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End of Year Reporting: 1099 Improvements

You can now create separate 1099 forms per owner per property. For owners who have ownership in multiple properties, you will see a checkbox that allows to you generate 1099 PDFs separated by property. Additionally, we’ve added the option to show or hide TINs/SSNs on 1099 forms.

Here is a form 4419.. https://www.irs.gov/pub/irs-pdf/f4419.pdf This is used to get a fire code to file electronically. You get extra time to send to the IRS while filing electronically.. and it is required for PM Companies with over 250 1099s.

Here is a blank w-9.. https://www.irs.gov/pub/irs-pdf/fw9.pdf

If you still need additional information from your vendors, try sending them a blank w9 form.

Add Vendor Terms For Bill Due Dates

You can now set payment terms per vendor. These terms will calculate your due dates when entering bills through the New Bill or Smart Bill Entry pages.

To set this up, go to any Vendor page and edit the Accounting Information section to fill in that vendor’s payment terms. You can choose "Due on Receipt" or set up Net terms, depending on how many days until your bills from that vendor are due.

Once set up, you’ll see these terms when entering a bill. The due date of the bill will change depending on the invoice date you enter.

Next, we’ll be looking at ways to help you set up vendor terms when logging a bill, applying terms to Work Order bills, and discounts for early payment. Let us know what you think.

Good Afternoon Everyone,

Today I wanted to show 21 additional revenue streams that we see used by property management companies across the nation. We can help implement and manage these ideas. Take a look, let us know what you think!

Top 21 Income Streams for Property Management Firms
1. App Fees*: This one is pretty simple. If you are not using the Appfolio Application, I would recommend getting that set up immediately! I often see firms charge anywhere from $35-$100/applicant.

2. Admin Fees*: This is a fee you can charge to both tenants and homeowners. I often see admin fees charged for renewal of leases, project management for an owner, eviction of tenants etc. This fee is generally used for anything a PM company does outside of its normal operating procedures as described in their management agreement.

3. Parking/Garage: We find monetizing your garage space to be successful in appfolio. We typically set this up as an additional rentable item or a separate unit under the owners property/unit structure.

4. Pet Rent*: Pet rent is exactly what it sounds like. You charge additional rent determined by number of pets, weight, etc. You can also charge monthly pet rent. I have seen firms take 50-100% of pet rent and fees charged to a tenant.

5. Security Deposit: In some states you may hold your security deposit in an interest bearing escrow account. I have seen management companies do this and at time of lease have tenant sign a form stating they are entitled to any interest earned. At move out, tenant may elect to be paid interest collected. If they do so, the management company will charge a $60-$100 admin fee (accounting fee) to account for, and pay this out to the tenant. Interest earned per deposit is usually in the range of $20-$50/deposit. Ultra-high end real estate may have to charge a higher fee for this. You will also want to determine a pricing sheet for typical move out charges. 1 bag of trash costs $100, carpet cleaning costs $250 etc. The idea is to cover all of your bases at lease signing.

6. Redecoration Fees*: This goes back to the last section in which we discussed a pricing sheet for typical move out charges. You may also charge a redecoration fee at move in. I have seen companies charge anywhere from $300-$500 for an "easy move out" package. This package includes basic cleaning, and painting. You will want to know your average cost to turn a condo for a new tenant before charging at the beginning of the lease.

7. Trash*: Often overlooked, this is one of the potentially largest money makers on the list. Recently "Valet Trash" services have exploded in apartment communities throughout the nation. The typical setup is pretty simple. Management firms will pay for and install bins near the front door of each unit. These bins look just like a small bench and provide a good look to the community. The bins hold 2-3 full size bags of trash. For a fee… Often $20-$30/month trash will be picked up from the tenants bins and delivered to the compactor by a team member. By doing this you will limit the overuse of the compactor by tenants while making a healthy profit.

8. Storage: This is pretty straight forward. Some of the best investment returns I have ever seen were on storage units and garages. If Storage is separate from the unit, I wold advise making it a rentable item.

9. Water: If you own a large community, there are a couple of ways to make money here. You could sub meter each unit and bill each tenant individually plus a service charge. Large communities may elect to pay the water for the entire property and flat rate tenants. Budget forecasting is very important for the later option.

10. Furniture Rental: Very straight forward. I have seen this idea fail in lower income areas, and thrive in higher income areas.

11. Cable/Internet: Call your local cable company and try to work out a "Bulk Services" deal. These are often cheaper than market pricing for the same service. Wrap the services into your rent for higher rental rates.

12. Gas: I imagine this is a lot like the water situation above. Sub meter each unit, charge for gas, or charge a service fee.

13. Electricity: For this to work, you really need to know your average costs per month on electricity. Bringing the entire fee in house and charging tenants directly is a great way to increase cash flow!

14. Corporate Usage Fees: Centered around corporate housing. This fee is rarely used. It may be a good idea for any owners with highly transient property, or high numbers of rentals per year.

15. Washer/Dryer: This is one of the most used ancillary services for property managers. The idea is simple. Provide washers and dryers to tenants to use for a fee. There are companies that will install and service the system in exchange for a percentage of monthly income.

16. Pest Control: This is a must and another most used service. All tenants should be billed a monthly fee for pest control. Not all tenants will use this service, but it is a must in the event of a large pest problem. This is both a money maker and protection policy.

17. Short Term Lease: You should always charge more for a shorter term lease. Typically this is income to the owner. I have seen management companies charge an additional fee for the shorter term.

