like
Month-end owner statements, start to finish.
Month closes
The system pulls rent, fees, repairs, and bookings for every property from your software and bank feeds.
Everything is matched
Deposits are tied to rent and bookings, expenses to invoices, and management fees calculated from each owner's agreement.
Gaps are flagged
A missing receipt, an unexplained charge, or a rent payment that didn't arrive is flagged for you — not buried in the statement.
Statements are ready to send
Each owner gets a clean statement with a short summary of the month. You approve the batch and it goes out.
You stay in control
Your judgment stays in the loop.
Anything that touches a client or your money waits for a person to approve it. The system handles the execution. You keep the call.
Proof from related work
Built by someone who's carried it.
The core of this — matching money to records, catching what doesn't tie out, and getting a clean report in front of the owner — is the same work we're doing now: AR reconciliation for an Ontario relocation management company, and collections and financial reporting automation running daily in a multi-location service business.
Behind it: twenty-five years operating real businesses — retail, construction, solar, investment funds, engineering. We've chased the receivables and signed the paycheques ourselves.
Common questions
What property managers usually ask first.
What about trust accounts?
We automate the preparation and the matching. We don't move money, and your accountant and your sign-off stay exactly where they are. The goal is that when you review, everything is already reconciled and anything odd is already flagged.
Do we have to change property management software?
No. We connect to what you already run. Integration depth varies by platform, so we confirm what your software allows during the audit — before you commit to any build.
We're seasonal. Is it worth it?
Often more so. Peak season is when turnovers, guest messages, and payouts pile up fastest and when mistakes cost the most. We'd aim to have systems proven before your busy season, not during it.
Other industries
Get in touch
Tell us what Tuesday looks like right now.
Twenty minutes, no pitch. We'll listen to what's eating your time. If we can help, we'll tell you how. If we can't, we'll tell you that too.
Prefer email?
dave@rootedworksco.ca