BOOKKEEPING PAGE - IT & BOOKKEEPING SERVICES NEW YORK 24-7-365

EXPERT BOOKKEEPING FROM JUST $1,500–$2,000 PER MONTH — YOUR FINANCES, ORGANIZED AND HANDLED. OUR BUSINESS MODEL IS DESIGNED TO BE A PROFIT CENTER, WE ACTUALLY MAKE MONEY FOR YOUR COMPANY

WE ARE NOT JUST A BOOKKEEPING COMPANY—WE ARE A PROACTIVE FINANCIAL MANAGEMENT PARTNER DEDICATED TO SAVING YOU MONEY, PREVENTING PENALTIES, AND MAXIMIZING YOUR INCOME. OUR GOAL IS TO BE AN INCOME-GENERATING CENTER FOR YOUR BUSINESS, NOT AN EXPENSE.

WE METICULOUSLY MONITOR AREAS WHERE BUSINESSES OFTEN LOSE MONEY DUE TO OVERSIGHT—SUCH AS UTILITY BILLS, VEHICLE AND BUILDING REGISTRATIONS, CITY VIOLATIONS, BOILER INSPECTIONS, AND UNPAID TICKETS. THESE SMALL ISSUES CAN SNOWBALL INTO LARGE FINES IF IGNORED, BUT WE MAKE SURE THAT DOESN’T HAPPEN. OUR JOB IS TO KEEP YOUR OPERATIONS COMPLIANT, YOUR BILLS PAID ON TIME, AND YOUR FINANCES UNDER CONTROL.

WE ALSO MANAGE SUBSCRIPTIONS AND RECURRING PAYMENTS, ENSURING YOU DON’T GET HIT WITH UNEXPECTED RATE HIKES. WE PROACTIVELY NEGOTIATE BETTER PRICING, MONITOR SUSPICIOUS UTILITY SPIKES (WHICH COULD INDICATE LEAKS OR THEFT), AND PROVIDE REAL-TIME ALERTS SO YOU CAN ACT FAST.

ON THE REVENUE SIDE, WE HELP YOU COLLECT PAYMENTS FROM CLIENTS ON TIME, BECAUSE LATE PAYMENTS HURT YOUR CASH FLOW—WHAT’S 30% UNPAID TODAY CAN TURN INTO 60% LOST TOMORROW.

IN SHORT, WE OFFER A FULL-SPECTRUM FINANCIAL SAFEGUARD, WATCHING YOUR BUSINESS LIKE IT’S OUR OWN—SO YOU DON’T LOSE MONEY DUE TO NEGLIGENCE, DELAYS, OR MISSED DETAILS. WHILE YOU FOCUS ON GROWING YOUR BUSINESS, WE’LL MAKE SURE IT DOESN’T LOSE VALUE DUE TO THINGS BEING OVERLOOKED.

BANK RECONCILIATION OF ACCOUNTS

WE PROVIDE COMPREHENSIVE BANK RECONCILIATION SERVICES TO ENSURE YOUR FINANCIAL RECORDS ARE ACCURATE AND ALIGNED WITH ACTUAL BANK ACTIVITY. OUR PROCESS BEGINS BY COLLECTING THE RELEVANT BANK STATEMENTS AND YOUR COMPANY’S CASH BOOK OR LEDGER FOR THE SAME PERIOD.

WE THEN COMPARE EACH TRANSACTION IN THE CASH BOOK AGAINST THE BANK STATEMENT TO IDENTIFY ANY DISCREPANCIES. UNMATCHED ITEMS—SUCH AS OUTSTANDING CHECKS, BANK FEES, INTEREST INCOME, OR UNRECORDED DIRECT DEPOSITS—ARE CAREFULLY NOTED. WE UPDATE THE CASH BOOK TO INCLUDE ANY MISSING OR CORRECTED ENTRIES SO IT REFLECTS THE ACTUAL TRANSACTIONS RECORDED BY THE BANK.

AFTER THIS, WE PREPARE A BANK RECONCILIATION STATEMENT BY STARTING WITH THE BANK’S ENDING BALANCE, ADDING DEPOSITS IN TRANSIT, AND SUBTRACTING OUTSTANDING CHECKS TO CALCULATE THE ADJUSTED BANK BALANCE. FINALLY, WE ENSURE THAT THIS ADJUSTED BANK BALANCE MATCHES THE CORRECTED CASH BOOK BALANCE, COMPLETING THE RECONCILIATION WITH ACCURACY AND CONFIDENCE.

CREDIT CARD RECONCILIATION & EXPENSE ALLOCATION SERVICE

WE PROVIDE A STRUCTURED CREDIT CARD RECONCILIATION SERVICE DESIGNED TO ENSURE COMPLETE FINANCIAL ACCURACY AND TRANSPARENCY. EACH SHEET WE WORK ON INCLUDES KEY ACCOUNT DETAILS SUCH AS THE LAST FOUR DIGITS OF THE CREDIT CARD NUMBER, CARDHOLDER NAME, ISSUING BANK, AND THE RELEVANT STATEMENT PERIOD.

ALL MONTHLY TRANSACTIONS—INCLUDING PURCHASES, PAYMENTS, CREDITS, INTEREST, AND FEES—ARE RECORDED WITH CORRESPONDING DATES, VENDORS, AND AMOUNTS. EVERY EXPENSE IS ALLOCATED TO THE APPROPRIATE BUILDING, PROPERTY, OR DEPARTMENT TO MAINTAIN PRECISE TRACKING.

WE ALSO IDENTIFY AND FLAG ANY TRANSACTIONS THAT ARE MISSING SUPPORTING DOCUMENTATION SUCH AS RECEIPTS, INVOICES, OR PHOTOS, PROMPTING TIMELY FOLLOW-UP. IF APPLICABLE, ANY EARNED REWARDS OR CASHBACK SUMMARIES ARE INCLUDED FOR A COMPLETE FINANCIAL OVERVIEW.

PAYROLL MANAGEMENT & COMPLIANCE SERVICE

WE PROVIDE COMPLETE PAYROLL MANAGEMENT SERVICES THAT COVER EVERY ASPECT OF EMPLOYEE SALARY PROCESSING AND COMPLIANCE. OUR PROCESS STARTS WITH EMPLOYEE DATA COLLECTION AND DOCUMENTATION, WHERE WE GATHER AND MAINTAIN RECORDS INCLUDING EMPLOYEE NAME, ID, DESIGNATION, PAN, BANK DETAILS, ATTENDANCE, AND JOINING DATE.

WE THEN DEFINE A DETAILED SALARY STRUCTURE FOR EACH EMPLOYEE, INCLUDING COMPONENTS SUCH AS BASIC PAY, HRA, ALLOWANCES, BONUSES, AND DEDUCTIONS. GROSS SALARY IS CALCULATED AS THE TOTAL OF ALL EARNINGS BEFORE DEDUCTIONS, WHILE NET SALARY IS DERIVED BY SUBTRACTING TAXES AND CONTRIBUTIONS LIKE PF, ESI, AND LOAN EMI FROM THE GROSS AMOUNT.

WE ENSURE COMPLETE STATUTORY COMPLIANCE WITH REGULATIONS RELATED TO PF, ESI, TDS, AND PROFESSIONAL TAX. MONTHLY PAYSLIPS ARE GENERATED TO SHOW A CLEAR BREAKDOWN OF EARNINGS AND DEDUCTIONS. FINALLY, WE HANDLE SALARY DISBURSEMENT BY TRANSFERRING NET SALARIES TO EMPLOYEE BANK ACCOUNTS VIA BULK PAYMENTS OR A PAYROLL SYSTEM.

