Property Management Software System Quarterly Audit Checklist
This property management software system quarterly audit checklist provides a structured evaluation of the technology platform that underpins all property operations, accounting, and resident management. Property management software failures, data integrity issues, and user access problems can create financial losses, compliance exposure, and operational disruptions. Quarterly audits of user access, data accuracy, and system functionality identify issues before they compound and ensure the syste
- Industry: Property Management
- Frequency: Quarterly
- Estimated Time: 2-3 hours
- Role: Property Manager / Regional Manager / IT Administrator
- Total Items: 28
- Compliance: SOC 2 Type II Data Security Standards (for SaaS PMS providers), GAAP Generally Accepted Accounting Principles (Ledger Accuracy), Fair Housing Act (Equal System Application to All Residents), FCRA Fair Credit Reporting Act (Screening Data Handling), State Electronic Records Retention Requirements
User Access Controls
Review user account and permissions management.
- Active user list reviewed and all accounts belong to current employees?
- All terminated employee accounts deactivated within 24 hours of departure?
- User permissions appropriate to role (leasing agent does not have accounting access)?
- Administrator accounts limited to minimum necessary users?
- Strong password requirements and MFA enabled in system?
Data Integrity and Accuracy
Verify core data accuracy in the system.
- Unit rent roll accurate (all active leases, correct rents, correct occupants)?
- Resident ledger balances reconciled against payments received?
- No ghost accounts (departed residents with active ledger balances not in collections)?
- Vendor database current with correct contact info, insurance, and license data?
- Work order completion data accurate with no open orders more than 30 days without status update?
Accounting and Financial Functionality
Review accounting module accuracy and controls.
- Bank reconciliation completed monthly and reconciling items resolved?
- Accounts payable current with no invoices over 30 days past approval without payment?
- Check signing and payment authorization controls appropriate (dual approval for large payments)?
- Monthly NOI and variance reports generated and reviewed by ownership?
- Security deposit accounting reconciled against deposits held in trust account?
Maintenance and Operations Workflows
Evaluate maintenance module usage and effectiveness.
- All maintenance requests entered in system (no verbal-only requests)?
- Average response and completion times tracked and within targets?
- Preventive maintenance schedules entered and recurring work orders generating automatically?
- Vendor assignment in work orders matching approved vendor list?
- Post-work order resident satisfaction surveys configured and results reviewed?
System Security and Documentation
Verify system security and data backup.
- Data backup/recovery confirmed functional (SaaS vendor or internal backup)?
- Software updates and security patches applied promptly?
- Audit trail/change log enabled and reviewed for unauthorized changes?
- All staff trained on current PMS version with training documentation?
- Quarterly PMS audit report filed with summary of findings?
- Disaster recovery plan documented for PMS data loss or system failure scenario?
- SaaS PMS vendor SOC 2 Type II report obtained and reviewed for security assurance?
- Full data export from PMS tested to verify portability if vendor change needed?
Related Property Management Checklists
- Apartment Online Reputation and Reviews Management Monthly Audit Checklist
- Apartment Resident Onboarding and Move-In Experience Quality Audit Checklist
- Apartment Leasing and Marketing Compliance Monthly Audit Checklist
- Apartment Resident Portal and Digital Communications Monthly Audit Checklist
- Apartment Smart Building Technology Monthly Inspection Checklist
- Property Management Data Security and Privacy Annual Compliance Audit Checklist
- Apartment Preventive Maintenance Program Quarterly Audit Checklist
- Apartment Renovation and Capital Project Progress Inspection Checklist
Related Administrative Compliance Checklists
- Property Management Vendor and Contractor Quarterly Performance Review Checklist - FREE Download
- Apartment Property Fair Housing Compliance Self-Audit Checklist - FREE Download
- Apartment Lease Renewal Process Compliance Audit Checklist - FREE Download
- Apartment Rent Collection and Delinquency Management Monthly Checklist - FREE Download
- Apartment Security Deposit Disposition Compliance Checklist - FREE Download
- Apartment Property Insurance Coverage Annual Compliance Review Checklist - FREE Download
- Apartment Property ADA Accessibility Compliance Self-Audit Checklist - FREE Download
- Apartment Property Annual Budget and Capital Planning Review Checklist - FREE Download
- Apartment Resident Communications and Required Notices Compliance Checklist - FREE Download
- Apartment Utility Management and Billing Quarterly Audit Checklist - FREE Download
Why Use This Property Management Software System Quarterly Audit Checklist?
This property management software system quarterly audit checklist helps property management teams maintain compliance and operational excellence. Designed for property manager / regional manager / it administrator professionals, this checklist covers 28 critical inspection points across 5 sections. Recommended frequency: quarterly.
Ensures compliance with SOC 2 Type II Data Security Standards (for SaaS PMS providers), GAAP Generally Accepted Accounting Principles (Ledger Accuracy), Fair Housing Act (Equal System Application to All Residents), FCRA Fair Credit Reporting Act (Screening Data Handling), State Electronic Records Retention Requirements, NIST Cybersecurity Framework (Data Protection), UK Data Protection Act 2018 / GDPR, Australia Privacy Act 1988. Regulatory-aligned for audit readiness and inspection documentation.
Frequently Asked Questions
What does the Property Management Software System Quarterly Audit Checklist cover?
This checklist covers 28 inspection items across 5 sections: User Access Controls, Data Integrity and Accuracy, Accounting and Financial Functionality, Maintenance and Operations Workflows, System Security and Documentation. It is designed for property management operations and compliance.
How often should this checklist be completed?
This checklist should be completed quarterly. Each completion takes approximately 2-3 hours.
Who should use this Property Management Software System Quarterly Audit Checklist?
This checklist is designed for Property Manager / Regional Manager / IT Administrator professionals in the property management industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.