Tracking rental property finances can be an overwhelming task for real estate investors.
Luckily, Xero offers an intuitive accounting platform tailored for property investments that makes the process far simpler.
In this post, you'll discover how Xero streamlines accounting for items like expenses, income, taxes, and more to optimize returns across your rental portfolio.
Introduction to Xero as a Property Investment Accounting Software
Xero is an increasingly popular cloud-based accounting software that offers a range of features useful for tracking finances related to rental properties and other investments. Key benefits of using Xero for property investment accounting include:
Automation and integration - Xero seamlessly connects with many major property management platforms like Stessa and Landlord Studio. This allows for automated importing of income and expenses related to your properties. Less manual work tracking transactions means more time focusing on your investments.
Customized reporting - The software provides real-time reports with customizable filters to analyze the profitability of each individual property. You can compare periods, change date ranges, view cash flow reports, budget variance reports and more. This level of transparency helps better inform future investment decisions.
Advisor network - As an established global brand, Xero offers access to a broad directory of accredited advisors who specialize in rental property accounting. They can provide tailored guidance on configuration, feature utilization, tax planning, and other best practices.
In summary, Xero delivers robust accounting tools for the unique requirements of managing investment properties. Their specialization in automation, seamless integration, transparent reporting, and advisory services can greatly simplify accounting activities for property investors. This allows investors to better focus their efforts on high-level portfolio strategy and maximizing returns.
How to do accounting for investment property?
Proper accounting is crucial for successfully managing investment properties. Here are 9 key things to consider:
Avoid Comingling of Funds
Keep investment property finances separate from your personal finances. This makes tracking, reporting, and tax compliance much easier. Set up separate bank accounts and credit cards for each property.
Keep Each Property Separate
Even if you own multiple investment properties, track each one individually with its own profit and loss statement. This allows you to evaluate the performance of each asset.
Set Up An Emergency Fund
Have a reserve fund to pay for unexpected repairs or periods of vacancy without dipping into your personal funds. Aim to have 6 months of expenses available in a separate emergency account.
Choose a Tracking Method
You can use either the cash or accrual method. Cash basis is simpler but accrual more accurately matches revenue and expenses. Choose the best method for your needs and be consistent.
Track Everything
Keep detailed records of all transactions related to your rental property - income, expenses, mileage, improvements, etc. Digital apps like Xero can automate much of this tracking.
Implement Digital Record-Keeping
Cloud-based apps provide easy and secure access to your rental property data from anywhere. They also integrate with bank feeds to automatically import transactions.
Automate What You Can
Take advantage of automation features in accounting platforms. This saves time on manual data entry and reduces errors. Set up scheduled reports for quick insights.
Stay Informed on Tax Requirements
Consult a tax professional to understand what you can deduct and how to properly file. An accountant can also advise you on the best ownership structures and record-keeping methods.
How do you add a property in Xero?
To add a property in Xero, follow these simple steps:
- In the Accounting menu, select Advanced, then click Fixed assets.
- Click New Asset.
- Select Property as the asset type and fill in the details:
- Asset name and description
- Purchase date
- Purchase price
- Estimated useful life
- Click Save.
The property will now be set up as a fixed asset in Xero. You can view and manage all your rental properties under Fixed Assets.
Key things to remember when adding rental properties in Xero:
- Set up separate fixed assets for each individual property investment
- Select the correct useful life based on expected rental period
- Attach purchase invoices and documents
- Review depreciation and net book value over time
- Match rental income and expenses to each property
Using Xero fixed assets for your property investments enables automated depreciation calculations, simplified tax reporting, and better financial oversight.
What is the expense ratio for investment property?
The expense ratio, also known as the operating expense ratio (OER), is an important metric for comparing the costs of owning and operating different investment properties.
The OER calculates the ratio of operating expenses to effective gross income. Specifically, it divides total operating expenses for a year by the gross income for that year.
For investment properties, experts typically recommend looking for an OER between 60-80%. A lower OER is better from an investment perspective.
- An OER under 60% generally indicates an efficiently operated building with lower maintenance costs and expenses.
- An OER over 80% suggests high operating costs that could make the investment less profitable.
As an investor, you'll want to analyze a property's OER to spot any red flags in the operating expenses, such as:
- High maintenance or repair costs
- Excessive property management fees
- Spiking utility bills
An unusually high OER can signal issues that may deter you from purchasing that rental property investment. Monitoring OER over time can also help you evaluate the performance of your investment properties.
