ProfitCoach Trust Accounting Request

Special Trust Accounting Request

Submit a Request

Instructions

Hi there! We’d love to help you resolve your issue. Please help us serve you by painting a complete picture of the situation. Select your request type/subtype and then complete the form. If a field is not applicable, then enter “N/A,” today’s date, or “0.00.”

Not sure what type of request to select? Review the Request Types sidebar to find the type that best matches your situation, or select Other and we’ll contact you if we have any more questions concerning your request.

If you are a current Trust Accounting client and experience difficulties submitting this form, then please contact your ProfitCoach team for support. If you are not a current Trust Accounting client, then please contact us to get your FREE consultation today!

Email(Required)

Type of Entity(Required)

Type of Owner Request(Required)

Type of Tenant Request(Required)

Type of Vendor Request(Required)

Type of Charge(Required)

This field is hidden when viewing the form

Type of Other Request(Required)

Add, Edit, or Reverse Charge

ProfitCoach will: Adjust the tenant ledger in the way you specify – add a new outstanding charge, edit an existing charge, or reverse an existing charge so it no longer appears on the tenant ledger. –ALTERNATES– If you want to offset a charge but you want both the charge and the offset to appear on the tenant ledger, please use “Issue Credit”.

Add, Edit, or Reverse Charge(Required)

Which charge?

Please provide a URL/link to charge, or describe the charge (amount, payee/payer, date, etc.)

If this bill has already been paid, how would you like us to proceed?

Cancellation

ProfitCoach will: Stop all recurring charges after the Date of Cancellation, remove the property reserve, use all remaining funds to pay outstanding bills, send any remaining funds to owner, prepare standard paperwork, and hide property & owner when complete. –ALTERNATES– If the tenant needs to be closed out first, select “Yes” to the question about outstanding tasks and let us know in the space provided. Then submit an additional request for “Tenant” > “SD Refund or Transfer” and select “Transfer”.

Cancellation(Required)

Items to Cancel

Date of Cancellation

Has the SD been transferred to the owner/new management company?

If an SD transfer is necessary, but has NOT been requested, then please submit an additional request (SD Refund or Transfer > Transfer SD) with this cancellation request.

Are there any outstanding tasks that must be completed before ProfitCoach can process this cancellation?

What outstanding tasks must be completed before ProfitCoach can process this cancellation?

If a property has a negative balance, how would you like us to proceed?

Enter or Pay Bill

ProfitCoach will: Enter the bill from the information provided (work order, amount, property, vendor, attachments, etc.), approve the bill, and pay the bill according to the “Payment Urgency” you specify below. NOTE: By default, bills will be paid in the normal payment schedule – please select a different “Urgency” if you need it paid at a different time.

Associated Work Order

Issue Credit

ProfitCoach will: Enter a credit to the tenant ledger using the amount & GL you specify. This credit will show on the tenant ledger and will keep all tenant funds on the property. Please indicate whether the owner or the management company should bear the cost. –ALTERNATES– (1) To fully remove a previous charge from the tenant ledger, please use “Add, Edit, or Reverse Charge”. (2) To send funds back to the tenant, please use “Refund Tenant (Not SD)”.

Issue Credit

ProfitCoach will: Enter a payables credit from the information provided (amount, vendor/payee, property). NOTE: Owner credits are invisible until they are applied against a bill. A credit for a future bill will not appear on the owner statement, even if the credit is entered in the system, until the future bill is entered and the credit is applied. –ALTERNATES– If you want the credit to show on the owner statement immediately, please use “Refund/Reimburse”

Issue Credit(Required)

Related Late Fees to Credit

Late Fee

Notice to Pay of Quit

Tax

Stacked Late Fees (Late Fee on Previous Late Fee)

Other Fees Associated with Late Fee

Lease Only (LO) Payout

ProfitCoach will: Verify that the correct fee has been billed and paid out to the management company, process any final owner disbursement needed, verify that all the accounting (owner, tenant, property) is clear and ready to close out if desired, and close out the records if desired.

Lease Only (LO) Payout(Required)

Amount to Send to Owner(Required)

Amount Kept by Management Company(Required)

Owner Disbursement

ProfitCoach will: Verify that the property has enough funds for the disbursement, and process the disbursement for the requested amount. NOTE: By default, disbursements will be paid in the regular disbursement schedule – please select a different “Payment Urgency” if you need it paid at a different time. –ALTERNATES– To refund the owner/property account without making an actual cash payment to the owner, please use “Refund/Reimburse”.

Owner Disbursement(Required)

Pay Vendor

ProfitCoach will: Locate the specified bill, verify that the property has enough funds to pay the bill, and process the bill payment. We will notify you if anything is preventing us from paying the bill.

Pay Vendor(Required)

If the property does not have sufficient funds...

