What it produces
Every bank line matched to the ledger daily, three ties proven to the cent each month (bank to ledger, trust, deposits), and a closed period with evidence behind every checklist line.
Workflows
Bank Rec & Month-End
the matching of bank activity to the books and the checklist of entries and reviews that closes a property's accounting period
The job in one minute
Who owns it
The property accountant prepares; the controller reviews and locks the period; treasury owns bank access; where the manager is a licensed broker, the broker signs the trust reconciliation.
How often
Matching daily, close monthly. The Atlas plans 3 to 18 hours a week per reconciliation process and 12 to 60 hours a month for the checklist. Hours are planning estimates.
- 40properties
- 3accounts each
- 120reconciliations a month
Why it hurts
The clean lines match themselves. The time goes to the rest: a lockbox batch that posted twice, an NSF reversal nobody booked, a deposit refund posted against rent income.
Old reconciling items are the tell. A difference carried for three months is one nobody researched. For a broker holding client money, a trust account that does not tie is a licensing problem whatever the hours.
Systems it touches
Bank portals are where most of this work happens, and they are the least connected. The agent works them from the accountant's own machine and session.
- Yardi Voyager
- RealPage
- MRI
- AppFolio
- Entrata
- Buildium
- Bank portals
- County tax portals
- Outlook
- Excel
- SharePoint
12 steps · 7 actions · 3 decisions · 2 human reviews
The workflow, step by step
Action Decision Human review Select a step in the flowchart to jump to it.
Bank portal
Platform
Agent
-
Action · Agent
Each morning, download prior-day activity for every operating, trust and deposit account.
-
Action · Agent
Pull the platform's receipts, lockbox and ACH batches, and check register for the same date.
-
Decision · Agent
Match by amount, date window and reference, including one-to-many for batch deposits.
-
Action · Agent
Mark matches in the reconciliation screen and list the rest.
-
Action · Bank
Read each unmatched line and any remittance image; propose a class such as NSF, bank fee or duplicate batch.
-
Human review · Accountant
The accountant confirms the class and approves any journal entry.
-
Decision · Agent
Flag receipts not deposited within the state's deadline (two working days in Texas).
-
Action · Bank
At month end, complete each bank reconciliation.
-
Action · Agent
Run the trust tie and the deposit tie.
-
Decision · Agent
Any difference other than 0.00 stops that property's close; old items are flagged.
-
Human review · Accountant
The accountant reviews each reconciliation; the broker signs where the state requires it.
-
Action · Agent
Work the close checklist with linked evidence, then publish the close log.
✓ Done
Rules vs judgment
A tie is a subtraction. It never goes to a model.
| Exact rule | The model reads | A person decides |
|---|---|---|
| Match keys and date windows | Bank descriptions like "ACH RTN R01" | Every entry that clears an item |
| Tie arithmetic to the cent | Remittance PDFs and lockbox images | Any tie difference, however small |
| Deposit-deadline test | PDF statements with no export | Write-offs of stale items |
| Item aging and lock preconditions | Memo lines on returned items | The trust signature and the period lock |
When it stops
- A bank portal asks for a one-time code. That download pauses for a named person while other accounts keep running.
- The same lockbox file posts twice. The batch-ID rule catches it before matching.
- A deposit refund is paid from operating cash. The deposit tie shows the gap and a transfer is proposed.
- A security deposit lands in the operating account. A same-day transfer is proposed and the commingling is flagged.
- A transfer between properties is booked on one side only. Both closes stop until the pair is booked.
- The bank changes its export layout. The step flags and a person re-shows it once.
What you end up with
Per account per month: the statement as downloaded, matched and unmatched lists, the class and approver for each item, three tie calculations, and the signed reconciliation. Per close: the checklist with evidence links and the lock timestamp. Owner statements start only after this.
See how owner packages build on a locked period in Owner Statements.
Questions
What if a bank offers only PDF statements?
The agent reads the PDF into a table first. If the lines do not sum from the opening to the closing balance, the step stops.
Why reconcile daily if the rule is monthly?
Deposit deadlines and fraud windows are measured in days. An unrecorded ACH found on day two is a phone call. Found on day 35, it is a research project.
Can the agent move money between accounts?
It prepares the transfer with the tie that justifies it and routes it for approval. We recommend view and download rights only, so release stays with treasury.
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No prompts. No babysitting. No Integrations.