KeyBooks handles rent reconciliations, Schedule E filing, and NOI reporting — so you can focus on your properties, not your numbers.
Rental income specialists
1–50 unit portfolios
All 50 states
"Finally found accountants who understand depreciation recapture and passive activity rules. Saved me $22K last year."
R
Rachel D. — 14-Unit Landlord · ★★★★★
98%★★★★★Client retention rate
800+Properties Served
$4.2M+Tax Savings Delivered
98%Client Retention Rate
12+Years Rental Expertise
🔒
Bank-Level Encryption
📋
SOC 2 Compliant
🏆
BBB Accredited
🔐
QuickBooks ProAdvisor
Software we work with every day
WHY KEYBOOKS
Built specifically for small property managers
Generic accountants miss rental-specific deductions. We understand passive activity rules, depreciation, and cost segregation — because we only work with property owners.
🏠
Rental specialists only
Every advisor has deep expertise in real estate accounting — not general bookkeeping.
📉
Maximize deductions
We capture depreciation, repairs vs. improvements, travel, and every legal deduction available.
💬
Proactive communication
Monthly reports, quarterly check-ins, and plain-English explanations of your numbers.
🔒
Secure & compliant
Bank-level encryption and SOC 2 compliant storage protect your tenant and financial data.
⭐ 4.9/5 on Google
🏅 Top-Rated on Clutch
📊 QuickBooks ProAdvisor
OUR SERVICES
Everything a property manager needs
📒
Property Bookkeeping
Rent roll reconciliations, security deposit tracking, expense categorization, and clean monthly reports by property.
Learn More →
🧾
Rental Tax Filing
Schedule E, depreciation schedules, cost segregation, passive activity rules, and state returns handled correctly.
Learn More →
📈
Portfolio Advisory
Analyze ROI by property, plan your next acquisition, model cash-on-cash returns, and structure entities properly.
Learn More →
👥
Payroll for Property Teams
Full-service payroll for maintenance staff, resident managers, and contractors — including 1099 prep.
Learn More →
🛡️
IRS Audit Defence
Rental deductions are a common audit trigger. We connect you with specialist representation — fast, at no referral cost.
Learn More →
📊
Property Dashboards
Real-time NOI, vacancy rate, CapEx tracking, and cash-on-cash return dashboards linked to your PM software.
Learn More →
RENTAL INCOME ESTIMATOR
Estimate Your Annual Tax Liability
Enter your rental income, expenses, and structure to get a quick estimate — and see where we can reduce it.
$80,000
$0$500,000
$30,000
$0$400,000
🏠 Estimated Rate: 30%
Net Rental Income
$50,000
Ownership Structure
Sole Proprietor
Estimated Annual Tax
$15,000
A KeyBooks advisor can identify deductions that may lower this significantly.
Actual liability varies based on depreciation, entity elections, state taxes, and passive activity rules.
THE KEYBOOKS DIFFERENCE
We speak landlord, not accountant.
Most accounting firms treat rental income like any other business. We know it's completely different — passive loss rules, depreciation recapture, 1031 exchanges require specialized knowledge.
Dedicated rental accounting experts — no generalists
Integrated with AppFolio, Buildium & Rentec Direct
Per-property P&L reporting every month
Proactive year-round tax planning — not just April
12+Years rental expertise
CLIENT STORIES
Trusted by property managers across the country
★★★★★
"KeyBooks caught $14K in missed depreciation my previous accountant never mentioned. They know rental properties inside and out."
T
Tom B.18-Unit Landlord, Austin TX
★★★★★
"Their monthly NOI reports helped me identify two underperforming units. I sold them and reinvested — best financial decision I've made."
M
Maria S.Multi-Family Investor, Denver CO
★★★★★
"When the IRS flagged my repair deductions, KeyBooks had everything documented. Audit closed in two weeks with zero adjustments."