UTILITY BILL MANAGEMENT & TENANT CHARGE BACK SERVICE

WE PROVIDE A STREAMLINED UTILITY BILL MANAGEMENT SERVICE TO ENSURE ACCURATE ALLOCATION AND TIMELY RECOVERY OF UTILITY COSTS FROM TENANTS. OUR PROCESS BEGINS WITH RECORDING EACH BUILDING’S NAME, ADDRESS, AND ASSOCIATED UTILITY METER NUMBERS. WE THEN COLLECT COMPLETE TENANT DETAILS, INCLUDING TENANT NAME, UNIT OR APARTMENT NUMBER, LEASE DATES, AND ANY LEASE CLAUSES RELATED TO UTILITY RESPONSIBILITY.

MONTHLY UTILITY BILLS—SUCH AS GAS, ELECTRICITY, AND WATER—ARE COLLECTED FROM VENDORS INCLUDING CON EDISON, NATIONAL GRID, ENGIE, AND OTHERS. CHARGES FOR SHARED UTILITIES ARE PRORATED BASED ON UNIT SIZE, NUMBER OF OCCUPANTS, OR AS SPECIFIED IN THE LEASE AGREEMENT. FOR UNITS WITH INDIVIDUAL METERS, THE FULL CHARGE FROM THE BILL IS ALLOCATED TO THE TENANT.

ONCE CALCULATED, CHARGES ARE POSTED TO EACH TENANT’S LEDGER IN PROPERTY MANAGEMENT SOFTWARE SUCH AS APPFOLIO. FINALLY, WE SEND A BILL NOTICE OR INVOICE TO THE TENANT THAT INCLUDES A BREAKDOWN OF THE UTILITY CHARGE, DUE DATE, AND PAYMENT INSTRUCTIONS.

NATIONAL GRID BILL ENTRY & VALIDATION PROCESS

WE PROVIDE A DETAILED BILL ENTRY AND VERIFICATION SERVICE SPECIFICALLY FOR NATIONAL GRID UTILITY BILLS TO ENSURE ACCURATE ENERGY USAGE TRACKING AND PAYMENT RECORDS. WE START BY ENTERING THE INVOICE DATE EXACTLY AS IT APPEARS ON THE NATIONAL GRID BILL AND RECORD THE CLIENT’S NAME ALONG WITH THE COMPLETE BUILDING ADDRESS. IF APPLICABLE, THE APARTMENT OR UNIT NUMBER IS ALSO INCLUDED FOR SPECIFIC BILLING ASSIGNMENTS. WE THEN ADD THE VENDOR NAME (SUCH AS NATIONAL GRID) AND INPUT THE ACCOUNT NUMBER LISTED ON THE BILL.

IF REQUIRED, WE IDENTIFY THE STORE OR LOCATION RESPONSIBLE FOR METERED WATER USAGE. THE METER NUMBER IS ENTERED, FOLLOWED BY THE CURRENT BILL AMOUNT, INCLUDING BOTH DELIVERY AND SUPPLY CHARGES, AND THEN WE CONFIRM AND RECORD THE TOTAL AMOUNT DUE AS SHOWN ON THE BILL.

WE DOCUMENT BOTH THE OPENING AND FINAL METER READINGS FOR THE BILLING PERIOD AND CALCULATE THE READING DIFFERENCE IN CCF (HUNDRED CUBIC FEET). TO DETERMINE THE TOTAL THERMS USED, WE MULTIPLY THE CCF VALUE BY THE THERMAL FACTOR OF 1.0348. BEFORE SUBMITTING OR FINALIZING THE ENTRY, WE PERFORM A THOROUGH REVIEW TO ENSURE THAT ALL DATA IS COMPLETE, ACCURATE, AND CONSISTENT WITH THE ACTUAL BILLING DOCUMENTATION.

BORROWER & PROPERTY DATA VERIFICATION PROCESS

WE PROVIDE A COMPREHENSIVE SERVICE TO EXTRACT AND VERIFY BORROWER INFORMATION FOR ACCURATE PROPERTY AND TENANT RECORDS. OUR PROCESS BEGINS BY SEARCHING PROPERTYSHARK USING THE PROPERTY ADDRESS TO ACCESS TITLE RECORDS AND OBTAIN A LIST OF BORROWERS, INCLUDING OWNERS OR MORTGAGE HOLDERS.

THIS INFORMATION IS THEN CROSS-CHECKED AGAINST INTERNAL RECORDS BY MATCHING BLOCK AND LOT NUMBERS TO ENSURE COMPLETE DATA ACCURACY. WE VERIFY UNIT AND TENANT DETAILS TO CONFIRM OCCUPANCY STATUS AND ALIGN LEASE AGREEMENTS WITH ACTUAL RESIDENCY. OUR TEAM REVIEWS MONTHLY CHARGES ASSOCIATED WITH EACH UNIT AND CONFIRMS THEIR ACCURACY AGAINST LEASE TERMS AND SYSTEM ENTRIES.

ANY DISCREPANCIES IDENTIFIED DURING THIS VERIFICATION PROCESS ARE NOTED FOR PROMPT FOLLOW-UP AND CORRECTION, HELPING YOU MAINTAIN RELIABLE AND AUDIT-READY PROPERTY RECORDS

UTILITY BILL ENTRY & RECONCILIATION PROCESS

WE PROVIDE A DETAILED SERVICE FOR ENTERING AND RECONCILING ELECTRIC AND GAS UTILITY BILLS TO ENSURE COMPLETE AND ACCURATE FINANCIAL RECORDKEEPING. WE RECORD THE INVOICE DATE AS INDICATED ON THE BILL AND SPECIFY THE BILLING PERIOD IN TERMS OF MONTH AND YEAR. THE READING TYPE IS IDENTIFIED BY STATING WHETHER THE ELECTRIC METER READING IS ACTUAL OR ESTIMATED.

WE ALSO CONFIRM WHETHER THE BILL IS ENROLLED IN AUTOPAY BY MARKING YES OR NO. OUR TEAM SUMMARIZES THE TOTAL SUPPLY AND DELIVERY COSTS, INCLUDING CHARGES FROM CON EDISON, ENGIE, NATIONAL GRID, AND LIBERTY POWER. THE CURRENT MONTH’S TOTAL BILL AMOUNT IS ENTERED, COVERING BOTH ELECTRICITY AND GAS. WE SPECIFY THE AMOUNT CHARGED FOR ENGIE GAS SUPPLY AND THE TOTAL DUE TO CON EDISON FOR ELECTRIC AND GAS SERVICES. ANY DIFFERENCES, ADJUSTMENTS, OR ADDITIONAL FEES—SUCH AS LATE CHARGES NOT DIRECTLY RELATED TO ELECTRICITY OR GAS—ARE ALSO RECORDED.

THE ELECTRIC METER NUMBER IS DOCUMENTED AS SHOWN ON THE BILL, FOLLOWED BY THE TOTAL ELECTRIC CHARGES FROM CON EDISON AND LIBERTY POWER, INCLUDING THE TOTAL CURRENT CHARGES FROM LIBERTY POWER. FOR GAS, WE RECORD THE GAS METER NUMBER (CON EDISON) AND CALCULATE THE TOTAL GAS CHARGES FROM BOTH CON EDISON AND ENGIE. FINALLY, WE ENTER THE PAYMENT DATE AND PAYMENT AMOUNT ACCORDING TO THE BANK STATEMENT, AND NOTE ANY DISCREPANCY BETWEEN THE PAYMENT MADE AND THE UTILITY BILL AMOUNT FOR ACCURATE AND RELIABLE RECONCILIATION.