Refund/Reimburse

ProfitCoach will: Record the reimbursement in AppFolio, and transfer funds from the corporate operating account into the property/client rental trust account. NOTE: The owner will not receive a disbursement unless specifically requested. NOTE: Please indicate if this is a temporary reimbursement and we should expect the management company to be repaid. If so, please indicate if we expect repayment from the owner or the tenant.

Refund/Reimburse(Required)

Disburse funds to the owner/tenant?

Cost should be covered by...

SD Refund or Transfer

ProfitCoach will: Check to see if this is a refund or a transfer. REFUND: Verify all charges are added to the move-out, verify the refund or balance due is expected, transfer SD funds if necessary, post & finalize move-out accounting, issue any refund needed, and prepare standard paperwork. TRANSFER: Close out the tenant records at $0, send the security deposit to the owner or new PM that you specify, and prepare standard paperwork. –ALTERNATES– To complete the full property/owner cancellation, submit an additional request for “Owner” > “Cancellation”.

Security Deposit (SD) Refund or Transfer(Required)

Tenant Move Out Date

How much were the Post Lease Cleaning Fees for this Tenant?

Tenant Charges

Amount

Description

Related Work Order (WO)

Tenant Credits

Amount

Description

Related Work Order (WO)

SD Refund Split

Transfer SD to...

Special Instructions for SD

How should the Move Out (MO) be adjusted?

Has the Security Deposit (SD) been sent?

If the SD has been cashed, how would you like us to proceed?

Hold Funds

ProfitCoach will: Put all owner disbursements on hold, stop all management or vendor payments except for the ones you specify, and put flags in our process to spot and prioritize the bill you specify so it gets paid first. NOTE: When you are ready to release the hold, submit another “Hold Funds” request and note that this is the releasing of the hold requested earlier.

Issue Advance Deposit

ProfitCoach will: Locate the bill and verify the information, verify that the property has enough funds to pay the advance, and make a partial payment on the bill for the amount you specify.

Update Info/Check Status

ProfitCoach will: Locate the tenant’s records, review the particular item you are asking about, update AppFolio as needed, and send you a status update.

Update Info/Check Status

ProfitCoach will: Locate the owner’s records, review the particular item you are asking about, update AppFolio as needed, and send you a status update.

Update Info/Check Status

ProfitCoach will: Locate the vendor’s records, review the particular item you are asking about, update AppFolio as needed, and send you a status update.

Update Info/Check Status(Required)

Which field(s) should be updated?

How should the field(s) be updated?

If the payment has NOT cleared yet, how would you like us to proceed?

How can we help clarify this report?

Other

ProfitCoach will: Follow standard procedures for standard requests, thoroughly research and resolve unique cases, and send you a status update.

Other(Required)

Change property reserve to...

Past Owner

New Owner

Date of Change of Ownership

Custom Grace Period Instructions

Refund Tenant (Not SD)

ProfitCoach will: Verify that the property has enough funds, set up the refund on the tenant ledger, issue the check through AppFolio, and send you the check to mail. –ALTERNATES– (1) If you choose to send the payment by ACH, please make sure the tenant’s banking information is attached to their tenant page in AppFolio. (2) To hold the tenant’s funds as a prepayment for future charges, please use “Issue Credit”.

Details

Total Dollar Amount of Request(Required)

If not applicable, please enter "0.00"

Property(Required)

Owner Name(s)

Tenant Name(s)

Vendor Name(s)

GL Account

Payment Urgency

When should this be paid?

Payment Plan Details

New Property Management Company

Payment Method(Required)

How will the check be delivered?(Required)

Where should the check be sent?

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Related Request(s)

What happened that made this request necessary, and how can we resolve your issue?

Please check all that apply to this request

I'd like to add additional details that didn't fit in this form

Concession due to a management company error

Urgent/Time sensitive

Additional Requirements, Context, Comments, Etc.

File

Drop files here or

Max. file size: 50 MB.

Request Types

Click to read descriptions, processing times, examples, and more!

Add, Edit, or Reverse Charge

Tenant

What we will do:

Adjust the tenant ledger in the way you specify.
- Charge tenant: Create a new outstanding charge on the tenant ledger.
- Charge bill to tenant: Create a new outstanding charge on the tenant ledger linked to an existing bill.
- Edit Charge: Change the amount, coding, or other aspect of an existing charge as you specify.
- Reverse Tenant charge: Reverse an existing charge so it no longer appears on the tenant ledger.

Note: If you want to credit a charge so that both the charge and the credit stay on the tenant ledger, please use Tenant > Issue Credit

Cancellation

Owner

What we will do:

Stop all recurring charges after the Date of Cancellation.
Remove the property reserve.
Use all remaining funds to pay outstanding bills.
Send any remaining funds to owner.
Prepare standard paperwork.
Hide property & owner.

Note: If the tenant needs to be closed out first, select “Yes” to the question about outstanding tasks and let us know in the space provided. Then, after this request is submitted, please submit another request for Tenant > SD Refund or Transfer and note that this is part of a cancellation process.