D
David K.Short-Term Rental Owner, Nashville TN
4.9★★★★★118 Google Reviews
4.8★★★★★72 Clutch Reviews
5.0★★★★★49 Trustpilot Reviews
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SOC 2 Compliant
🛡️
BBB Accredited
📊
QB ProAdvisor
🌐
All 50 States
🏠
NARPM Partner
Stop leaving rental deductions on the table.
Your first consultation is free. Let's find what your current accountant is missing.
PROPERTY BOOKKEEPING
Clean books for every property you own.
Rent roll reconciliation, security deposit tracking, maintenance expense categorization — organized by property so you always know where you stand.
HOW IT WORKS
Bookkeeping built for rental income
🔗
Connect your software
We sync directly with AppFolio, Buildium, Rentec, or your existing PM software to pull transactions automatically.
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Monthly reconciliation
Every rent payment, repair bill, and mortgage payment categorized correctly — split by property and unit.
📊
Reports you'll actually use
Monthly P&L per property, portfolio cash flow summary, and year-end reports ready for your tax filing.
✓Rent roll reconciliation
✓Security deposit tracking
✓Repair vs. improvement categorization
✓Mortgage principal/interest split
✓Per-property P&L monthly
✓CapEx tracking & schedules
✓Year-end tax package
✓PM software integration
Ready for books that match your properties?
Start with a free review of your current bookkeeping setup.
RENTAL TAX FILING
Every deduction found. Every return filed right.
Schedule E, depreciation schedules, passive loss carryforwards, cost segregation — we handle the complexity so you pay only what you legally owe.
WHAT WE COVER
Rental tax is complex. We handle all of it.
📋
Schedule E Filing
Accurate rental income and expense reporting for all supplemental income properties.
🏗️
Depreciation Schedules
Residential 27.5-year, commercial 39-year, and bonus depreciation maximized every year.
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Passive Activity Rules
Navigate the $25K exception and real estate professional status to unlock deductions.
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1031 Exchanges
Defer capital gains taxes when selling and reinvesting in new rental properties.
Stop overpaying on your rental taxes.
Most landlords leave thousands on the table every year. Let's fix that.
PORTFOLIO ADVISORY
Grow smarter, not just bigger.
Strategic guidance on entity structure, acquisition analysis, cash flow optimization, and portfolio diversification from advisors who think in cap rates and NOI.
ADVISORY SERVICES
Think beyond your current portfolio
🏢
Entity Structure
LLC, S-Corp, or partnership — we help you choose and set up the right structure as your portfolio grows.
📐
Acquisition Analysis
Pre-purchase ROI modeling, cash-on-cash projections, and tax impact analysis before you sign.
💰
Cash Flow Optimization
Identify underperforming properties, refinancing opportunities, and rent pricing strategy.
PAYROLL FOR PROPERTY TEAMS
Pay your team right. Stay compliant.
From maintenance staff to resident managers, we handle payroll processing, contractor 1099s, workers' comp, and state compliance.
WHAT'S INCLUDED
Payroll built for property management
✓W-2 employee payroll processing
✓1099 contractor preparation
✓Federal & state tax deposits
✓Workers' comp tracking
✓Direct deposit setup
✓New hire reporting
✓Quarterly & annual filings
✓Multi-state compliance
IRS AUDIT DEFENCE
Rental deductions are a common audit target.
Repair deductions, home office claims, and passive loss deductions attract IRS scrutiny. You need specialists, not generalists who handle one audit a year.
HOW WE HELP
We connect you with the right specialist — fast
📞
Same-day assessment
Send us your IRS notice and we'll assess the scope and connect you with a vetted specialist within 24 hours.
📁
Documentation support
We gather and organize your rental records, receipts, and depreciation schedules for your representative.
✅
Zero referral cost
We never charge a referral fee. Your interests always come first.
PROPERTY DASHBOARDS
See every property's performance in real time.
