--- title: "Real Estate Chart of Accounts | Ledgerbrook" source: https://ledgerbrook.com/tools/chart-of-accounts/real-estate/ description: "QuickBooks Online chart of accounts for real estate and property managers. Security deposits and free QBO CSV download." --- Industry Accounting BlueprintIRS Schedule E and repair regulations # Real Estate & Property Management Chart of Accounts A real estate chart of accounts separates tenant security deposits into a restricted escrow account (1030) with an equal Tenant Security Deposits Held liability (2120). Operating expenses must distinguish capital property improvements from deductible repairs, and Class tracking reports each property separately. 📥 QuickBooks Online Ready CSV Includes all 35 numbered accounts, types, and official QBO detail types. [Download QBO CSV](/downloads/chart-of-accounts/real-estate-chart-of-accounts-quickbooks.csv) Industry Gotchas ## Key Accounts Most Bookkeepers Set Up Incorrectly Account #1030Bank ### Tenant Security Deposit Escrow Why It Matters: Holds tenant deposits apart from operating cash, which many states require by law. ⚠️ Common Mistake: Depositing security deposits into operating checking and spending them on monthly property maintenance. Account #2120Other Current Liabilities ### Tenant Security Deposits Held Why It Matters: Reflects the liability owed back to tenants upon lease termination, minus documented damage deductions. ⚠️ Common Mistake: Treating forfeited deposits as fee income before formal lease settlement and tenant notice. Account #1600Fixed Assets ### Building Improvements (Capital Assets) Why It Matters: Captures HVAC replacements, roof replacements, and capital additions subject to MACRS depreciation. ⚠️ Common Mistake: Expensing major $20,000+ roof overhauls in full as routine maintenance on the P&L. Account #5010Expenses ### Property Maintenance & Turnover Repairs Why It Matters: Routine turnover cleaning, plumbing repairs, and landscaping deductible in the current operating year. ⚠️ Common Mistake: Failure to use class or location tracking per rental property address. Account Hierarchy ## Complete Real Estate Account Tree All (35)Assets (1000s)Liabilities (2000s)Equity (3000s)Revenue (4000s)COGS (5000s)Expenses (6000s) | Code | Account Name | QuickBooks Account Type | QuickBooks Detail Type | Action | | --- | --- | --- | --- | --- | | 1010 | Property Operating Checking | Bank | Checking | Copy | | 1030 | Tenant Security Deposit Escrow | Bank | Rents Held in Trust | Copy | | 1040 | Rent Payment Clearing | Other Current Assets | Other Current Assets | Copy | | 1100 | Tenant Accounts Receivable (Rent Arrears) | Accounts Receivable (A/R) | Accounts Receivable (A/R) | Copy | | 1450 | Lender Property Tax & Insurance Escrow | Other Current Assets | Other Current Assets | Copy | | 1500 | Land (Non-Depreciable) | Fixed Assets | Land | Copy | | 1505 | Land Improvements (Paving, Fencing, Landscaping) | Fixed Assets | Other fixed assets | Copy | | 1510 | Rental Property Buildings | Fixed Assets | Buildings | Copy | | 1520 | Accumulated Depreciation - Buildings & Improvements | Fixed Assets | Accumulated Depreciation | Copy | | 1600 | Capitalized Building Improvements (CapEx) | Fixed Assets | Buildings | Copy | | 2010 | Accounts Payable - Contractors & Vendors | Accounts Payable (A/P) | Accounts Payable (A/P) | Copy | | 2020 | Property Operating Credit Card | Credit Card | Credit Card | Copy | | 2120 | Tenant Security Deposits Held | Other Current Liabilities | Rents in trust - Liability | Copy | | 2130 | Prepaid Tenant Rent | Other Current Liabilities | Other Current Liabilities | Copy | | 2510 | Mortgages Payable (Long-Term Notes) | Long Term Liabilities | Notes Payable | Copy | | 3010 | Owner / Investor Capital Contributions | Equity | Owner's Equity | Copy | | 3020 | Owner Equity Draws & Distributions | Equity | Owner's Equity | Copy | | 3030 | Retained Earnings | Equity | Retained Earnings | Copy | | 4010 | Residential Rental Income | Income | Other Primary Income | Copy | | 4020 | Commercial Lease Revenue | Income | Other Primary Income | Copy | | 4030 | Late Fees & Tenant Charges | Income | Other Primary Income | Copy | | 4040 | Utility Reimbursement Income (RUBS) | Income | Other Primary Income | Copy | | 5010 | Property Maintenance & Turnover Repairs | Expenses | Repair & Maintenance | Copy | | 5020 | Property Management Commissions | Expenses | Other Business Expenses | Copy | | 5030 | Landscaping & Snow Removal | Expenses | Repair & Maintenance | Copy | | 5040 | Trash, Water & Sewer Utilities | Expenses | Utilities | Copy | | 5050 | Property Real Estate Taxes | Expenses | Taxes Paid | Copy | | 5060 | Landlord Property & Casualty Insurance | Expenses | Insurance | Copy | | 5070 | HOA Dues & Condo Assessments | Expenses | Dues & Subscriptions | Copy | | 6010 | Advertising & Vacancy Marketing | Expenses | Advertising/Promotional | Copy | | 6020 | Legal, Eviction & Professional Fees | Expenses | Legal & Professional Fees | Copy | | 6030 | Pest Control & Extermination | Expenses | Other Business Expenses | Copy | | 6100 | Mortgage Interest Expense | Expenses | Interest Paid | Copy | | 6150 | Merchant Processing Fees | Expenses | Bank Charges | Copy | | 7010 | Gain or Loss on Sale of Real Estate | Other Income | Other Miscellaneous Income | Copy | No accounts found matching your query. Reconciliation Rules ## Monthly Sanity Checks for Real Estate Files - ✓Reconcile tenant rent rolls against gross collected bank deposits. - ✓Confirm Tenant Security Deposit Escrow matches Tenant Security Deposits Held liability exactly. - ✓Review repair invoices above $2,500 for de minimis safe harbor capitalization vs current expensing. - ✓Ensure mortgage statement escrow allocations are split into principal, interest, taxes, and insurance. Outsourced Production Capacity ## Managing Real Estate client files at your firm? Ledgerbrook provides white-label cleanup, monthly close, and payroll reconciliation for accounting firms. We deliver fully reconciled books under your firm's brand starting at**$99/file**. [View Firm Partnership →](/for-bookkeeping-firms/) Frequently Asked Questions ## Real Estate Chart of Accounts FAQ ### How do I import this Real Estate chart of accounts into QuickBooks Online? Download the pre-formatted QBO CSV file using the button on this page. In QuickBooks Online, click the Gear icon -> Import Data -> Chart of Accounts. Upload the CSV, map the columns (Account Number, Account Name, Type, Detail Type), and click Import. Ensure account numbers are enabled under Account and Settings -> Advanced -> Chart of accounts. ### What accounting standard does this Real Estate chart of accounts follow? This chart of accounts is designed around the IRS Schedule E and repair regulations. It groups direct operating costs, tax-sensitive accounts, and subledgers to ensure accurate gross margins and CPA tax preparation. ### Can I customize this template for my specific business or firm? Yes. Once imported into QuickBooks Online, you can add sub-accounts, rename categories to match vendor naming conventions, or delete unused accounts without breaking the core financial reporting hierarchy.