Brewer Caldwell Accounting

Our Accounting Department commits to explain or resolve all accounting questions with in 48-hours. Provide accurate owner and tenant statements. Provide timely and courteous service to all clients. Tenants owing a balance in additional to the monthly rent will receive a statement stating the balance due to Brewer- Caldwell. These statements will be mailed out in between the 15-20th of the month. Tenants that have not paid by the due date will receive a demand letter, five-day demand letter to pay rent, mailed U.S mail and certified, return receipt mail. These will be sent out on the 4th day of the month or if the tenants rent due date is on a later date the demand letter will be sent out the day after the last day of the grace period. Property owners of late paying tenants will be mailed a notice that the tenant is late and a brief description of the eviction process as notification of the late paying tenant. If the property owners tenant pays late, after the 9th day of the month, the property owner will be mailed a check for the rent proceed funds the following Friday of the rent payment. Late tenant payment made the last week of the month will not be mailed to the property owner until the following 10th. Rent received before 3 P.M will be posted in Yardi Pro the same day. Rent received after 3 P.M will be posted the next business day. Rent received from approximately from the 9th to the 10th days of the month will be held until the 11th day of the month due to closing out the fiscal month. Brewer Caldwell’s fiscal month is from the 11th day of the month through the following 10th of the month. For example, a fiscal month would be from January 11th to February 10th. Brewer Caldwell’s fiscal year end will be on December 10th. 1099 miscellaneous forms will be post-marked to the owner by January 31st. Monthly statements and rent proceed checks will be mailed out on the 10th day of each month. Copies of paid bills will be included in the statement. An itemized list of any unpaid bills will also be included on the statement. Each monthly statement will consist of that fiscal month only. Statements for previous months dating back to January 2005 may be accessed online or a copy of past statements may be requested. Copies of past statements prior to January 2005 will need to be requested.

Each payable will be date stamped on the day posted in Yardi and also date stamped on the day the payable was paid. Brewer Caldwell will retain the original copy of the bill and the owner will receive a copy of the paid bill. Property owners will not receive a copy of unpaid bills unless a request by the property owner is made to receive a copy of a certain unpaid bill. Vendors will be paid each Friday. Copies of paid bills will be included in the property owners’ statement. Owners’ check maybe be direct deposited on the 10th of the month, providing the owner fill out a Direct Deposit Authorization Form and it is received before the 5th day of the month. Forms received on or after the 5th day of the month will not be effective until the next month. A one-time fee per property of $50.00 will be charged for this service. At this time direct deposit will only be offered on the 10th of each month. Late tenant payments will be remitted to the property owner with a hard check in lieu of direct deposit. New tenant move-ins will be processed within 48 hours after received in the accounting department. Property owners will receive a copy of the tenant’s new or renewal lease to be mailed within five business days.

The property owner may elect to have Brewer Caldwell pay their mortgage and HOA assessments on the first day of each month providing the following: Owner must fill out mortgage or HOA authorization form. Previous balances to mortgage or HOA companies must be paid in full. Allow for 30 days to set up payment to said companies. Owner must maintain a balance in each property account that is twice the monthly mortgage or HOA balance. If owner does not have funds available to pay mortgage of HOA bills, Brewer Caldwell will be unable to make these payments. In the case of mortgage payments, Brewer Caldwell will notify the property owner by phone or e-mail the account is in need of funds to pay the mortgage payment by the 4th day of the month. In the case of HOA assessments, Brewer Caldwell will notify the owner by the 6th day of the month by e-mail of by letter stating funds are needed to pay the assessment.

Owners will receive a lease renewal form 90 days before the tenant’s lease expires. The Lease Renewal Form will state the end date of the current lease and include a recommendation on the new lease renewal rate. This form will also state a date to return the form by, if this form is not retuned by the said date, Brewer Caldwell will proceed with the recommendation made by sending a lease renewal to the tenant. If owner disagrees with Brewer Caldwell’s stated recommendation, the property owner will need to contact their property manager for further discussion. Tenants will be mailed a lease renewal form 60 days before their lease expires. Tow reminder letters will be sent to tenant after 30 day and 45 days if tenant does not return lease renewal or contact Brewer Caldwell to give notice to vacate. Notice to vacate forms received by accounting will be entered into Yardi within 48 hours of receipt. Copies of the notice will also be given to the Maintenance Department and the Property Manager.

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