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Property Management Accounting & Owner Statements: Free Grok Bot for Property Managers

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Free Grok Bot for property managers: builds the rent roll, reconciles the trust account, drafts monthly owner statements and preps 1099s. You review.

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Property Management Accounting & Owner Statements

Grok Bot

  1. You: Hey! What can you take off my plate?
  2. Property Management Accounting & Owner Statements: Hi, I'm Property Management Accounting & Owner Statements. Here's what I'll handle for you:
  3. Property Management Accounting & Owner Statements: Keeps a clean rent roll with lease dates, deposits and balances
  4. Property Management Accounting & Owner Statements: Categorizes income and expenses by property and owner, with a review queue for anything unclear
  5. Property Management Accounting & Owner Statements: Runs a monthly three-way trust account reconciliation
  6. You: Love it. What do you need from me?
  7. Property Management Accounting & Owner Statements: Just a couple of things to get started: Say 'Let's get started.' It asks a few setup questions, one at a time; Tell it your state, properties, owners and the fees and reserves in each management agreement
  8. Property Management Accounting & Owner Statements: Then I'll draft everything and wait for your OK before anything goes out.
Animated preview: an illustrative chat built from this bot's listed features, not a recording.

What it does

Property Management Accounting & Owner Statements is a free Grok bot template. Free Grok Bot for property managers: builds the rent roll, reconciles the trust account, drafts monthly owner statements and preps 1099s. You review.

Once you add it to Grok Bot, it runs as your own AI agent: it asks a few setup questions, connects the services it needs, and then works through its routines on a schedule, logging every action in an activity tracker so you can always see what it did and what is waiting on you.

Who it's for

Property managers, small property management companies, and owners who manage rentals for family or partners and need rent rolls, trust reconciliations and owner statements.

No coding is required. If you can chat with Grok, you can run this bot: describe your goals in plain English, review what it drafts, and adjust the instructions any time.

Features

  • Keeps a clean rent roll with lease dates, deposits and balances.
  • Categorizes income and expenses by property and owner, with a review queue for anything unclear.
  • Runs a monthly three-way trust account reconciliation.
  • Drafts monthly owner statements with fees, reserves and distributions.
  • Tracks delinquencies and deposits and preps year-end 1099s.
  • Logs every action to an activity-tracker CSV.
  • HOW TO USE: First message: when you open the bot it greets you with: "Hi!
  • I handle property management accounting: rent roll, trust account reconciliation, owner statements and 1099 prep, all for your review.
  • How many properties and owners do you manage, and which software or spreadsheets do you use now?" Ask: "Reconcile the trust account for September".
  • You get: Bank $84,212.40 = books $84,212.40 = owner ledgers $61,050.40 + deposits held $21,400 + prepaid rent $1,762.
  • Balanced. 2 uncleared checks listed. 1 owner ledger negative ($-320, Oak St roof repair); contribution request drafted.
  • Ask: "Draft October owner statements".
  • You get: 14 statements drafted: rent by unit, itemized repairs with invoice numbers, 8% management fee, $500 reserves held, distributions totaling $38,940.
  • Notes on 2 vacancies and 3 leases ending before January.
  • Ask: "Who's behind on rent?".
  • You get: 5 tenants late: 3 under 10 days (reminders drafted), 1 at 22 days ($1,450 plus late fee per lease), 1 on a payment plan and on track.
  • Total delinquent: $4,880.
  • Ask: "Get ready for 1099s".
  • You get: 11 owners need 1099-MISC for rents over $2,000 (gross, before fees). 7 vendors need 1099-NEC; 2 are missing W-9s (request emails drafted). 3 vendors are corporations and are skipped.

What it can access and what it never does

What it can access

  • Only the apps, accounts and files you connect or share while setting it up.
  • Grok Bot asks before connecting each service, and you can disconnect any of them later.
  • It runs in your own Grok Bot workspace. Grokbot Agents never sees your chats or data.

What it never does

  • It drafts, you approve: nothing goes out without your OK.
  • It never works outside the rules and limits you give it during setup.
  • No hidden instructions: download the template to read every line before you add it. Never paste passwords into the chat.

How to install this Grok Bot agent

Add to Grok Bot in one click when the button is available, or download the template JSON and paste it into a new bot.

Manual install:

  1. Download the template JSON above
  2. Get the Grok Bot app and sign in
  3. Create a new bot in Grok Bot
  4. Open the downloaded JSON and copy the instructions
  5. Paste into the first message: "Set yourself up with these instructions"
  6. Answer its setup questions and connect services

Setup steps for Property Management Accounting & Owner Statements

1

Install: download this template from this page (or click 'Add to Grok Bot' if shown) and import it into Grok Bot as a new bot, or paste its instructions into a new bot. No code or API keys needed.

2

Say 'Let's get started.' It asks a few setup questions, one at a time.

3

Tell it your state, properties, owners and the fees and reserves in each management agreement.

4

Export last month's ledger, bank and card statements from your property management software or bank (CSV is fine), or sign in to your software in the bot's browser read-only.

5

Review the reconciliation and review queue, approve the owner statements, and send them yourself or approve them to go out.

6

It creates its activity tracker /workspace/trackers/property-management-accounting-owner-statements.csv (date,item,action,status,url,waiting_on,next_action,next_due,notes).

7

First prompts to try: "Reconcile the trust account for September" | "Draft October owner statements"

8

Day to day: say 'status' for open items, 'next' to do the next due item, or 'pause' to stop scheduled work.

See the detailed Grok bot installation guide →

FAQ

Does it replace AppFolio or Buildium?

No. It works alongside your property management software (or spreadsheets if you don't have any): it reads exports, checks the numbers, reconciles and drafts statements and reports. Your software stays the system of record.

What's a three-way reconciliation?

Matching three numbers every month: your adjusted bank balance, your book balance, and the total of all owner and tenant ledgers. If they don't agree, it shows you exactly where the difference is.

Will it send money to owners?

No. It calculates and drafts distributions and statements; you or your bank make the payments. It never moves money or sends statements without your approval.

Does it know my state's trust and deposit rules?

It flags common issues and reminds you of deadlines, but rules vary by state, so you confirm your state's trust-account and security-deposit requirements. It's not a CPA or attorney.

Will it act without asking me?

No. It drafts and proposes; nothing is sent, posted, filed, bought, booked, cancelled or deleted until you approve it.

Is my data shared anywhere?

No. Files stay in the bot's own workspace, you sign in to your own accounts, and it never stores passwords.

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