Who we are

OptimalBooks is a preferred Vendor for Commercial Property Advisors, providing trusted Real Estate and Property Management Virtual Assistants, Virtual Bookkeeping, and Tax Support.

Services

Virtual Property Management

Our high-energy virtual assistants have the ability to perform a variety of tasks including taking tenant phone calls, processing lease renewals, move-ins/move-outs, security deposit returns, sending notices, collections, tenant screening, maintenance coordination, and more.

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Virtual Bookkeeping

Our Team of CPAs and Professional Bookkeepers reconcile and prepare financial statements for operating and property-level accounts monthly, ensuring compliance with your State’s particular trust accounting laws. We have Team Members knowledgeable in AppFolio, Buildium, Yardi, Rent Manager, QuickBooks, Xero, among others.

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Virtual Tax Preparation

We prepare 1099s as well as both personal and corporate tax returns at the end of the year. Our Team specializes in finding tax deductions specific to your situation, saving you money now and in the future. Just send us your prior year’s tax return and we’ll prepare a quote!

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Your Security Is Our Top Priority

Read-Only Bank Access

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Document Management w/ AES 256 Bit Encryption

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General, Professional, & Errors and Omissions Insurance

Testimonials

Leatha T.

Washington, D.C.

OptimalBooks - you are absolutely amazing at what you do. I am just floored at how fast you are and how you “get it” so quickly, it is phenomenal. Thank you so much!

Andrea T.

Chicago, IL

Optimal was diligent in cleaning up our books and executed things so that we were able to file our taxes quickly. Optimal worked hard to get things done when we had a deadline, and for that - we are very grateful.  

Patrick H.

Tallahassee, FL

Spencer and his Team have been instrumental in helping us create focus and efficiencies within our business that has led to providing better services to our property owners. Thank you for all of your hard work. We are excited about the growth!

Chris T.

Chicago, IL

Spencer has shown himself to be an honorable person with a good company. The Assistant Property Manager assigned to us is fantastic! She is a quick learner and likes to take initiative and use creativity! I also greatly appreciate her Team Leader and his knowledge of all the “technical stuff.” He has been very accommodating!

Nicolas K.

Phoenix, AZ

Cannot rave enough about OptimalBooks, they are a great asset to our Company, very appreciative of their Team! Thanks again.

Bruce Z.

Akron, OH

Our Account Manager is doing a great job. She is calm, understands what’s going on, and we are building a great rapport with one another.

Carlos D.

Los Angeles, CA

Spencer, Thank you for the consulting call and excellent insight into our accounting operations.  We had a good and productive discussion with our internal team and we want to move forward with the plans you outlined.

Blake J.

Franklin, TN

OptimalBooks has built an incredible engine.

Candace W.

Chicago, IL

My experience with OptimalBooks has been wonderful. My initial conversation with Spencer was thoughtful and geared towards gaining an understanding of my business needs. It is my opinion that the first meeting set the tone for determining the right fit for the team that was created for my business. All three team members assigned to my account did more than complete assigned tasks. They identified opportunities for improvement and demonstrated initiative that was beneficial and a credit to OptimalBooks.

Clinton B.

Bastrop, TX

The OptimalBooks Team does a great job and I love working with them! They have my full support.

Jeremy T.

Canyon Lake, CA

Spencer and OptimalBooks have been great to work with over the past year plus. They always respond to my requests quickly and are fairly priced for the service they provide. They always try to go above and beyond to provide very detailed reports in an expedited manner. Spencer also does his best to give business and accounting advice whenever appropriate. I recommend OptimalBooks to any small business owner reading this.

David C.

Colorado Springs, CO

My wife and I own several properties and OptimalBooks has done the bookkeeping for about 6 months. Spencer and Anna are awesome. They respond professionally and quickly to all our inquiries. The person they assigned to our account is exceptional and very dedicated to providing us the best bookkeeping services. I would highly recommend OptimalBooks to anyone!

Clayton H.

Pensacola, FL

Thank you for all of your hard work and diligence in getting Buildium corrected. Our Account Manager is very much on top of our account and has been a pleasure to work with!

Our Process

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01. Signup

We are excited to work with you as part of the Commercial Property Advisors Coaching Program.

02. Onboarding + Access

Once you’ve signed up you’ll receive an email confirmation and a call from an Onboarding Specialist to walk you through next steps.

03. Kickoff meeting

You’ll meet your Account Manager and discuss your desired scope of work.

04. Sit Back and Relax

Our time tested systems and processes make managing your real estate and property management business a breeze. Take a step back and go grow your business.

Sign Up

FREQUENTLY ASKED QUESTIONS (FAQ)

Who would benefit from using OptimalBooks?

  • Property Managers, Real Estate Investors, and Real Estate Brokers.

Can OptimalBooks grow with us?

  • Of course! We leverage best practices from our client base as well as our time in the Big 4 to ensure you have scalable systems and processes in place. 
  • When you grow, we’ll further build out your Team to manage the increased workflow.

How can I communicate with my Account Manager and Team?

  • We begin every engagement with an Onboarding Meeting to discuss your business and particular scope. Afterwards our team is available via email for day to day questions and answers related to your account. If there is an issue with work being completed, it can be escalated to your coach and a meeting can be scheduled to identify problem areas and have them addressed quickly.

What software do you work with?

  • Within the Commercial Property Advisors Real Estate Coaching Program, we use Appfolio and WaveApps as our two core accounting software.
  • That said, our Team works with any property management and/or accounting software that our Client uses. If we don’t know the software, we can learn it. If you don’t have one yet, we can recommend one! We work in the following software daily: Buildium, AppFolio, Rent Manager, Propertyware, Tenant Cloud, Rentec Direct, Yardi, Quickbooks, Xero, WaveApps, and more.