18. Misc. Property Amenities: If you manage a property with great amenities, or a large number of amenities, it may be a good idea to monetize these items. I would not advise charging admission to use the pool. But I would provide additional items tenants may purchase or rent on a monthly basis.. For example, maybe we have 3 parking spots that are the perfect spots. I would make those VIP spots. Tenant will still be assigned a parking spot, but if they want VIP parking, they will need to pay an additional $20/month.

19. Early Termination: I have seen this fee always go to the owner at move out. There are some companies that guarantee a monthly rent to the owners. If that is the case, I would see where the management company would keep an early termination fee. Aside from that, if the management company is paid in relation to rents received, I do not see taking this fee as fiduciary at all.

20. Damage Fee: I would advise developing a pricing sheet for typical move out costs. This sheet should be part of the lease and signed off on by the tenant. At move out, if the tenant lease a mess, you can charge according to your sheet, and reimburse the owner for actual costs. You will need to check your state laws in regards to move out costs prior to implementing this.

21. AC Filters: In warmer climates, AC maintenance is imperative. Trusting each tenant to keep up with Filter replacements does not work. Why not order and deliver filters directly to your tenants? Management companies typically charge $15-$20/month.

Additional Comments from Firms using these services:
RUBS – Gunti Weissenberger indicated that they don’t prefer using RUBS as their residents don’t like the way utilities are broken out. He mentioned that when they switch to submetering, they lower rent to mitigate resident complaints, and then make plans to raise rents upon renewal or with new residents.
Fees Versus Upgrades – Higher end PM companies focused on upgrades that residents opted into paying for, while other PM’s ancillary income derived more from punitive, fee-based income from late charges and the like.
Renter’s Insurance Lapses – Having renters insurance lapse is a challenging problem, some PM’s charge a $50/month fee if the resident lets their renters insurance lapse until they get it reinstated.
Common Area Maintenance? In some markets, it is common to charge a "Common Area Maintenance" fee, intended to provide cleaning services for hallways. In an off-the-cuff polling of some on the Insiders community, we didn’t find much use, or even knowledge, of this fee, but maybe this will expand to other markets in the future?
Real Estate Taxes Fee? Real estate tax increases for multifamily properties are done without much consideration from multifamily owners. So they are considering a fee to pass along those tax increases in order to have their residents have a vested interest in any potential increase. The idea is that the residents would join in any push against a rise in real estate taxes.
Unit Upgrade Income – A PM will provide upgrades to a unit (if they are in line with the existing design of the apartment) for a charge to that resident. Once that resident ultimately moves out, they then charge subsequent residents for that upgrade, as those upgrades remain with the apartment.

November is a very busy month for PM Bookkeeper. We begin our preparations for year end. One of the most important items to tackle early on is 1099’s! Below is some very important information. We will be sending out additional updates throughout the next couple of months with how we do taxes!

Appfolio prepares 1099s for both vendors and owners. Some owners and some vendors you will not need to send a Form B. Please check IRS code (https://www.irs.gov/pub/irs-pdf/i1099gi.pdf) regarding you should receive and who should not receive 1099’s.

If you need to purchase printable 1099s, we would recommend this link

AppFolio offers the ability to print 1099s for recipients (Copy B). If you are submitting paper 1099s to the IRS, you must purchase pre-printed forms in order to print 1099-MISC copy A from AppFolio. If you are e-filing 1099s, AppFolio can generate a compatible FIRE file to submit online to the IRS.

The 1099-MISC Copy B you can print from AppFolio is the same as the form you can purchase from the IRS and prints one form to a page. Filter the 1099 function for one vendor or owner to print a sample. This has no affect on data in your system – the 1099s won’t save anywhere and nothing is recorded on vendor pages.

You’re required to e-file 1099s if you’re filing 250 or more 1099s (owners and vendors combined). If you’re filing less than 250, you can submit paper 1099s or e-file. In order to e-file, you must apply for a Transmitter Control Code and create an account in the IRS’s FIRE system. See E-Filing 1099s for more detailed information.

Owners must provide consent if you’re ONLY sending them an electronic 1099. You do not need consent if you’re sending them an electronic and paper 1099. See Collect & Record Owner Electronic 1099 Consent for more information and instructions for how to gather consent in AppFolio.

Mid-Year Go Lives, Financial Remigrations or Tax ID Changes

If I have not been live with AppFolio for the entire year, can I still produce 1099s through AppFolio?

For owners, if you included year to date totals for your income GL accounts during your data migration, then you can produce 1099s from AppFolio. If not, you will need to produce 1099s from your old solution and AppFolio, or enter journal entries in AppFolio to reflect balances in GL accounts for the missing months.

For vendors, if the taxpayer is the management company for all properties, make sure there is a 1099 Balance Forward entered on the vendor’s page. If the taxpayer on properties is set as the Property Owner or Portfolio, you’ll need to generate 1099s from AppFolio and your old solution.

We changed our tax ID this year. Can we generate 1099s from AppFolio?

If your company changed its tax ID number mid-year, you’ll need to complete 1099s manually for the current year. All financial activity under the old tax ID will remain in your database under the new tax ID. AppFolio does not have a ‘cut off’ point for 1099s, or start and end dates for tax IDs. To report 1099 totals, AppFolio looks at the total operating income for the year and reports it under whatever tax information is recorded in Company Settings at that time. You can run reports like the Cash Flow to get accurate totals for both time periods, but must complete the 1099s manually.