UTILITY BILL PAYMENT TRACKING & TENANT BILLING RECORD

WE PROVIDE DETAILED UTILITY BILL TRACKING AND TENANT CHARGEBACK ENTRY SERVICES TO ENSURE ACCURATE ALLOCATION AND COMPLETE PAYMENT RECORDS. WE BEGIN BY RECORDING THE STORE OR BUILDING NAME AS PROVIDED BY THE BUILDING SUPERINTENDENT AND ENTER THE CORRESPONDING METER ACCOUNT NUMBER FROM THE SUPER’S RECORDS.

THE BILLING PERIOD IS THEN DOCUMENTED BY ENTERING THE START AND END DATES FOR THAT CYCLE. WE INPUT INDIVIDUAL BILL AMOUNTS FOR EACH METER OR LINE ITEM AND CALCULATE THE TOTAL AMOUNT DUE FROM ALL METERS LISTED ON THE BILL. THE INVOICE DATE IS CAPTURED AS SHOWN ON THE DOCUMENT. FOR PAYMENT TRACKING, WE RECORD THE PAYMENT DATE ACCORDING TO THE BANK STATEMENT, ENTER THE TOTAL PAYMENT AMOUNT, AND IDENTIFY THE ACCOUNT NAME USED TO MAKE THE PAYMENT. THE CHASE (OR OTHER BANK) PAYMENT DESCRIPTION IS COPIED TO MATCH THE PAYMENT ACCURATELY TO THE INVOICE.

WE ALSO INDICATE WHETHER THE TENANT WAS BILLED FOR THE CHARGES BY MARKING “YES” OR “NO.” FINALLY, WE RECORD THE CLIENT’S NAME AND ADDRESS, INCLUDING COMPANY DETAILS AND PROPERTY LOCATION, AND, IF APPLICABLE, NOTE THE APARTMENT OR UNIT NUMBER LINKED TO THE TENANT BEING CHARGED.

RENT COLLECTION TRACKING & TENANT PAYMENT LEDGER PROCESS

WE PROVIDE A COMPREHENSIVE RENT COLLECTION TRACKING AND PAYMENT LEDGER SERVICE TO HELP PROPERTY OWNERS AND MANAGERS STAY ORGANIZED AND IN CONTROL OF TENANT PAYMENTS.

OUR PROCESS INVOLVES RECORDING THE MONTHLY RENT DUE FOR EACH TENANT AND LOGGING ACTUAL PAYMENTS RECEIVED, INCLUDING THE DATE AND AMOUNT. WE TRACK THE METHOD OF PAYMENT—WHETHER IT’S BY CHECK, BANK TRANSFER, MONEY ORDER, OR CASH. IN CASE OF BOUNCED CHECKS, WE FLAG THEM PROMPTLY AND RECORD THE DATE, CHECK NUMBER, AND ANY BANK FEES INCURRED. WE THEN ADJUST THE TENANT’S BALANCE TO ACCOUNT FOR THE BOUNCED PAYMENT AND APPLY ANY LATE FEES OR NSF CHARGES AS NEEDED.

A RUNNING BALANCE IS MAINTAINED TO REFLECT OVERPAYMENTS, UNDERPAYMENTS, OR OUTSTANDING AMOUNTS ON A MONTHLY BASIS. OUR SYSTEM ALSO INCLUDES A TENANT NOTES SECTION TO RECORD FOLLOW-UPS, PROMISES TO PAY, PAYMENT DISPUTES, OR PARTIAL PAYMENTS, ENSURING CLEAR, DETAILED, AND RELIABLE RENT MANAGEMENT.

BANK ACCOUNT RECONCILIATION SERVICE FOR APPFOLIO & CHASE

WE PROVIDE DETAILED RECONCILIATION SERVICES FOR ALL BANK ACCOUNTS LINKED BETWEEN APPFOLIO AND CHASE TO ENSURE ACCURACY AND TRANSPARENCY IN PROPERTY ACCOUNTING. OUR PROCESS STARTS BY COMPILING A LIST OF ALL CHASE BANK ACCOUNTS ASSOCIATED WITH PROPERTIES IN APPFOLIO, INCLUDING ACCOUNT NUMBERS AND PROPERTY NAMES.

NEXT, WE EXTRACT THE ENDING BALANCES FROM APPFOLIO BY GENERATING BANK RECONCILIATION OR CASH BALANCE REPORTS FOR THE SELECTED PERIOD. WE THEN RETRIEVE THE CORRESPONDING MONTHLY CHASE BANK STATEMENTS AND RECORD THE ENDING BALANCES FOR EACH ACCOUNT.

TO IDENTIFY ANY MISMATCHES, WE COMPARE THE ENDING BALANCES FROM APPFOLIO AND CHASE AND CALCULATE THE DIFFERENCE FOR EACH ACCOUNT. EVERY TRANSACTION — INCLUDING DEPOSITS, WITHDRAWALS, FEES, AND TRANSFERS — IS THEN VERIFIED TO ENSURE THAT WHAT APPEARS IN CHASE IS ACCURATELY RECORDED IN APPFOLIO. BASED ON THE ANALYSIS, EACH ACCOUNT IS MARKED AS ✅ RECONCILED IF BALANCES MATCH AND ALL TRANSACTIONS ARE ACCOUNTED FOR, OR ❌ UNRECONCILED IF DISCREPANCIES REMAIN THAT REQUIRE CORRECTION OR FURTHER INVESTIGATION.

CREDIT CARD PAYMENT TRACKING & MSFRE RECONCILIATION SERVICE

WE PROVIDE DETAILED TRACKING AND RECONCILIATION SERVICES FOR CREDIT CARD PAYMENTS INVOLVING AMERICAN EXPRESS, CAPITAL ONE, AND CITI CARDS, INCLUDING TRANSFERS TO AND FROM MSFRE. OUR PROCESS BEGINS BY RECORDING THE STATEMENT PERIOD FOR AMEX TRANSACTIONS, INCLUDING START AND END DATES. WE THEN LOG THE TOTAL PAYMENTS MADE TO AMEX AS SHOWN ON BANK STATEMENTS AND CROSS-VERIFY THOSE WITH THE TOTAL DUE AMOUNTS LISTED IN OUR INTERNAL BREAKOUT SHEETS.

WE CLOSELY TRACK CONTRIBUTIONS AND TRANSFERS INVOLVING MSFRE, INCLUDING AMOUNTS PAID BY MSFRE TO AMEX, PAYMENTS MADE BY TZ AND DP TO MSFRE OR DIRECTLY TO AMEX, AND ANY REFUNDS RETURNED TO MSFRE FROM EITHER PARTY. FORMULAS ARE USED TO IDENTIFY DIFFERENCES BETWEEN THE TOTAL AMOUNT PAID TO AMEX AND THE TOTAL PAID BACK TO MSFRE, AND ANY MISMATCHES ARE PROMPTLY INVESTIGATED AND RESOLVED.

WE ALSO BREAK DOWN PAYMENTS ON A BUILDING LEVEL BASED ON AMEX USAGE AND ALLOCATE RESPONSIBILITY FOR DUES ACCORDINGLY. EACH COMPANY CHECK IS CROSS-CHECKED AGAINST MSFRE’S BREAKOUT TOTALS TO ENSURE ACCURACY. FINALLY, WE RECORD THE TOTAL AMOUNT OF INDIVIDUAL CHECKS FROM EACH ENTITY AND VERIFY THAT THEY MATCH THE AMOUNTS REPORTED BY AMEX AND MSFRE FOR COMPLETE RECONCILIATION.

INSURANCE RECORD MANAGEMENT FOR BUILDINGS & PROPERTIES

WE PROVIDE ORGANIZED AND DETAILED TRACKING OF BUILDING INSURANCE INFORMATION AND ASSOCIATED INSURANCE COMPANIES TO ENSURE COMPLIANCE AND READINESS FOR AUDITS OR CLAIMS. OUR SERVICE BEGINS BY RECORDING THE NAME OR ADDRESS OF EACH INSURED PROPERTY AND IDENTIFYING THE REGISTERED COMPANY NAME OR LEGAL ENTITY (SUCH AS AN LLC OR CORPORATION) UNDER WHICH THE PROPERTY IS HELD.