The OER provides a standardized metric to compare potential real estate investments across different properties. Keeping operating costs low through careful property selection and management will lead to better returns.
How do you value an investment property?
Valuing an investment property can be done in a few ways, but one of the simplest methods is using the gross rent multiplier (GRM) approach.
To calculate the GRM:
- Property Price / Value: This is the current market value or purchase price of the property.
- Gross Annual Rental Income: This is the total rental income the property generates per year before expenses.
The formula is:
Gross Rent Multiplier = Property Price or Value / Gross Annual Rental Income
So for example, if a property is worth $400,000 and the gross annual rental income is $40,000, the GRM would be:
$400,000 / $40,000 = 10
A GRM of 10 means the property price is 10 times the annual rental income. This metric allows quick valuation comparisons between similar properties. The higher the GRM, the more expensive the property is relative to the rent it produces.
When analyzing investment properties with Xero, the Profit & Loss report can provide the gross rental income figures needed for GRM valuation. Comparing GRM over time can indicate property appreciation or changing rental demand.
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Xero for Landlords: Setting Up Your Rental Properties
To get started with Xero for rental property accounting and management, the first step is to add each individual rental property as a separate "asset" within Xero. This allows you to track all income, expenses, loan details, and other financial transactions for every property independently.
Creating Separate Ledger Accounts for Each Investment Property
Best practice when using Xero for multiple rental properties is to create an individual ledger account for each one. This keeps all the finances separate and makes tracking, reporting, and tax preparations much easier compared to lumping all properties together into a single account.
To create new accounts in Xero, go to the Chart of Accounts section and click "Add Account". Choose the asset account type, give it a name like "123 Main St Rental Property", assign an account code, and save it. Repeat this process for every investment property you own.
Recording Key Property Investment Details in Xero
For each individual rental asset account, you can record additional details like:
- Purchase date and purchase price
- Address
- Type of property
- Total rooms/units
- Loan and interest details
- Depreciation method
- Expenses to date
- Tenant and lease details
Capturing this data gives you the full picture in Xero for monitoring the profitability and performance of your property investments over time.
Organizing Loan and Mortgage Information
As you add rental properties into Xero, take time to record any active loans or mortgages associated with each asset. Key details to track include:
- Lender name
- Original loan amount
- Interest rate
- Term length
- Payment frequency and amounts
- Balances and account numbers
Documenting these financing details allows Xero to automatically calculate interest expenses based on the payment schedules. This keeps your accounting and reporting accurate and up to date.
Setting Up Depreciation Schedules for Property Assets
A key benefit of using Xero for rental property accounting is the ability to track depreciation. This provides substantial tax savings for property investors over time.
Within the details section for each asset, you can define the depreciation method (straight line or diminishing value). Xero will then calculate and record depreciation expenses over the lifetime you specify.
Setting up depreciation schedules properly ensures these tax deductions are maximized and accounted for accurately.
In summary, taking time to create detailed asset records for all rental properties is critical for tracking performance. The key is separating each property into its own Xero ledger account and populating investment specifics like purchase price, loans, and depreciation details. This provides the foundation to leverage Xero's full functionality for property investment analysis and tax reporting.
Managing Rental Income and Expenses with Xero
Xero provides useful tools to help landlords and property investors easily track rental income and expenses for their investment properties.
Automating Rental Income Tracking in Xero
You can set up bank rules in Xero to automatically categorize deposits from tenants as rental income. This saves time manually recording each transaction. Here's how:
- Connect your bank accounts to Xero
- Create a rule to tag deposits from your tenants as "Rental Income"
- Xero will now automatically record these transactions properly
This helps ensure all rental payments are properly accounted for with minimal effort.
Categorizing Property-Related Expenses
It's important to accurately categorize expenses like repairs, maintenance, utilities, etc. This enables correct tracking of property costs for tax purposes.
Some common categories include:
- Repairs and maintenance
- Property management fees
- Utilities
- Mortgage interest
- Depreciation
Taking the time to properly categorize these expenses makes tax prep and financial reporting much easier.
Monitoring Cash Flow for Rental Properties
Use Xero's reports to monitor the cash flow of your rental properties. Reports like Profit & Loss and Balance Sheet help track income, expenses, profits and overall financial health.
