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Bookkeeping for shared-property organisations — Bookkeeper

Identify the property-related client and the transaction records requiring maintenance. Explain separate funds or ledgers, document volume, processing frequency and the person preparing formal accounts. Agree the records and reconciliations to be delivered without assuming governance or spending authority.

Service scope

Maintenance and reconciliation of agreed transaction records for a specified property-related client, with separate treatment of the organisation and any client or owner funds. The work order defines ledgers, source documents, frequency and handover to the person preparing formal accounts.

What is normally included

  • Process the specified property-related transactions
  • Maintain separate agreed ledgers and reconciliations
  • Prepare routine summaries and hand over records for formal accounts

What is not included

  • No automatic governance or investment authority
  • Automatic authority over owner or client money
  • Governance or service-charge legal advice
  • Audit assurance or unrestricted property management

Typical tasks

  • Process the specified property-related transactions
  • Maintain separate agreed ledgers and reconciliations
  • Prepare routine summaries and hand over records for formal accounts
  • Identify missing invoices or payment evidence for the agreed transaction records
  • Maintain an exception list for entries requiring the client's clarification

What to include in your brief

  • Client and separate ledgers/funds
  • Records, transactions and frequency
  • Handover and reconciliation scope
  • Accounting software, transaction volume and available opening records
  • Reporting dates and the contact responsible for approving record corrections

Choosing the right professional

Choose a bookkeeper who explains how records and funds stay distinct. Confirm the processing frequency and handover outputs rather than treating bookkeeping as unrestricted property management.

Important considerations

  • Mixed records can obscure whose transactions are being processed
  • Late or incomplete source documents can delay reconciliations and reporting

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