WE THEN ENTER THE NAME OF THE INSURANCE COMPANY PROVIDING COVERAGE, ALONG WITH A CLEAR INSURANCE COVERAGE STATEMENT THAT OUTLINES THE TYPE OF PROPERTY, COVERED PERILS (SUCH AS FIRE, FLOOD, OR LIABILITY), AND OTHER CRITICAL POLICY DETAILS.

WE ALSO MAINTAIN A RECORD OF THE INSURANCE BROKER COMPANY NAME AND THEIR PHONE NUMBER FOR EASY AND TIMELY COMMUNICATION. EACH POLICY’S UNIQUE IDENTIFICATION NUMBER IS LOGGED FOR REFERENCE, ALONG WITH THE POLICY START AND END DATES TO TRACK RENEWALS AND AVOID COVERAGE GAPS. THE COVERAGE LIMITS—INCLUDING BUILDING REPLACEMENT VALUE, LIABILITY CAPS, AND DEDUCTIBLES—ARE DOCUMENTED, AS WELL AS THE TOTAL COST OF THE POLICY, WHETHER BILLED MONTHLY OR ANNUALLY. THIS SYSTEMATIC APPROACH ENSURES YOU HAVE COMPLETE VISIBILITY AND CONTROL OVER YOUR INSURANCE PORTFOLIO.

BOILER BILL TRACKING & PAYMENT VERIFICATION SERVICE

WE PROVIDE A COMPLETE BOILER BILL TRACKING AND PAYMENT VERIFICATION SERVICE TO HELP YOU MAINTAIN ACCURATE RECORDS OF HEATING EXPENSES AND PAYMENT SOURCES. OUR PROCESS STARTS BY RECORDING BOTH THE INTERNAL BILLING DATE AND THE OFFICIAL BILL DATE AS LISTED ON THE INVOICE. THE ACTUAL BILL PAYMENT DATE IS ALSO DOCUMENTED TO ENSURE TIMELY PROCESSING. IF PAYMENT WAS MADE BY CREDIT CARD, WE IDENTIFY THE CARD COMPANY USED (SUCH AS AMEX, CAPITAL ONE, ETC.).

WE CONFIRM THE BILL RECEIPT BY RECORDING THE DATE AND THE AMOUNT MENTIONED IN THE EMAIL CONFIRMATION. THE OIL DELIVERY DATE IS LOGGED EXACTLY AS STATED ON THE INVOICE. FOR PAYMENTS MADE BY CHECK, WE RECORD THE CHECK NUMBER ALONG WITH A BRIEF DESCRIPTION OF THE SERVICE—SUCH AS HEATING OIL DELIVERY OR SERVICE FEES.

ADDITIONALLY, WE LOG THE INITIALS OF THE TEAM MEMBER WHO VERIFIED THE CHARGE AGAINST THE CREDIT CARD STATEMENT TO ENSURE PAYMENT MATCHES. THE RECORD ALSO INCLUDES THE NUMBER OF GALLONS DELIVERED AND ANY ADDITIONAL CHARGES ITEMIZED IN THE INVOICE. LASTLY, WE SPECIFY THE SOURCE OF PAYMENT—WHETHER FROM A BANK ACCOUNT, CREDIT CARD, OR OTHER FUNDING SOURCE—TO MAINTAIN A FULL AND AUDITABLE TRAIL FOR EACH TRANSACTION.

OIL DELIVERY MANAGEMENT & FINANCIAL RECONCILIATION SERVICE

WE PROVIDE DETAILED TRACKING AND VERIFICATION FOR OIL DELIVERIES TO ALL BUILDINGS TO ENSURE TRANSPARENCY, ACCURACY, AND COST CONTROL. OUR SERVICE STARTS WITH RECORDING DELIVERY DETAILS, INCLUDING THE DELIVERY DATE, THE BILLING DATE FROM SPRAGUE OR AE, AND THE DAY OF THE WEEK. THE AMOUNT CHARGED TO THE CREDIT CARD IS TRACKED AND ALLOCATED ACROSS INDIVIDUAL BUILDINGS IN AN ORGANIZED EXCEL SHEET FOR EASY REFERENCE.

TO VERIFY THE ACCURACY OF OIL QUANTITIES, WE NOTE DAILY OIL TANK READINGS BEFORE AND AFTER DELIVERY, ALLOWING US TO CALCULATE THE ACTUAL NUMBER OF GALLONS RECEIVED. WE THEN ANALYZE OIL USAGE BY COMPARING THESE TANK LEVEL DIFFERENCES TO THE VOLUME STATED ON THE INVOICE.

IN ADDITION, WE RECORD THE PRICE PER GALLON AND ANY APPLICABLE NEW YORK SALES TAX TO VALIDATE THE TOTAL AMOUNT BILLED PER BUILDING. A FINANCIAL RECONCILIATION IS THEN PERFORMED TO COMPARE THE INVOICED AMOUNT AGAINST THE AMOUNT DUE BASED ON ACTUAL DELIVERY FIGURES. ANY DISCREPANCIES ARE IMMEDIATELY FLAGGED FOR INVESTIGATION AND RESOLUTION TO ENSURE FULL ACCURACY IN OIL EXPENSE REPORTING.

LOAN FUND AVAILABILITY & LENDING ACCOUNT MONITORING SERVICE

WE PROVIDE A THOROUGH REVIEW AND TRACKING SERVICE FOR FUNDS AVAILABLE FOR LOANS ACROSS ALL ACTIVE LENDING ACCOUNTS. OUR PROCESS BEGINS WITH A COMPREHENSIVE REVIEW OF ALL ACTIVE LENDING ACCOUNTS, COVERING VARIOUS LOAN CATEGORIES. WE IDENTIFY THE TOTAL FUNDS CURRENTLY AVAILABLE FOR NEW LENDING AND CLEARLY SEPARATE UNRESTRICTED (FREE) FUNDS FROM THOSE THAT ARE COMMITTED OR RESERVED FOR EXISTING LOAN OBLIGATIONS.

TO MAINTAIN TRANSPARENCY AND ACCURACY, WE VERIFY ALL ACCOUNT BALANCES AND FUNDING SOURCES. WE THEN CONSOLIDATE THE AVAILABLE LOANABLE FUNDS INTO A SINGLE, CLEAR SUMMARY—IDEAL FOR INTERNAL REVIEW, CASH FLOW PLANNING, AND STRATEGIC DECISIONS. A REPORT OR DASHBOARD IS PREPARED TO PRESENT THESE DETAILS IN AN ORGANIZED AND ACTIONABLE FORMAT. FINALLY, WE ENSURE THAT ALL DATA AND RECOMMENDATIONS ALIGN WITH YOUR ORGANIZATION’S LENDING POLICIES AND LIQUIDITY REQUIREMENTS.

TENANT COMPLAINT LOGGING & RESOLUTION MANAGEMENT SERVICE

WE PROVIDE A FULL-SERVICE SYSTEM FOR TRACKING AND MANAGING TENANT COMPLAINTS, WHETHER RECEIVED BY PHONE OR IN PERSON. ALL COMPLAINTS ARE PROMPTLY RECORDED, INCLUDING KEY DETAILS SUCH AS DATE, TIME, TENANT NAME, UNIT NUMBER, AND THE NATURE OF THE ISSUE. COMPLAINTS ARE THEN CATEGORIZED BY TYPE—INCLUDING MAINTENANCE, NOISE, SAFETY, OR CLEANLINESS—TO PRIORITIZE AND ROUTE THEM ACCORDINGLY.