The Cash Flow report is especially useful for investment property analysis. It shows how much money is coming in and going out over time. Monitoring this helps assess property profitability.
Reconciling Transactions for Accurate Property Financials
Reconciling is key for accurate accounting. It matches transactions from bank/credit accounts to what is recorded in Xero.
Following a monthly reconciliation process catches any missing, duplicated or incorrectly categorized transactions related to your properties. This ensures completely up-to-date financial reporting.
Analyzing Property Performance with Xero Reports
Use Xero's reporting to gain visibility into the profitability and performance of your rental properties for smarter investment decisions.
Generating Profit and Loss Reports for Each Property
Xero's Profit and Loss report provides a detailed breakdown of your rental income and expenses for each individual property over any custom date range. This allows landlords to:
- Identify your most profitable properties based on net income
- Pinpoint high expense properties to control costs
- Assess performance month-over-month or year-over-year
To run a Profit and Loss report filtered by property:
- Navigate to Reports > All Reports > Profit and Loss
- Select the property or properties to analyze from the dropdown menu
- Choose your desired date range, such as Last Month, Last Year, or Custom
- Run the report
Review the income, expenses, and net profit/loss for insights into the cash flow and profitability of each rental property.
Using Budget Variance Reports to Control Costs
Create budgets for your expected rental property expenses, then use Xero's Budget Variance report to monitor your actual spending against your budgeted amounts. This allows you to:
- Set expense budgets by property
- Receive alerts when you near or exceed budget
- Identify cost overruns to implement controls
To compare budgets vs actuals:
- Navigate to Reports > All Reports > Budget Variance
- Select the Budget you created for the property
- Choose date range to analyze
- Run the report
Review variance percentages to see where you might be overspending. For example, a positive 10% variance means you have exceeded budget by 10% for that expense line item. Tighten controls on high variance categories to improve profit margins.
Comparing Periods to Gauge Property Investment Growth
Utilize Xero's compare periods feature to analyze how your rental property investments have performed month-over-month or year-over-year. This reveals trends over time to determine:
- Growth in rental income
- Changes in expenses
- Increases in net profit
To compare periods:
- Navigate to Reports > All Reports > Profit and Loss
- Select Compare Two Periods
- Choose the periods to compare, such as This Month to Last Month
- Run the report
Assess the % change between periods for key metrics. Positive percentages signify growth to help identify top performing properties.
Adjusting Date Ranges for Customized Financial Analysis
Xero allows you to filter reports by custom date ranges to extract the exact rental property financial data you need for smarter analysis. Rather than just viewing standard periods, you can specify precise start and end dates.
For example, run Profit and Loss reports for:
- A specific season like summer to compare year-over-year
- The first 6 months to compare first vs second half performance
- Since acquiring a property to evaluate returns
Date range flexibility provides greater control over the financial insights you can uncover to make better property investment decisions.
Xero's reporting provides transparency into rental property profitability. Monitor performance trends over time and against budgets to identify top and bottom performers, growth opportunities, and areas to reduce costs for optimized returns.
Enhancing Xero with Property Management Add-Ons
Extend Xero's rental property accounting features through apps like Landlord Studio for free cash flow forecasting, maintenance scheduling, and more.
Integrating Xero Property Management Add-On for Streamlined Operations
Xero offers integrations with top property management apps to enhance accounting and operations. By connecting your rental portfolio to Xero, you can automatically sync income, expenses, tenants, properties, and other data to simplify accounting and reporting.
Key benefits include:
- Streamlined bookkeeping with automated imports of rent payments, expenses, and invoices
- Centralized access to financials, documents, maintenance tasks, showings, and more
- Easy tax prep with categorized transactions and consolidated rental reports
- Scalable systems to support portfolio growth
With a two-way sync, any updates made in either system automatically flow through for convenient, real-time management.
Landlord Studio: A Comprehensive Tool for Property Management
Landlord Studio stands out as a top Xero add-on for comprehensive rental property management.
Benefits include:
- Free cash flow forecasting to easily predict income and expenses
- Maintenance tracking and scheduling for each property
- Document storage for leases, invoices, statements, and more
- Automated tenant screening and credit checks
By centralizing data, Landlord Studio enables investors to efficiently oversee their portfolio within Xero while gaining insights to guide smart business decisions. Users praise the platform for simplifying accounting, aiding growth, and boosting productivity.
