Rentvine end-of-year accounting checklist for property managers

Prepare for the new year with Rentvine’s end-of-year accounting checklist

At Rentvine, we’re committed to helping property managers stay compliant, accurate, and audit-ready—especially as the year comes to a close. In this week’s Rentvine Academy video, Sales Engineer Cristian Torres shares a practical end-of-year accounting checklist to ensure your books are clean and your team is well-prepared for the new year.

Watch full video:

What’s important in year-end accounting

1. Review Diagnostics weekly or bi-weekly

Rentvine’s Diagnostics tool should be monitored consistently throughout the month—especially at year-end. It helps you identify:

Negative bank accounts
Escrow mismatches
Rental trust or security deposit discrepancies
Reconciliation lapses over 60 days
Suppressed fee mismatches

The goal: resolve issues before they accumulate.

2. Complete all bank reconciliations

Cristian recommends ensuring every bank account is fully reconciled before entering the new year.
You can:

Navigate to Accounting → Banking
Select the bank account
Click Reconciliations to view last completed reconciliation
Use the green Reconcile button to catch up

Clean reconciliations = cleaner audits.

3. File 1099s for owners and vendors

In the Transactions section, use the Tax Reporting tools to:

Print 1099 reports
Publish 1099s in bulk to owner/vendor portals
Notify recipients automatically
Export IRS- or FIRE-ready files

These tools ensure you meet federal requirements on time.

4. Access supporting training and webinars

From the Support menu, you can access Rentvine’s Knowledge Base, including webinars on:

Diagnostics (Part 1 and 2)
1099 processing (2023 and 2024)
Bank reconciliations

These resources help you resolve issues confidently.

5. Rentvine Accounting as a Service

If you’re still unsure or overwhelmed—even after following the checklist—Rentvine offers Accounting as a Service, where an in-house accounting team can:

Complete cleanup work for you
Assist with year-end preparation
Handle ongoing reconciliations throughout the year

It’s a great option for busy or rapidly growing teams.

Why this matters

End-of-year accounting can be stressful, especially with audits, tax deadlines, and owner expectations. Rentvine gives you the tools, resources, and support to move into the new year confidently—with clean books and compliant records.

By staying proactive, reviewing Diagnostics, keeping reconciliations current, and using Rentvine’s tax tools, you ensure that both your business and your owners start the year on solid footing.

Video transcript

Rentvine team, how are we doing today? We have another Rentvine Academy video, and today I want to go over an end-of-year checklist to help us prepare for the new year—things like reconciliations, diagnostics, 1099s, and similar accounting tasks.

I hope everyone is having an amazing holiday season. As we approach the end of the year, it’s very important that we’re up to date on our accounting, especially for DRE auditors, because we know they do not play any games.

If I go over to the Accounting section, the first thing I want to touch on is Diagnostics. We currently recommend that property managers review Diagnostics at least once a week, or once every two weeks, just to make sure everything looks clean.

Any negative bank accounts should be addressed. Escrow mismatches should be fixed as well. If you have both a rental trust account and a security deposit account, make sure those are correct and balanced.

Also check for any bank account that has a reconciliation lapse over 60 days—those need to be brought up to date. Suppressed fee mismatches should also be corrected.

If you need to reconcile a bank account, go to the Banking tab, click the specific account, then select Reconciliations. You’ll be able to see the last reconciliation completed, and if you need to catch up, click the green Reconcile button to bring everything current. This is important so you can pass audits with flying colors.

Next, if you go to Transactions, click the green Actions button and select Tax Reporting. This is where you can file taxes for your owners and vendors.

From here, you can print 1099 reports, print copies, publish them in bulk to owners and vendors in their portals, and Rentvine will notify them automatically. For those who need to use FIRE files or IRS files, Rentvine supports that as well.

Now, if you say, “Christian, I see the Diagnostics and the information, but I’m not sure what to do next,” that’s perfectly fine.

First, we have an amazing support team. If you click on your name card and go to Support, it will redirect you to the Knowledge Base.

Scroll down and click Webinars. We have great webinars available, including:

Diagnostics Part 1
Diagnostics Part 2
How to process 1099s
How to complete reconciliations

The materials are there for you to reference. I highly recommend reviewing them to ensure all owners receive their 1099s and end-of-year cash flow statements properly, and that your accounting is up to date for audit season.

If you still feel unsure even after reviewing everything, Rentvine also offers Rentvine Accounting as a Service. We have an in-house team that can perform cleanup work, help prepare for year-end, and even handle reconciliations throughout the year on your behalf.

If you're interested in those services, contact support@rentvine.com and we’ll be happy to point you in the right direction.

Always remember—Rentvine to the moon, and let’s keep crushing it. We’re excited for the new year to come.