Enter or Pay Bill

Owner

What we will do:

Enter the bill from the information provided (work order #, amount, attachments, property, vendor, etc).
Approve and pay according to the selected “Payment Urgency” below.

Note: The default urgency is the normal payment schedule.

Hold Funds

Vendor

Ex: a property is expecting a large repair bill and all available funds need to be reserved for it

What we will do:

Hold all owner disbursements.
Hold all management or vendor payments (except for the one(s) you specify).
Put flags in our process to spot the bill that needs to be paid, and make sure it gets paid first.

Note: When you are ready to release the hold, submit another “Hold Funds” request and note that this is the releasing of the hold requested earlier

Issue Advance Deposit

Vendor

Ex: a vendor is requesting 50% down before beginning work on a large project

What we will do:

Locate the bill specified on the form and verify the vendor, amount, and property.
Verify that the property has enough funds to pay the advance.
Make a partial payment on the bill in the amount you specify.

Issue Credit

Tenant

Tenant (general): the tenant is receiving credit for an out-of-pocket purchase or as a general concession.

Tenant (apply to specific charge or GL): the tenant is receiving credit for a charge previously entered on the ledger.

What we will do:

Enter a credit to the tenant ledger using the amount & GL you specify.

Note: Please indicate whether the owner or the management company should bear the cost.

Note: This credit will show on the tenant ledger. To fully remove a previous charge from the tenant ledger, please use Tenant > Add, Edit, or Reverse Charge.
Note: If you want to send funds back to the tenant, please use Tenant > Refund (Not SD).

Owner

What we will do:

Enter a payables credit in the amount you specify, for the vendor/payee you specify.
Note: Owner credits are invisible until applied against a bill. Credit for a future bill will not appear on the owner statement, even if it is entered in the system, until that future bill is entered and the credit is applied.
Note: If you want the credit to show on the owner statement immediately, please use Owner > Refund/Reimburse.

Lease Only (LO) Payout

Owner

What we will do:

Adjust the tenant ledger in the way you specify.
- Charge tenant: Create a new outstanding charge on the tenant ledger.
- Charge bill to tenant: Create a new outstanding charge on the tenant ledger linked to an existing bill.
- Edit Charge: Change the amount, coding, or other aspect of an existing charge as you specify.
- Reverse Tenant charge: Reverse an existing charge so it no longer appears on the tenant ledger.

Note: If you want to credit a charge so that both the charge and the credit stay on the tenant ledger, please use Tenant > Issue Credit

Owner Disbursement

Owner

What we will do:

Verify that the property has enough funds for the disbursement.
Process disbursement for the requested amount.
Default: will be processed in the regular disbursement schedule.
Will pay ASAP if specifically requested.

Note: If you want to refund the owner’s/property’s account without making an actual cash payment to the owner, please use Owner > Refund/Reimburse

Pay Vendor

Vendor

What we will do:

Locate the bill you specify.
Verify that the property has enough funds to pay the bill.
Process the bill payment.
Notify you if anything is preventing us from paying the bill.

Refund/Reimburse

Tenant (Not SD)

What we will do:

Verify that the property has enough funds.
Set up the refund on the tenant ledger.
Issue the tenant check through AppFolio and send it to you for mailing.
Note: If the tenant should receive funds by ACH, please make sure their banking information is attached to their tenant page in AppFolio.
Note: If you want to keep the tenant’s funds and hold them against future charges, please use Tenant > Issue Credit.

Owner

What we will do:

Transfer funds from Corp/Operating into Trust.
Record the reimbursement in AppFolio.
Leave notes for special situations:
- Should the owner repay the management company?
  - If yes, we will create a bill to recover those funds.
- Should the tenant repay the management company?
  - If yes, we will charge the tenant so the payment goes back.
- Should the owner receive the funds as an immediate disbursement?
  - If yes, we will process that disbursement as part of this request.

SD Refund or Transfer

Tenant

What we will do:

Refund SD: We are handling the disposition of the tenant’s security deposit.

Verify the information submitted on the form with the information in AppFolio.
Verify all charges are added.
Verify refund or balance due is what we expected.
Transfer funds if necessary.
Post & finalize move-out accounting.
Issue refund if applicable.
Prepare standard paperwork.

Transfer SD: An occupied unit is leaving management and the SD needs to go to the owner or new PM

Verify the information submitted on the form with the information in AppFolio.
Close out the tenant records at $0.
Send the security deposit to the owner or new PM specified on the form.
Prepare standard paperwork.

Note: To complete the full property/owner cancellation, submit a new request for Owner > Cancellation.

Update Info/Check Status

Tenant, Owner, or Vendor

What we will do:

Locate the records you specify.
Review the aspect of the records you are asking about.
Update AppFolio’s information as needed.
Send you a status update.

Other

Tenant, Owner, or Vendor

What we will do:

Follow standard procedures for standard actions.
Research and resolve unique cases.
Send you a status update.