WE ENSURE PROMPT ACKNOWLEDGMENT OF EACH COMPLAINT TO THE TENANT AND ASSIGN THE MATTER TO THE APPROPRIATE PERSONNEL OR DEPARTMENT FOR RESOLUTION. THE STATUS AND TIMELINE OF EACH COMPLAINT ARE ACTIVELY TRACKED, AND ALL ENTRIES ARE MAINTAINED IN A CENTRALIZED LOG FOR ACCOUNTABILITY, REVIEW, AND FOLLOW-UP. TENANTS ARE REGULARLY UPDATED ON THE PROGRESS OF THEIR COMPLAINTS UNTIL FINAL RESOLUTION, ENSURING TRANSPARENCY AND RESPONSIVE SERVICE.

IN-PERSON PURCHASE PRICE COMPARISON & PROCUREMENT TRACKING SERVICE

WE PROVIDE A STRUCTURED PRICE COMPARISON SHEET SERVICE FOR ALL IN-PERSON PURCHASES TO ENSURE COST-EFFECTIVE PROCUREMENT AND ACCURATE RECORDKEEPING. OUR PROCESS BEGINS BY RECORDING DETAILED ITEM INFORMATION—INCLUDING THE DATE, ITEM NAME, AND QUANTITY NEEDED. WE THEN VERIFY EXISTING STOCK LEVELS AT LOCATIONS SUCH AS THE BOGDAN STORE AND NUT HOUSE TO AVOID UNNECESSARY PURCHASES.

EACH ITEM ENTRY INCLUDES A PICTURE FOR EASY IDENTIFICATION AND TO MINIMIZE ORDERING ERRORS. PRICING DATA IS RECORDED WITH A QUOTED PRICE AND TOTAL COST CALCULATED PER LINE ITEM. MEASUREMENT UNITS (SUCH AS SQ.FT, INCH, OR FEET) ARE CLEARLY DEFINED TO ENSURE ACCURACY.

WE THEN COLLECT AND COMPARE CURRENT OR PREVIOUSLY CHARGED PRICES FROM MULTIPLE VENDORS TO ANALYZE COST DIFFERENCES. THIS ENABLES YOU TO SELECT THE MOST ECONOMICAL OPTION BASED ON VALUE AND RELIABILITY. ALL DATA IS MAINTAINED IN A CENTRALIZED, ITEMIZED LOG FOR EASY TRACKING, BUDGET CONTROL, AND PROCUREMENT APPROVAL.

SECURITY DEPOSIT VERIFICATION & CHASE PROOF UPLOAD SERVICE

WE PROVIDE A COMPLETE SERVICE TO VERIFY TENANT SECURITY DEPOSITS WITH CHASE BANK AND ENSURE ACCURATE RECORDKEEPING IN APPFOLIO. OUR PROCESS BEGINS BY COMPILING A LIST OF TENANTS WHOSE DEPOSITS NEED TO BE VERIFIED, INCLUDING KEY DETAILS SUCH AS BUILDING NAME, UNIT NUMBER, TENANT NAME, LEASE START AND END DATES, MOVE-IN DATE, AND STATUS (E.G., PENDING, VERIFIED, OR UPLOADED).

WE ACCESS THE CHASE BANK ACCOUNT TO CONFIRM DEPOSIT AMOUNTS AND DATES, THEN MATCH EACH TRANSACTION TO THE CORRESPONDING TENANT’S RECORD TO ENSURE ACCURACY. ONCE VERIFIED, WE DOWNLOAD TRANSACTION PROOFS OR BANK STATEMENT SNIPPETS FROM CHASE FOR EACH DEPOSIT.

THESE PROOFS ARE THEN UPLOADED DIRECTLY TO THE TENANT’S PROFILE IN APPFOLIO FOR AUDIT AND REFERENCE PURPOSES. FINALLY, WE UPDATE THE STATUS FIELD TO REFLECT THE CURRENT VERIFICATION STAGE (SUCH AS “VERIFIED,” “UPLOADED,” OR “MISSING INFO”) TO KEEP THE PROCESS ORGANIZED AND TRACEABLE.

TENANT RENT TRACKING ORGANIZED BY BUILDING

WE PROVIDE DETAILED TENANT RENT RECORDS ORGANIZED BY BUILDING TO SUPPORT ACCURATE RENT ROLL MANAGEMENT, REPORTING, AND COMMUNICATION. OUR SYSTEM GROUPS TENANTS BASED ON THEIR ASSIGNED PROPERTY, ALLOWING FOR CLEAR SEGMENTATION AND BUILDING-SPECIFIC REPORTING.

FOR EACH TENANT, WE INCLUDE THE FOLLOWING KEY FIELDS:

UNIT NUMBER – THE SPECIFIC APARTMENT OR SUITE.
BUILDING NAME OR CODE – TO IDENTIFY THE PROPERTY.
ACCOUNT NUMBER – A UNIQUE IDENTIFIER FOR THE TENANT OR LEASE.
PROPERTY NAME – FULL PROPERTY NAME OR INTERNAL IDENTIFIER.
TENANT NAME – THE PRIMARY LEASEHOLDER’S NAME.
CONTACT INFORMATION – PHONE NUMBER AND/OR EMAIL ADDRESS.
SECOND TENANT (IF ANY) – THE NAME OF ANY ADDITIONAL LEASEHOLDER OR REGISTERED OCCUPANT.

THIS ORGANIZED APPROACH IS IDEAL FOR GENERATING RENT ROLLS, SUPPORTING PROPERTY MANAGEMENT OPERATION.

DISPUTED CREDIT CARD CHARGES & REFUND TRACKING – ORGANIZED BY CREDIT CARD COMPANY

WE PROVIDE A STRUCTURED TRACKING SYSTEM FOR ALL CREDITS AND REFUNDS, INCLUDING DISPUTED CREDIT CARD CHARGES, ORGANIZED BY CREDIT CARD COMPANY NAME FOR CLEAR VISIBILITY AND FOLLOW-UP.

TRANSACTION DETAILS ARE CAREFULLY RECORDED, INCLUDING:

CHARGE DATE OF THE ORIGINAL PURCHASE
ITEM RETURNED OR CANCELLED WITH A CLEAR DESCRIPTION (E.G., PANTS, DISHWASHER)
VENDOR NAME WHO SOLD THE ITEM
CARDHOLDER ACCOUNT NUMBER AND CARDHOLDER NAME USED FOR THE PURCHASE
ITEM PRICE TO ENSURE THE REFUND VALUE MATCHES

REFUND PROCESS IS MONITORED BY:

VERIFYING THE RECEIVED REFUND AMOUNT USING CONTROL K FROM JERRY, THE BANK, OR THE VENDOR
TRACKING EXPECTED VS. ACTUAL REFUND DATE TO IDENTIFY DELAYS OR MISSING REFUNDS

COMMUNICATION AND DISPUTES ARE DOCUMENTED BY:

INCLUDING DISPUTE LETTERS (UPLOADED VIA CONTROL K OR AS PASTED COPIES)
LOGGING THE NAME OF THE PERSON SPOKEN TO AND NOTES FROM EACH CALL OR EMAIL

RETURN DOCUMENTATION INCLUDES:

NAME AND DESCRIPTION OF RETURNED ITEM (E.G., WASHING MACHINE, COAT)
RETURN LABEL WITH DATE OF RETURN OR CANCELLATION
PHOTO PROOF OF THE RETURN PACKAGE OR OUTGOING BOX

THIS SYSTEM HELPS ENSURE ALL DISPUTES AND CREDITS ARE PROPERLY TRACKED, FOLLOWED UP ON, AND RESOLVED—WITH A FULL AUDIT TRAIL FOR EACH CARD AND TRANSACTION.

