Trust Accounting Request

Submit a Request

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! 

Request Types

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

  1. Charge owner – Add a bill or invoice to the owner/property.
  2. Charge tenant – Add a charge to the tenant ledger.
  3. Charge bill to tenant – Charge an existing bill to the tenant, so the tenant will reimburse the property/owner for the expense.
  4. Reverse tenant charge – Remove an unpaid charge from the tenant ledger. If the charge has been paid, we generally recommend submitting an Issue Credit > Tenant (general) or Issue Credit > Tenant (apply to specific charge or GL) request.
  5. Reverse owner/property bill – Remove an owner/property invoice from the owner statement. Often requested for duplicate or invalid bills.
  6. Edit bill – Change the details of an existing bill, such as the amount/vendor/property.
  1. Adjust previous cancellation – Change the details of a previously completed owner/property cancellation
  2. Cancellation (ASAP) – Cancel an owner and/or property. Often used when a property is sold or when an owner cancels management. The management company has completed its cancellation-related tasks, and ProfitCoach will complete the cancellation as soon as possible.
  3. Cancellation (future date) – Cancel an owner and/or property in the future. The management company may or may not have completed its cancellation-related tasks, and ProfitCoach will wait to start the cancellation process until after the requested date.
  1. Enter or Pay Bill – Upload a PDF invoice, and add any special payment instructions. Payables are completed on a weekly basis, unless requested to pay a bill separately.
  1. Tenant (general) – Credit the tenant, which will generally apply to any unpaid charges or prepaid rent.
  2. Tenant (apply to specific charge or GL) – Credit the tenant for a specific charge or reason.
  3. Owner – Credit the owner. Please note, an owner credit will not appear on the owner statement, but it will lower the amount due on the same GL.
  4. Late fee – Credit the most recent late fee on the tenant ledger. Please note if the late fee credit should to apply to multiple late fees or other related charges (notice to pay or quit, stacked late fees, etc.)
  5. Free month of management – Credit the owner for future months of management. Please note, an owner credit will not appear on the owner statement, but it will lower the amount due on future charges.
  1. Standard – Normal Lease Only (LO) Payout to owner after placing a tenant.
  2. Other – Custom instructions for a Lease Only (LO) Payout to owner after placing a tenant. Please detail special instructions.
  1. Hold payments – Do not disburse property’s profits to owner during standard owner distribution. Often used when saving funds for an upcoming invoice, future cancellation, or large negative balance. Hold payments will remain in place until a requested date, triggering event, or an additional request to remove the hold.
  2. Early/additional disbursement – Issue property’s profits to the owner outside of standard owner distribution. Often used if payments have not been received recently (late rent, hold payment, missing banking info, etc.) or if the owner has made a special request for early payment.
  1. Early payment – Pay the owner ASAP or earlier than standard payables.
  2. Reissue payment – Void and reissue payment that has not been received after a reasonable amount of time or if vendor payment information has been recently updated.
  3. Payment plan to vendor – Pay an invoice according to a specific schedule. Often used for large invoices.
  4. Hold/pause payment – Do not pay until after a specified date.
  5. Do not pay – Do NOT pay an invoice or a specific vendor until otherwise requested.
  1. Refund management fee – Refund management fee to the owner/property. Often requested for promos, concessions, duplicate, or overpaid management fees.
  2. Refund vendor bill that was charged to owner – Refund an owner/property for a paid vendor bill. If the vendor is covering the cost, then the management company may need to request a refund from the vendor. 
  3. Refund vendor bill that was charged to tenant – Refund a tenant for a paid vendor bill. If the vendor is covering the cost, then the management company may need to request a refund from the vendor. 
    1. Refund SD – Process and issue the security deposit refund. Most often requested when tenant(s) move out. Most jurisdictions require SDs to be processed and refunded within a specific timeframe. 
    2. Transfer SD – Transfer the security deposit funds to the owner for self-management or to another property manager. Sometimes also requested to transfer SD funds to another property.
    3. Move Out (MO) Adjustment – Edit a completed move out. Often requested to adjust the move out charges/credits or SD refund method or addressee. 
    4. SD Status/Reissue – Please use the “Update Info/Check Status” request type.
  1. SD Status/Reissue – Check the status of an issued security deposit, and reissue if it hasn’t been cashed. 
  2. Vendor payment status – Check the status of an issued vendor payment or unpaid bill. 
  3. HUD Status – Check the status of housing assistance payments. 
  4. Bank deposit status – Check the status of a bank deposit, ask questions about a bank deposit, or notify ProfitCoach of a bank deposit.
  5. Tax documents/1099 – Check the status of tax documents/1099s and/or request a copy of tax documents/1099s.
  6. Property/unit info – Update or check information in Appfolio on a property or unit page.
  7. Owner info – Update or check information in Appfolio on an owner page.
  8. Tenant info – Update or check information in Appfolio on a tenant page.
  9. Vendor info – Update or check information in Appfolio on a vendor page.
  10. Owner statement explanation – Request clarification on an owner statement.
  11. Tenant ledger explanation – Request clarification on a tenant ledger.
  12. Tenant ledger (merged portfolio) explanation – Request clarification on a tenant ledger from a recently merged/added portfolio. 
  1. Adjust property reserve – Change or remove the property reserve.
  2. HUD adjustment – Change or remove the expected HUD payment for a tenant. 
  3. Death of owner – Notify ProfitCoach of the death of an owner. This is very important for tax and reporting purposes. 
  4. Transfer of ownership – Change ownership of a property that will continue to be managed. 
  5. Custom grace period – Custom grace period for late fee calculations. 
  6. Other – Any other Trust Accounting request that does not fall under standard trust accounting request types.