Bills and Balances: How Property Management Companies Handle Money Like Pros

Managing a rental property isn’t just about keeping it clean, finding good tenants, or fixing what breaks. Behind every well-run rental is a system that keeps the financial side of things running smoothly. From rent collection to repair costs, property management is deeply connected to money management. We help our Owners by staying on top of all the financial moving parts—whether it’s tracking income, planning for unexpected repairs, handling utility bills, or preparing documents for tax season. When done right, this kind of support doesn’t just maintain your investment—it helps it grow in value year after year!

At Delavan PDX Property Management, we take that responsibility seriously. We don’t just respond to problems—we proactively manage your property’s income and expenses to keep everything balanced and on track. Our team monitors rent payments, oversees maintenance budgets, keeps records of vendor invoices, and prepares annual tax documents so owners don’t have to stress. From monthly cash flow reports to long-term planning for capital improvements, we manage every dollar with care. It’s this level of attention and organization that makes the difference between simply owning a rental and truly building long-term wealth in real estate.

Understanding Cash Flow: It’s All About Timing

Good financial management in property management starts with cash flow—knowing when money comes in and when it goes out.

We know when rent is usually paid (by the 4th), how long repairs take to process, and when HOA fees or mortgage payments are due. This helps us keep your rental running without falling behind on bills.

Whether your property is in Portland, Clackamas, or Tigard, we stay one step ahead to keep your rental profitable.

Planning for Repairs and Preventative Maintenance

Even the best properties need repairs. Our job is to help you plan ahead for those costs so you’re not caught off guard.

Here’s what we do:

Track past repair costs
Schedule preventive maintenance (like HVAC tune-ups, gutter cleaning, roof treatments)
Plan for seasonal needs (like landscaping in spring or winterization)
Strategically set money aside for big repairs when needed

When a large issue pops up, we’re ready. We either have savings set aside for it or a plan to handle it without stress.

Handling Bills and Operating Expenses

Operating expenses are all the costs of keeping your property running: water bills, garbage service, insurance, taxes, HOA dues, and more.

We make sure every bill is:

Logged and tracked right away
Clearly listed on your monthly report with full details
Assigned to the right property
Unpaid until all funds are available in your Trust Account to ensure compliance is followed

This helps you know exactly where your money goes—and why.

Clear Monthly Owner Statements

Some owners come to us after working with other managers who have sent them vague or confusing reports. We don’t do that. We would rather overcommunicate than under communicate!

Every month, our Owners receive a clear, detailed Owner Statement that shows:

Total rent collected
Property management fees
Payments to vendors
Maintenance/repair costs
Utility reimbursements
Owner payouts
Any money added back into your Trust Account reserves

Our reports are easy to read, on time, and broken down by property. If something doesn’t make sense, we’re always available to walk you through it.

Keeping You Informed—Anytime, Anywhere

Our Owners don’t have to wait for a monthly report to check on their rental.

With our Appfolio Owner Portal, you can:

See income and expenses in real time
View paid bills and maintenance invoices
Download financial reports
Track performance over time

Whether you own one house in Lake Oswego or a few units in Vancouver, you’ll always have up-to-date information at your fingertips.

Making Tax Season Easier

Tax time can be a headache – but it doesn’t have to be.

Throughout the year, we track everything: rent income, repairs, management fees, and more. Then, when tax season arrives, we provide:

1099-MISC forms
A full year-end cash flow summary
Easy digital downloads of all financial documents
Mailed copies of tax forms to your preferred address

This means no scrambling, no missing info, and less stress for you and/or your accountant.

Helping You Plan Ahead

Our reports do more than just show what happened—they help you plan what’s next!

With our help, you can:

Spot trends in cash flow
Decide if it’s time to raise rent upon renewal
Plan for big upgrades like kitchen remodels
Save for capital expenses like roof replacements
Get ready for refinancing or selling

If you’re thinking about growing your rental portfolio—whether in Tualatin, Salem, or beyond—our financial tracking makes it easier to make smart moves.

Staying Accountable

We know your rental property is a big investment. That’s why we treat your money like it’s our own.

Here’s what we do to protect your finances:

Double-check vendor invoices
Avoid duplicate charges
Only approve work you’ve agreed to
Let you know right away if something looks off (i.e. higher than normal water bill indicating there could be a leak)

We believe that accountability builds trust, and we’re here to earn that every month!

Handling Late Rent and Delinquencies

Rent doesn’t always show up on time. When that happens, we follow a clear plan.

If rent isn’t paid by midnight on the 4th, we:

Send reminder texts and emails
Follow up with a phone call
Mail a formal late notice on the 8th
Start legal steps if needed

If things get serious, we manage the eviction process, following Oregon landlord-tenant law and keep you updated every step of the way. If court is needed (which happens at times with inherited tenancies), we go prepared with records and our amazing landlord attorney.

Real Support With Real Results

We go beyond basic property management. Our goal is to help you run your property like a business, with systems and support to match. We love our jobs and endeavor to provide our Owners with the best value!

Here’s what you can expect from our financial services:

✅ Cash Flow Reports

We show how your property is performing—month by month, year over year.

✅ Owner Statements Per Property

If you own more than one property, you’ll get a separate report for each one.

✅ Amazing Accounting Team

Our accounting team handles all tracking and reporting so nothing slips through the cracks.

✅ HOA and Utility Payments

We can take care of monthly HOA dues, utilities, and any shared services so you don’t have to worry. We are here to keep money in your pocket and will have tenants reimburse utility charges back to you as the Owner to retain profitability.

✅ Saving for Big Repairs

We can set aside money for large future projects like roof replacements or siding repair, building reserves that protect your bottom line.

✅ Mortgage Payments (If Needed)

We can even make monthly mortgage payments for you, so everything stays in sync and on schedule.

Let’s Make Every Dollar Count

We believe property management is about more than fixing toilets and screening tenants—it’s about managing your investment with care and confidence!

From rent tracking to reserve planning, our team is here to make your life easier and your rental more profitable. We’re proud to help property owners across Oregon and Vancouver succeed ❤️

Explore More in Our Unraveling Series:

The Legal Jargon: Staying Out of Trouble with Laws and Regulations
The Marketing Magic: How We Fill Vacancies Faster Than You Can Say “Rent”