EZ-PASS MONTHLY CHECKLIST & VEHICLE TOLL MONITORING SERVICE

WE PROVIDE A COMPREHENSIVE EZ-PASS MONTHLY CHECKLIST SERVICE FOR ALL VEHICLES TO ENSURE ACCURATE TRACKING OF TOLL TRANSACTIONS, VEHICLE ACTIVITY, AND EXPENSE MANAGEMENT. OUR PROCESS INCLUDES TRACKING BOTH THE POSTING DATE (WHEN THE TRANSACTION IS LOGGED) AND THE TRANSACTION DATE (WHEN THE TOLL OR ACTIVITY OCCURRED). VEHICLES ARE IDENTIFIED USING THEIR LICENSE PLATE NUMBER (CRZ) AND VEHICLE TYPE CODE TO CLASSIFY THE VEHICLE ACCURATELY.

TOLL ACTIVITY DETAILS ARE LOGGED, INCLUDING THE TOLL AGENCY, TYPE OF ACTIVITY (SUCH AS A CHARGE OR ADJUSTMENT), AND PLAZA ID FOR LOCATION IDENTIFICATION. WE ALSO RECORD DETAILED ENTRY AND EXIT INFORMATION, INCLUDING THE TIME, PLAZA, AND LANE FOR BOTH POINTS TO TRACE THE ROUTE.

FINANCIAL INFORMATION IS CAPTURED BY RECORDING THE TOLL AMOUNT CHARGED, ANY CREDITS APPLIED TO THE ACCOUNT, AND WHETHER THE TRANSACTION WAS PREPAID. THIS SYSTEM PROVIDES A CLEAR, AUDITABLE TRAIL FOR EACH VEHICLE’S USAGE AND SUPPORTS PRECISE BUDGETING AND DISPUTE RESOLUTION.

GARBAGE BAGS INVENTORY SHEET

THIS SHEET INCLUDES THE TOTAL REMAINING BOXES IN INVENTORY AND A BREAKDOWN OF REMAINING QUANTITY PER BAG TYPE, INCLUDING BLACK BAGS, BLUE BAGS, AND WHITE/CLEAR BAGS. EACH ENTRY LOGS THE DATE, PHOTOS FOR VERIFICATION, AND THE QUANTITY ADDED OR REMOVED FOR THAT DAY. WE RECORD THE SIGNATURES OF BOTH THE PERSON ISSUING AND RECEIVING THE BAGS, ALONG WITH THE NAME OF THE INDIVIDUAL WHO TOOK THE BOXES AND WHICH BUILDING THEY WERE USED FOR. THE SHEET ALSO TRACKS THE COST PER BOX AND CLEARLY MARKS WHICH BUILDING WAS CHARGED FOR THE USAGE, ENSURING ACCOUNTABILITY AND EASY REFERENCE FOR PROCUREMENT AND EXPENSE MANAGEMENT.

A BIG AMOUNT TRANSACTIONS TRACKING SERVICE TO ENSURE TRANSPARENCY, ACCURACY

WE PROVIDE A BIG AMOUNT TRANSACTIONS TRACKING SERVICE TO ENSURE TRANSPARENCY, ACCURACY, AND AUDIT COMPLIANCE FOR HIGH-VALUE FINANCIAL ACTIVITY.EACH RECORD INCLUDES THE ACCOUNT NAME OR NUMBER IDENTIFYING THE BORROWER, THE TRANSACTION DATE (SUCH AS DEPOSIT OR CHECK DATE), A DESCRIPTION OF THE TRANSACTION (E.G., “SECURITY DEPOSIT,” “MONTHLY RENT”), AND THE TYPE OF TRANSACTION (CHECK, ACH, DIRECT DEPOSIT, OR REFUND). WE LOG THE TRANSACTION AMOUNT ALONG WITH THE RUNNING BANK BALANCE AFTER EACH ENTRY. FOR VERIFICATION, WE PROVIDE BANK PROOF OF DEPOSITS—INCLUDING UPLOADS, SCREENSHOTS, OR REFERENCES SHOWING THE DEPOSIT OR CHECK WAS RECEIVED. EACH ENTRY IS ALSO CROSS-REFERENCED WITH THE BORROWER LEDGER IN APPFOLIO TO CONFIRM THAT IT HAS BEEN POSTED PROPERLY, ENSURING FULL ALIGNMENT BETWEEN BANK RECORDS AND INTERNAL ACCOUNTING.

RECONCILIATIONS FOR ALL ACCOUNTS BETWEEN APPFOLIO AND CHASE

WE PROVIDE COMPLETE RECONCILIATIONS FOR ALL ACCOUNTS BETWEEN APPFOLIO AND CHASE TO ENSURE ACCURATE FINANCIAL RECORDS AND TRANSACTION ALIGNMENT.OUR PROCESS INVOLVES MATCHING EACH TRANSACTION IN APPFOLIO WITH ITS CORRESPONDING ENTRY ON THE CHASE BANK STATEMENT. WE CAREFULLY VERIFY DEPOSITS, INCLUDING BORROWER PAYMENTS, SECURITY DEPOSITS, AND RENT COLLECTIONS, AND CONFIRM THAT CHECK NUMBERS, ACH ENTRIES, AND TRANSACTION AMOUNTS ARE CONSISTENT ACROSS BOTH SYSTEMS. ANY DISCREPANCIES—SUCH AS MISSING DEPOSITS, TIMING DIFFERENCES, OR UNPOSTED ITEMS—ARE IDENTIFIED AND TRACKED FOR FOLLOW-UP.

WE ATTACH SUPPORTING PROOF FOR EACH ENTRY, INCLUDING A BANK PROOF (CHASE DOWNLOAD OR SCREENSHOT) AND THE APPFOLIO LEDGER SCREENSHOT FOR THE SAME TRANSACTION. THE RECONCILIATION SHEET IS THEN UPDATED WITH CLEAR NOTES AND A STATUS MARKED AS MATCHED, NOT FOUND, OR PENDING INVESTIGATION, PROVIDING A RELIABLE AND AUDIT-READY RECORD OF EVERY ACCOUNT.

PARKING VIOLATIONS- INSURANCE CARD- DRIVING LICENSES- DAILY TRAFFIC COURT RECORDS

WE PROVIDE COMPREHENSIVE TRACKING AND MANAGEMENT OF PARKING VIOLATIONS, INSURANCE CARDS, DRIVING LICENSES, AND DAILY TRAFFIC COURT RECORDS TO ENSURE COMPLIANCE AND AVOID PENALTIES. OUR PROCESS INVOLVES MONITORING AND LOGGING ALL PARKING TICKETS ISSUED TO COMPANY VEHICLES, VERIFYING THAT INSURANCE CARDS AND DRIVER LICENSES ARE UP TO DATE, AND REVIEWING TRAFFIC COURT RECORDS DAILY TO IDENTIFY ANY NEW CASES OR VIOLATIONS. THIS SYSTEM HELPS PREVENT LATE FEES, SUSPENSIONS, AND ENSURES THAT ALL DOCUMENTATION IS CURRENT AND ACCESSIBLE WHEN NEEDED.

CAPITAL ONE AND AMERICAN EXPRESS DAILY TRANSACTIONS

WE TRACK AND RECORD DAILY TRANSACTIONS FOR CAPITAL ONE AND AMERICAN EXPRESS CREDIT CARDS TO MAINTAIN ACCURATE FINANCIAL RECORDS AND SUPPORT TIMELY RECONCILIATION.

