Books posted from the ledger, not typed twice
Double-entry accounting that writes itself from the rent you have already recorded, financial statements by property, and trust accounting with the three-way reconciliation a licensed manager is judged on.
The books post themselves
Every charge, payment, fee and credit in the rent ledger posts a balanced journal entry as it happens. There is no month-end export, no bookkeeping pass, and no way for the operational record and the financials to disagree.
Sixteen accounts created for you on day one — assets, liabilities, income and expense — which you can rename, add to, or deactivate.
The posting engine rejects an entry whose debits and credits do not agree. An unbalanced journal is not something you discover later.
Voiding a ledger entry posts an equal and opposite journal entry. The original stays visible, so the history of a correction survives.
Turning accounting on generates the journal for everything already in the ledger, so your books start complete rather than from today.
The books are a consequence, not a second job
You collect rent and record costs the way you would anyway. Every one of those events writes a balanced journal entry on its own, which is why the operational record and the financial one cannot drift apart — they are the same event, written once.
Statements, and per-property truth
An income statement and balance sheet drawn from the journal, plus a per-property breakdown — because a portfolio average tells an owner nothing about their own building.
Revenue and expense over any period, built from posted entries rather than a spreadsheet you maintain alongside.
Assets, liabilities and equity as at a date, with retained earnings derived rather than stored — so it always ties out.
Which building earns and which one costs you, from the same entries. This is the number an owner asks for.
Collected, fees and payout per property, generated on demand and emailed — reconciling to the ledger because they come from it.
Trust accounting that refuses to be wrong
If you hold other people’s money, the question is not whether your total is right — it is whether each beneficiary’s share is. Villagely keeps a sub-ledger per beneficiary and will not let one owner’s disbursement spend another owner’s funds.
Every deposit and disbursement is attributed to whose money it is, so the trust account is never a single undifferentiated pool.
Bank balance, book balance and the sum of all beneficiary balances, compared. All three agree or the reconciliation does not close.
A disbursement larger than that beneficiary’s balance is rejected with the actual figure, not warned about. The commonest trust violation is made impossible rather than discouraged.
Bank accounts are recorded by their last four digits. Villagely never stores a full account number.
Vendors and 1099s
The payments you make to contractors through the year are what the IRS wants totalled in January. Villagely already has them.
A taxpayer ID is encrypted with AES-256-GCM before it is stored, and only the last four digits are ever returned to a screen.
Payments per vendor per calendar year, with the reportable threshold applied, so you know who needs a form before you go looking.
Assign a vendor to a maintenance request and record what it cost. The expense reaches the books and the vendor’s yearly total together.
Books that cannot disagree with the ledger.
Most property accounting is two systems and a monthly argument between them. Here the journal is posted by the same event that moved the money, so there is nothing to reconcile between them — only the bank to reconcile against.
- 01
Somebody pays, or is charged
Rent, dues, a fee, a credit, a refund. The operational event happens once, in the ledger the resident can see.
- 02
The journal posts itself
Every one of those events writes a balanced double-entry journal automatically, at all five points where money can be created. An entry that does not balance is refused rather than saved and flagged.
- 03
A correction reverses, never deletes
Voiding writes a reversing entry. The original stays visible and struck through. Retained earnings is derived from the entries rather than stored, so it cannot drift away from them.
- 04
Client money stays separate
Trust accounts carry a sub-ledger per beneficiary. A disbursement larger than that beneficiary’s own balance is refused outright — spending one client’s money on another is the classic violation, and it is the one control that should never be a warning.
- 05
Three-way reconciliation
Bank against books against the sum of beneficiary balances. Every reconciliation is stored, including the ones that failed, because a reconciliation history with only successes in it tells you nothing.
- 06
The year ends without a January panic
Income statement, balance sheet and profit-and-loss by property come out of the same entries. Vendor totals accumulate through the year into 1099-NEC preparation, with tax identification numbers encrypted and only ever shown as their last four digits.
The rest of it.
Cash and accrual side by side
Charges post when raised and payments when received, so both views come from one set of entries.
Your organisation’s legal details
Legal name, address and EIN — the EIN encrypted the same way a vendor’s TIN is — kept for the forms that need them.
Bank transactions for matching
Recorded alongside the books so a reconciliation compares against something, rather than asking you to tick a paper statement.
Nothing to switch on twice
Accounting reads the same ledger the rent screen writes. There is no sync, no nightly job, and no second system to keep in step.
Budgets And Reserve Projections
Set a budget per account, spread evenly or by your own shape, and project the reserve forward against the asset register — including what the contribution would have to be to stay solvent.
Exports Your Accountant Will Accept
QuickBooks Online, QuickBooks Desktop IIF and Xero, in the formats each expects. Numbers are exported so a spreadsheet cannot mangle them into formulas.
1099-NEC Preparation
Vendor payments total through the year and the forms are prepared with encrypted tax identification numbers, only ever showing the last four digits. Villagely prepares them; transmitting to the IRS needs your own filing account.
Before you ask us.
- Do I need to understand double-entry to use this?
- No. You collect rent and record costs the way you would anyway; the journal is a consequence, not a task. It is there for the day your accountant, your board or an auditor asks — and on that day it is complete rather than reconstructed.
- Can I get the data into QuickBooks or Xero?
- Yes — QuickBooks Online, QuickBooks Desktop in IIF, and Xero, each in the format it expects. Numbers are escaped on the way out so a spreadsheet cannot silently reinterpret them as formulas.
- Does Villagely file my 1099s?
- No. It prepares them — the vendor totals, the forms, the encrypted TINs. Transmitting to the IRS needs an IRIS or FIRE account and a Transmitter Control Code issued to you personally, which no software can hold on your behalf.
- Is the trust accounting compliant in my state?
- It implements the controls a trust account is normally required to have — segregation per beneficiary, refusal of over-disbursement, three-way reconciliation, stored findings. Whether that satisfies your specific state’s rules is a question for your accountant or attorney. We can build to a rule; we cannot decide one for you.
- What happens to the books if I move down a plan?
- Nothing is locked away. You can still read every report and entry you built; you just cannot post new ones until you move back up. Holding your own records hostage is not a pricing strategy.
See your books post themselves
Rent, leasing, maintenance, the association and the books — one system, set up in an afternoon.