Connect your PM software and get live NOI tracking, vacancy monitoring, cash-on-cash return analysis, and CapEx forecasting in one clean dashboard.
DASHBOARD FEATURES
Your portfolio at a glance
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NOI by Property
Net operating income tracked monthly so you instantly see which properties perform best.
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Vacancy Tracking
Days vacant per unit, turn costs, and annualized vacancy rate across your portfolio.
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Cash-on-Cash Return
Annual cash yield calculated automatically as rent and expenses update in real time.
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CapEx Forecast
Maintenance reserves and projected capital expenditure across your entire portfolio.
Every type of rental property.
Whether you own single-family homes, a small apartment building, or vacation rentals — we have deep expertise in your situation.
🏡
Single-Family Rentals
The most common way to build wealth through real estate. We track every mortgage, repair, and improvement — capturing every deduction including depreciation, insurance, and management fees.
Schedule E preparation
Repair vs. improvement guidance
Rental home depreciation schedules
Vacation rental mixed-use rules
🏢
Small Multi-Family (2–20 Units)
Duplexes, triplexes, and small apartment buildings add complexity — multiple units, common area expenses, and cost segregation opportunities. This is our sweet spot.
Per-unit rent roll tracking
Common area expense allocation
Cost segregation studies
Portfolio cash flow reporting
🏖️
Short-Term & Vacation Rentals
Airbnb and VRBO properties face unique tax rules — the 14-day personal use rule, platform 1099-K reporting, and mixed-use deduction calculations. We know all of it.
Mixed personal/rental use calculations
Platform 1099-K reconciliation
Furnishings and equipment depreciation
State lodging tax compliance
🏗️
New Construction & Flippers
Active investors flipping properties face a different tax landscape — dealer vs. investor classification, construction cost basis, and timing of deductions matter enormously.
Dealer vs. investor classification
Construction cost capitalization
Flip profit tax planning
Installment sale strategies
Not sure which service you need?
Every portfolio is different. Book a free 30-minute call and we'll tell you exactly what you need.
Pricing
Simple and transparent pricing for modern businesses.
Essentials
$99/ month
AI assisted bookkeeping for freelancers and small businesses.
Most Popular
Core
$249/ month
Monthly Expenses: $50,000
Custom
Contact Sales
For complex companies or large businesses.
Starter
$750/ year
Federal tax return and one state filing.
Growth
$1,450/ year
Multi-state filing and tax advisory.
Enterprise
$3,400/ year
Advanced tax support.
Basic CFO
$1,750/ month
Financial reporting and guidance.
Growth CFO
$3,150/ month
Financial modeling and investor reporting.
Enterprise CFO
$5,250+/ month
Board reporting and fundraising support.
Operations Starter
$500/ month
Payroll support and vendor payments.
Operations Growth
$1,200/ month
Financial operations and automation.
Operations Enterprise
Custom
Full operational management.
ABOUT US
Built by landlords, for landlords.
KeyBooks was founded after frustrating experiences with general accountants who simply didn't understand rental properties. We built something better.
"I've owned rental properties for 15 years. The accounting complexity was always my biggest headache — so I started KeyBooks to solve it for everyone."
J
James R. — Founder, KeyBooks · ★★★★★
OUR VALUES
What drives everything we do
🎯
Specialization over generalization
We turned down 80% of accounting clients so we could be genuinely world-class for property owners.
💡
Proactive, not reactive
We call you when we find a deduction you missed — not just when tax season arrives.
🤝
Plain-English explanations
We translate passive activity rules and depreciation recapture into language you can actually act on.
Let's talk about your portfolio
A free 30-minute call with a rental accounting specialist. No pressure, no sales pitch — just honest advice.
Book a free consultation
We'll review your current setup and tell you exactly how we can help.
We respond within one business day. No spam, ever.
Why landlords choose us
We've helped hundreds of small property managers stop overpaying on taxes and start understanding their portfolios.