THIS INCLUDES LOGGING EACH TRANSACTION DATE, VENDOR NAME, AMOUNT, AND DESCRIPTION, AS WELL AS IDENTIFYING WHICH CARDHOLDER AND ACCOUNT WAS USED. WE MONITOR FOR DUPLICATE OR UNAUTHORIZED CHARGES, FLAG UNMATCHED EXPENSES, AND PREPARE DAILY REPORTS TO KEEP ALL PURCHASES ACCOUNTABLE AND TRANSPARENT FOR INTERNAL REVIEW OR AUDIT PURPOSES.

WATER METER READINGS FOR ALL BUILDINGS

WE RECORD AND MONITOR WATER METER READINGS FOR ALL BUILDINGS TO ENSURE ACCURATE USAGE TRACKING, TIMELY BILLING, AND EARLY DETECTION OF ANY UNUSUAL CONSUMPTION PATTERNS.

METER READINGS ARE COLLECTED REGULARLY FROM EACH PROPERTY, LOGGED WITH THE DATE, TIME, AND METER LOCATION. THESE READINGS ARE COMPARED AGAINST PREVIOUS DATA TO CALCULATE DAILY OR MONTHLY USAGE. ANY SHARP INCREASES ARE FLAGGED FOR POTENTIAL LEAKS OR BILLING ISSUES, HELPING PROPERTY OWNERS CONTROL COSTS AND AVOID PENALTIES FOR LATE OR UNDERESTIMATED UTILITY PAYMENTS.

ALL VETERINARY BILLS AND DOG INSURANCE BILLS

WE TRACK AND ORGANIZE ALL VETERINARY BILLS AND DOG INSURANCE BILLS TO MAINTAIN CLEAR RECORDS FOR PET CARE EXPENSES AND INSURANCE CLAIMS.

EACH ENTRY INCLUDES THE VET CLINIC NAME, DATE OF SERVICE, PET NAME, TYPE OF TREATMENT OR SERVICE PROVIDED, AND TOTAL COST. FOR INSURANCE BILLS, WE RECORD POLICY DETAILS, PREMIUM AMOUNTS, COVERED SERVICES, AND CLAIM SUBMISSIONS. ALL BILLS ARE STORED WITH RECEIPTS AND SUPPORTING DOCUMENTS TO ENSURE TRANSPARENCY, REIMBURSEMENT FOLLOW-UP, AND ACCURATE FINANCIAL RECORDKEEPING.

ATTENDANCE OF OVERSEAS EMPLOYEES

WE MAINTAIN DETAILED ATTENDANCE RECORDS FOR OVERSEAS EMPLOYEES TO ENSURE ACCURATE PAYROLL, PERFORMANCE TRACKING, AND COMPLIANCE WITH COMPANY POLICIES.

EACH ENTRY INCLUDES THE EMPLOYEE’S NAME, TIME ZONE, CHECK-IN AND CHECK-OUT TIMES, WORK STATUS (PRESENT, ABSENT, HALF-DAY, OR ON LEAVE), AND ANY NOTES REGARDING DELAYS OR APPROVED TIME OFF. DAILY LOGS ARE MONITORED AND VERIFIED BY SUPERVISORS TO ENSURE TRANSPARENCY, ACCOUNTABILITY, AND CONSISTENT REMOTE OPERATIONS ACROSS DIFFERENT REGIONS.

ONLNE ORDERS SHEET FROM AMAZON, EBAY AND TEMU

WE MAINTAIN A COMPREHENSIVE ONLINE ORDERS SHEET TO TRACK ALL PURCHASES MADE THROUGH AMAZON, TEMU, AND EBAY FOR ORGANIZED EXPENSE MANAGEMENT AND ORDER MONITORING.

THE SHEET INCLUDES ORDER DATE, PLATFORM (AMAZON, TEMU, OR EBAY), ORDER NUMBER, ITEM DESCRIPTION, QUANTITY, PRICE PER UNIT, TOTAL COST, SHIPPING DETAILS, TRACKING NUMBER, DELIVERY STATUS, AND THE NAME OF THE PERSON WHO PLACED THE ORDER. THIS SYSTEM ALLOWS FOR EASY VERIFICATION, RETURN MANAGEMENT, AND BUDGET TRACKING ACROSS MULTIPLE ONLINE VENDORS.

INVENTORY SHEET FOR PURCHASES MADE BY CREDIT CARD DETAIL BREAK OUT OF EACH ITEM PURCHASED

WE PROVIDE A DETAILED INVENTORY SHEET FOR PURCHASES MADE BY CREDIT CARD, INCLUDING A COMPLETE BREAKOUT OF EACH ITEM TO ENSURE TRANSPARENCY, COST CONTROL, AND INVENTORY ACCURACY.

THE SHEET INCLUDES THE CREDIT CARD HOLDER’S NAME, DATE OF PURCHASE, VENDOR NAME, CREDIT CARD USED, AND THE FULL DESCRIPTION OF EACH ITEM PURCHASED. FOR EVERY ITEM, WE RECORD THE QUANTITY, UNIT PRICE, TOTAL COST, CATEGORY (E.G., OFFICE SUPPLIES, MAINTENANCE MATERIAL, HARDWARE, ETC.), AND PURPOSE OR BUILDING ASSIGNMENT. RECEIPTS, INVOICES, OR IMAGES CAN ALSO BE ATTACHED FOR VERIFICATION. THIS INVENTORY SHEET HELPS IN RECONCILING CREDIT CARD STATEMENTS, TRACKING USAGE, AND ALLOCATING EXPENSES TO THE RIGHT DEPARTMENTS OR PROPERTIES.

UPDATED DELINQUENCY SHEET

WE MAINTAIN AN UPDATED DELINQUENCY SHEET TO TRACK ALL OUTSTANDING BALANCES AND LATE PAYMENTS FROM TENANTS ACROSS ALL PROPERTIES.

THIS SHEET INCLUDES KEY DETAILS SUCH AS TENANT NAME, BUILDING AND UNIT NUMBER, LEASE START AND END DATES, TOTAL RENT DUE, AMOUNT PAID, BALANCE OUTSTANDING, NUMBER OF DAYS PAST DUE, AND LAST PAYMENT DATE. WE ALSO INCLUDE A STATUS COLUMN (E.G., “PARTIALLY PAID,” “NO RESPONSE,” “PROMISE TO PAY”) AND NOTES FOR FOLLOW-UP ACTIONS OR COMMUNICATION HISTORY.

THE DELINQUENCY SHEET IS UPDATED REGULARLY TO SUPPORT TIMELY COLLECTIONS, LEGAL ACTION IF NEEDED, AND CLEAR FINANCIAL REPORTING FOR PROPERTY OWNERS AND MANAGERS.

INVENTORY SHEET FOR PURCHASES MADE BY CREDIT CARD

WE MAINTAIN A DETAILED INVENTORY SHEET FOR PURCHASES MADE BY CREDIT CARD TO TRACK EXPENSES, MANAGE STOCK, AND SUPPORT RECONCILIATION.

EACH ENTRY INCLUDES THE PURCHASE DATE, CREDIT CARD HOLDER’S NAME, VENDOR NAME, AND CREDIT CARD USED. FOR EVERY ITEM PURCHASED, THE SHEET RECORDS THE ITEM DESCRIPTION, QUANTITY, UNIT PRICE, TOTAL COST, AND PURPOSE OR ASSIGNED BUILDING/DEPARTMENT.

IT ALSO INCLUDES COLUMNS FOR INVOICE OR RECEIPT NUMBER, CATEGORY (E.G., CLEANING SUPPLIES, OFFICE MATERIALS, MAINTENANCE TOOLS), AND A NOTES SECTION FOR ADDITIONAL DETAILS. THIS INVENTORY LOG HELPS IN BUDGET CONTROL, STOCK MONITORING, AND EASY MATCHING WITH CREDIT CARD STATEMENTS.