Exploring Alternatives: Stessa vs Xero Integration
Stessa offers another strong option for Xero property management integration. The tool specializes in automated reporting to optimize taxes and cash flow.
Key features include:
- Automated depreciation tracking
- One-click rental reports
- Tax-optimized expense categorization
- Cash flow analysis tools
Stessa simplifies accounting and reporting for elevated tax savings and smarter investments. The platform also provides some maintenance tracking, document storage, and screening capabilities, though not as extensive as Landlord Studio.
When choosing between Stessa and Landlord Studio, weigh your specific needs - Stessa offers superior reporting automation while Landlord caters to more holistic property oversight.
Customizing Your Xero Experience with Add-On Marketplaces
With over 1,000 apps available, Xero makes it easy to customize your accounting to your property portfolio's unique needs. Beyond Landlord Studio and Stessa, top add-ons include:
- RentRoll for tenant and lease management
- Debitsuccess for automated rent collection
- Proviso for budgeting and cash flow analysis
Xero's add-on marketplaces enable you to mix and match solutions for the perfect tech stack to manage your investments. As your portfolio grows, integrations through Xero give you the systems to efficiently scale.
Collaborating with Xero-Certified Advisors for Property Investment
Connect with a Xero advisor in your area who specializes in accounting for rental properties to optimize setup and leverage best practices.
Finding Expertise in the Xero Advisor Directory
Xero offers a directory of qualified accountants and bookkeepers with expertise across various industries and use cases like property investment. You can search the directory by location and specialty to find advisors experienced with rental property accounting. This allows you to connect with someone familiar with managing finances for investment properties.
Some key things to look for when identifying an advisor include:
- Specialization in rental property accounting
- Experience with landlords and real estate investors
- Knowledge of tax implications and deductions
- Familiarity with Xero and add-ons like Rental Manager
Taking time to find the right advisor match ensures you tap into specialized expertise to streamline accounting and optimization.
Identifying Xero for Rental Properties Specialists
Look for advisors with experience handling accounting and taxes for rental properties at your scale (single family, multi-unit etc). The right advisor understands specifics like:
- Tax deductions and credits for different property types
- Managing income, expenses, profit/loss across multiple properties
- Generating rental property reports and KPIs
- Integrating with other platforms like listing sites
Clearly communicating your rental property portfolio and needs allows an advisor to assess their ability to support you. Verify they have worked with similar clients to leverage experience.
Leveraging Xero Training and Support Resources
Explore training options and support resources available through Xero to enhance your property accounting skills. As an example:
- Xero offers on-demand webinars for using their rental management features
- You can access how-to guides and FAQs in the Xero Help Center
- Check out the Xero blog and community forums for advice from fellow users
Learning the basics allows you to be better equipped collaborating with an advisor. Identify knowledge gaps to guide the focus of your working relationship.
Engaging with the Xero Community for Peer Advice
Join forums and discussion groups to get insights and advice from other landlords and property investors using Xero. Connecting with peers allows you to:
- Learn about property accounting best practices
- Get insights on useful Xero features
- Share experiences and challenges
- Discover new tools and integrations
Tapping into the shared knowledge of the Xero community supplements support from your advisor. Focus conversations on your specific accounting use cases and objectives.
Conclusion: Maximizing Returns with Xero for Rental Properties
Using Xero can help landlords and property investors maximize returns on their rental properties by streamlining accounting and providing greater financial visibility. Here are some key takeaways:
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Automating rental property accounting with Xero saves time and minimizes errors compared to manual methods. This allows investors to focus on other aspects of their business.
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Xero integrates with other platforms like Stessa and Landlord Studio to fully manage rental finances, from collecting rent to tracking expenses and generating reports.
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The array of reports in Xero gives landlords insight into cash flow, profitability, budget variance, and more. This helps inform better investment decisions.
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Advisory services through Xero assist landlords in setting up and using Xero effectively for their specific accounting needs.
Overall, Xero is a powerful platform for rental property accounting, management, and investment analysis. Investors should consider further research into integration options and consult an advisor to implement Xero in a way that best supports their goals. Properly leveraging Xero can lead to significant time and money savings over the lifetime of a rental property investment.
