A reliable remote Yardi property accounting workflow separates preparation from approval. The remote team member owns document intake, data entry, reconciliation preparation, exception research, and reporting support. Authorized client personnel approve payments, journal entries, write offs, bank activity, and final financial statements.
This separation creates useful capacity without weakening financial control. It also gives every invoice, discrepancy, and close task a visible owner and status.
Step 1: Create One Accounting Intake Queue
Route invoices, receipts, owner requests, resident account questions, bank documents, and close support into a defined queue. Avoid splitting work across personal inboxes and untracked messages.
For each item, capture:
- Property and legal entity
- Vendor, resident, owner, or account
- Document date and due date
- Amount and supporting documentation
- Requested action
- Approval owner
- Current status and next follow up date
The accounting assistant should be able to identify missing information before entering incomplete work into Yardi.
Step 2: Validate Documents and Prepare Coding
Before entry, verify the vendor, property, invoice number, amount, service period, purchase order or contract reference, and duplicate risk. Apply the client’s documented coding rules and approval matrix.
If the source document conflicts with the rule, stop and add it to the exception queue. Do not create a new rule from one unusual invoice.
Step 3: Enter Work in Yardi Without Approving It
The remote team member can enter the payable, attach the source document, prepare coding, and route the item for review. Their status update should show what is ready, what is missing, and who must approve the next action.
The same principle applies to receivables and resident ledgers. The team member can research charges, payments, and supporting records, then prepare the correction or escalation. Authorized personnel approve concessions, write offs, payment arrangements, and legal actions.
Step 4: Maintain a Daily Exception Queue
Exceptions are where accounting workflows slow down. Keep them visible instead of leaving them inside individual records.
Useful exception categories include:
- Missing invoice or receipt
- Duplicate or conflicting amount
- Unknown vendor or inactive vendor
- Missing property or account coding
- Approval overdue
- Ledger discrepancy
- Bank difference
- Prior period issue
Each exception needs an owner, next action, and follow up date. A short daily review prevents small questions from becoming a month-end backlog.
Step 5: Prepare Reconciliations With Clear Support
The accounting assistant can prepare bank, balance sheet, subledger, security deposit, and other recurring reconciliation workpapers based on the client’s process.
Each workpaper should show:
- Beginning and ending balances
- Source reports and statement dates
- Outstanding items
- Difference requiring research
- Proposed next action
- Reviewer and due date
The reviewer should be able to trace the conclusion back to the source documents without rebuilding the work.
Step 6: Run a Controlled Month-End Checklist
Use one checklist by entity or property group. The remote team member updates completion status and prepares the support. The controller, accounting manager, or authorized client reviewer signs off on judgment and final reporting.
A practical checklist may include:
- Invoice cutoff and missing-document review
- Cash and bank reconciliation preparation
- Accounts payable and receivable review
- Resident and security deposit tie outs
- Prepaid, accrual, and fixed asset support
- Intercompany or due-to and due-from research
- Variance explanations
- Owner statement and reporting package preparation
Exact tasks depend on the portfolio, accounting basis, chart of accounts, and client policy.
Step 7: Report Outcomes, Not Just Activity
A useful weekly accounting update is short:
- Items completed
- Items waiting for approval
- Exceptions by age and owner
- Reconciliations completed or outstanding
- Month-end risks
- Decisions needed from the client
This helps the property management and accounting leaders see where work is moving and where it is blocked.
Keep These Decisions With Authorized Client Personnel
- Releasing payments or changing bank instructions
- Approving journal entries, write offs, refunds, or credits
- Changing the chart of accounts or accounting policy
- Approving new vendors or exceptions to controls
- Signing financial statements or owner reports
- Making legal, tax, or licensed decisions
Remote work does not require weaker controls. It requires clearer ownership, access, documentation, and approval rules.
Build the Role Around Your Close Process
The best Yardi accounting hire is not simply someone who has opened the software. They should understand the recurring work, the evidence required for review, and the point where preparation stops and approval begins.
Revaya screens property accounting candidates for relevant property management and software workflows before interviews. You manage daily priorities and approve financial decisions. Revaya handles recruiting, HR, payroll, benefits, and ongoing people support.
Learn about Revaya’s Yardi experienced professionals, explore the property accounting assistant role, or talk with Revaya about your accounting workflow.
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