AIR CONDITIONER REMOVAL FINAL FOR THE WINTER SEASON

WE PROVIDE A FINAL AIR CONDITIONER REMOVAL SERVICE FOR THE WINTER SEASON TO PROTECT UNITS AND ENSURE PROPERTY SAFETY.

THIS TASK INCLUDES IDENTIFYING ALL WINDOWS AND UNITS WITH A/C INSTALLED, COORDINATING WITH SUPERINTENDENTS OR BUILDING STAFF FOR ACCESS, AND SAFELY REMOVING EACH UNIT. WE LOG THE DATE OF REMOVAL, LOCATION (BUILDING & UNIT NUMBER), CONDITION OF THE UNIT, AND STORAGE LOCATION. IF ANY UNIT IS DAMAGED OR IN NEED OF REPAIR, IT IS FLAGGED FOR MAINTENANCE.

THIS PREVENTIVE ACTION HELPS AVOID HEAT LOSS, DRAFTS, OR DAMAGE CAUSED BY WINTER WEATHER WHILE ENSURING ALL A/C UNITS ARE STORED AND ACCOUNTED FOR PROPERLY.

ALL CONTRACTOR PAYMENTS WORKING ON JOB SITES

WE MAINTAIN A DETAILED RECORD OF ALL CONTRACTOR PAYMENTS FOR JOB SITES TO ENSURE TRANSPARENCY, ACCOUNTABILITY, AND BUDGET CONTROL ACROSS PROJECTS.

EACH ENTRY INCLUDES THE CONTRACTOR’S NAME, JOB SITE OR PROPERTY LOCATION, SCOPE OF WORK, INVOICE NUMBER, PAYMENT AMOUNT, DATE OF PAYMENT, AND PAYMENT METHOD (CHECK, ACH, CREDIT CARD). SUPPORTING DOCUMENTS SUCH AS SIGNED CONTRACTS, INVOICES, AND WORK COMPLETION CONFIRMATIONS ARE ATTACHED WHEN AVAILABLE. A STATUS COLUMN INDICATES IF THE PAYMENT IS PENDING, PARTIALLY PAID, OR PAID IN FULL.

THIS SYSTEM HELPS IN TRACKING LABOR COSTS, MONITORING PROJECT PROGRESS, AND PREPARING REPORTS FOR FINANCIAL REVIEWS OR AUDITS.

HIGH GAS BILLS DISPUTE WITH CONEDISON DUE TO FAULTY METER

WE HANDLE HIGH GAS BILL DISPUTES WITH CON EDISON CAUSED BY SUSPECTED FAULTY METERS TO PROTECT OUR CLIENTS FROM INACCURATE CHARGES.

OUR PROCESS INVOLVES GATHERING HISTORICAL USAGE DATA, IDENTIFYING UNUSUAL SPIKES, AND COMPARING USAGE PATTERNS WITH SIMILAR UNITS OR PRIOR BILLING CYCLES. WE THEN FILE A FORMAL DISPUTE WITH CON EDISON, REQUESTING A METER TEST OR IMMEDIATE INVESTIGATION. SUPPORTING DOCUMENTS—INCLUDING PHOTOS OF THE METER, TENANT COMPLAINTS, AND HEATING SYSTEM USAGE LOGS—ARE SUBMITTED TO STRENGTHEN THE CLAIM.

WE TRACK ALL COMMUNICATION, FOLLOW UP REGULARLY WITH CON EDISON, AND PURSUE BILL ADJUSTMENTS OR REFUNDS IF A FAULTY METER IS CONFIRMED. THIS ENSURES CLIENTS ARE NOT OVERCHARGED AND MAINTAINS BILLING ACCURACY ACROSS PROPERTIES.

ALL CREDITS & REFUNDS – DISPUTED CREDIT CARD CHARGES FOR CREDIT CARD COMPANIES

WE TRACK ALL CREDITS AND REFUNDS, INCLUDING DISPUTED CREDIT CARD CHARGES, TO ENSURE ACCURATE RESOLUTION AND PROPER REIMBURSEMENTS FROM CREDIT CARD COMPANIES.

FOR EACH TRANSACTION, WE RECORD THE ORIGINAL CHARGE DATE, ITEM DESCRIPTION, VENDOR NAME, CARDHOLDER NAME, CREDIT CARD USED, AND ITEM PRICE. WE TRACK THE STATUS OF THE DISPUTE, VERIFY THE REFUND AMOUNT RECEIVED, AND MONITOR THE EXPECTED VS. ACTUAL REFUND DATE. ALL DISPUTE COMMUNICATIONS, INCLUDING LETTERS AND CALL NOTES, ARE DOCUMENTED ALONG WITH ANY RETURN PROOFS, SUCH AS TRACKING LABELS, PHOTOS OF RETURNED ITEMS, AND CONFIRMATION EMAILS. THIS SYSTEM ALLOWS US TO ENSURE ALL DISPUTED CHARGES ARE ADDRESSED PROMPTLY AND THAT NO REFUNDS ARE MISSED OR DELAYED.

TENANTS-LEASE EXPIRES IN NEXT THREE MONTHS

WE MAINTAIN AN ACTIVE TRACKING SYSTEM FOR TENANTS WHOSE LEASES ARE SET TO EXPIRE WITHIN THE NEXT THREE MONTHS TO SUPPORT TIMELY RENEWALS AND VACANCY PLANNING.

THE SHEET INCLUDES TENANT NAME, BUILDING & UNIT NUMBER, LEASE START AND END DATES, CONTACT INFORMATION, RENEWAL STATUS (E.G., RENEWAL OFFERED, RESPONSE PENDING, NOTICE TO VACATE), AND NOTES FOR FOLLOW-UP COMMUNICATION. THIS PROACTIVE APPROACH HELPS PROPERTY MANAGERS SCHEDULE RENEWAL DISCUSSIONS, ISSUE NOTICES ON TIME, AND REDUCE POTENTIAL RENTAL GAPS THROUGH ADVANCED PREPARATION.

CONEDISON BILLS GRAPH AND BREAKDOWN FOR ALL BUILDINGS

THIS REPORT PROVIDES A DETAILED GRAPHICAL AND TABULAR BREAKDOWN OF CON EDISON BILLS FOR ALL MANAGED BUILDINGS. IT INCLUDES KEY COLUMNS SUCH AS INVOICE DATE, BILLING MONTH, AND WHETHER THE ELECTRIC READING WAS ACTUAL OR ESTIMATED.

EACH ENTRY ALSO DISPLAYS THE AUTOPAY STATUS AND THE TOTAL UTILITY COST, INCLUDING CHARGES FROM CON EDISON, ENGIE, NATIONAL GRID, AND LIBERTY POWER, COVERING BOTH SUPPLY AND DELIVERY COMPONENTS. THE REPORT HIGHLIGHTS THE CURRENT MONTH’S ELECTRIC AND GAS CHARGES, TOTAL GAS SUPPLY FROM ENGIE, AND THE TOTAL DUE FOR CON EDISON ELECTRIC AND GAS. IT ALSO REFLECTS ANY DIFFERENCE, ADJUSTMENT, OR PREVIOUS BALANCE, ALONG WITH DETAILED METER NUMBERS FOR ELECTRIC AND GAS.

SEPARATE COLUMNS SHOW THE TOTAL ELECTRIC CHARGES FROM CON EDISON AND LIBERTY POWER, THE CURRENT LIBERTY POWER CHARGES, AND THE COMBINED GAS CHARGES FOR THE MONTH FROM ENGIE AND CON EDISON. THIS FORMAT ENABLES EFFECTIVE TRACKING AND ANALYSIS OF MONTHLY ENERGY EXPENSES ACROSS ALL PROPERTIES.

BUILDING 1: