5 ways the One Big Beautiful Bill impacts property managers

When major tax laws like the One Big Beautiful Bill pass, they don’t avoid affecting property management businesses. Their impact shows up in your inbox, your owner statements, and your vendor workflows. Property managers are the ones answering questions about new deductions, tracking capital improvements, and making sure the numbers add up when tax season rolls around. Because of this, it’s important to stay up to date on tax changes and know how to adapt when they take effect.

This post breaks down five main changes to make to your operations, based on the One Big Beautiful Bill Act and its implications. We’ll cover what to do with your accounting, how to update owner statements, and what it means for your vendor compliance.

Disclaimer: This post provides general information on the One Big Beautiful Bill Act, but, for the most accurate and specific legal advice, always consult a local tax professional.

How Does the One Big Beautiful Bill Affect Property Managers?

The One Big Beautiful Bill Act (OBBBA) is a set of tax reforms signed into law on July 4, 2025.

The Act makes some past tax provisions permanent while introducing new rules for depreciation, qualified business income, and state and local taxes. We’ll detail all of these later on in the post and how to adapt to them, including changes to:

• Section 179 expense limits
• 1099 reporting thresholds
• Bonus depreciation and QBI deductions
• And more

For the full legislative text, you can see the official Congress.gov H.R.1 documentation and the IRS guidance page.

For property managers, these changes may affect workflows in five main areas: accounting and reporting, owner communications, lease notices, vendor compliance, and cash flow management.

1. Accounting and Tax Reporting

The OBBBA restores 100% bonus depreciation (a complete write-off) for most qualified property assets placed in service after January 19, 2025, replacing the gradual phase out from the Tax Cuts and Jobs Act. It also makes the 20% qualified business income (QBI) deduction permanent.

These changes mean owners need more detailed reports from you. Adjusting your accounting setup now can help you prepare the information they need for tax time.

Refresh Chart of Accounts, Classes, and Tags

You may want to add new accounts to your general ledger to track different types of expenses. For example, create separate accounts for capital improvements that are eligible for accelerated depreciation versus regular repairs. This helps distinguish between a new roof and a simple patch job.

Using property-level classes or tags to track qualified business income for each rental unit separately can also be helpful. Owners of pass-through entities will likely ask for this level of detail. Property management software such as Buildium lets you customize your chart of accounts, so you can add these new categories and track everything clearly.

Set Bank Rules to Auto-Categorize Capex and Costs

Under the OBBBA maximum annual Section 179 deductions have been increased to $2.5 million, with the phase-out threshold set at $4 million. Given these thresholds, property managers with smaller and mid-sized portfolios may need to adjust their accounting records.

With limits changing, you’ll want a clear way to track qualifying property improvements. You can set up rules in your accounting system to categorize transactions from your bank feed, following property management bookkeeping best practices. For instance, a rule could assign any payment to your HVAC vendor over a certain amount to a “Capital Improvements” account for bonus depreciation tracking.

This helps separate large capital expenses from smaller, routine maintenance costs. Using bank rules in your accounting system can help you categorize these transactions as they come in, which keeps your books organized.

Create Saved Report Packs and Schedules

Owners will probably need a few specific reports for their tax filings. These often include property-level profit and loss statements for qualified business income calculations, depreciation schedules, and detailed cash flow statements. You can build these report templates, once and save them, to use again.

If you’re not already, think about scheduling comprehensive financial reports to go out to owners monthly or quarterly. This keeps them updated on their property’s financial performance and helps with their estimated tax planning. Some property management platforms include batch reporting features that let you run and send these reports for multiple owners at once.

Build Owner-Ready P&L by Property, Cash Flow, and Delinquency

Property-level reporting is useful because of changes to pass-through deductions and the state and local tax deduction cap. A profit-and-loss statement that shows income and expenses for each property gives owners a clear view of their portfolio.

You can also include cash flow reports and delinquency reports that track late payments. This information helps owners and their CPAs make informed decisions about their tax planning, which may vary by jurisdiction and individual circumstances, so we recommend consulting with a qualified tax professional.

Having these detailed financial reports ready makes updating owner communications much more straightforward.

2. Owner Statements and Communication

Now that your books are in order, it’s time to think about how you present that information to owners. Changes to the QBI deduction and state and local tax (SALT) caps mean your owner statements may need a revamp. Clearer statements can help owners understand their financial picture and plan distributions when you properly track property income and expenses.

Update Statement Templates with New Line Explanations

Consider adding new line items to your owner statements that call out bonus depreciation amounts, qualified business income, and state and local tax allocations. This helps owners quickly see the numbers that matter for their tax returns.

For example, a separate line for “Section 179 Expense” can be much clearer than lumping it in with general repairs.

Schedule Proactive Emails on Distribution Timing and Reserve Policy

Owners may want to adjust their distribution schedules based on their new tax situation. Sending them a heads-up about how accelerated depreciation might affect their taxable income can be helpful. A simple email explaining that their cash flow might look different from their taxable income can prevent a lot of confusion.

You could set up a communication calendar that aligns with tax deadlines. Consider sending an annual summary at the start of the year and periodic (e.g., quarterly) updates to align with estimated tax schedules.

Use an Owner Portal for Real-Time Reports and Docs

Giving owners a place to access their documents on their own time can be a big help. You can upload depreciation schedules, qualified business income calculations, and other important files in a central repository. This way, owners can find what they need without having to call you.

An owner portal, like the one in Buildium, gives owners 24/7 access to their reports and documents while also serving as a go-to channel to schedule and send messages as needed.

3. Leases and Resident Notices

Just as you’re updating how you communicate with owners, it’s also a good time to review your resident-facing documents.

While the One Big Beautiful Bill is mainly about taxes for property owners, it can lead to operational changes that affect residents. Owners might decide to make property improvements to take advantage of new tax incentives, which means you’ll need to update your leases and notices to keep residents informed.

Refresh Lease Templates and Required Addenda

Take a look at your current lease templates. You might want to update clauses related to property improvements and resident notifications. Your lease should outline how you’ll handle the work schedule for these improvements and any disruptions.

Also, check if your state’s tax laws align with the new federal rules. Some states have different depreciation schedules, which could affect the timing of property upgrades. Your lease should be flexible enough to accommodate these differences.

Prepare Communication Templates

Having communication templates ready can make life easier. You can draft standard messages for things like upcoming maintenance projects, changes to amenity access during renovations, or updates to utility billing. This way, you’re not starting from scratch every time you need to send a notice.

Keeping these templates in a central location helps your whole team send clear and consistent messages.

Centralize Templates and E-Sign Workflows

When owners are claiming tax deductions, having a solid paper trail is important. Storing all your lease templates, addenda, and signed documents in one place helps you stay organized and prepared for any audits. Using e-signatures through business management tools can also create a clear record of when documents were signed.

You can set up workflows that guide documents through the signing process and then file them in the correct tenant or property folder. For example, Buildium’s document storage features work with e-signatures to create an organized, accessible record of all your leasing documents.

4. Vendor Onboarding and Annual Renewals

A well-documented process isn’t just for leases; it’s also important for how you manage your vendors.

The One Big Beautiful Bill’s focus on property improvements means you could be working with more vendors.The $600 threshold for 1099 reporting has been raised to $2,000, starting with any payments made in 2026. Keeping accurate vendor records is more important than ever to support your owners’ tax filings.

Re-Confirm W-9s and 1099 Eligibility

It’s a good practice to request updated W-9 forms from all your vendors each year. This helps you verify their taxpayer identification numbers (TINs) and confirm their business status. Remember that while most corporations don’t require a 1099, LLCs might, depending on how they’re taxed.

Tracking vendor payments throughout the year can make tax time much simpler and help you avoid common property management tax mistakes. If your platform has them, make use of 1099 e-Filing features that track payments and help you generate the necessary forms.

Track Certificates of Insurance and Expirations

Any contractor working on a property should have proper insurance. This is especially true for those doing major capital improvements that qualify for Section 179 expensing. Keep current certificates of insurance (COIs) on file for all vendors and set reminders for their expiration dates.

You might also consider different insurance requirements based on the type of work. A roofer, for example, may need higher liability coverage than a landscaper. Keeping these documents organized supports both tax compliance and liability protection.

Create Recurring Onboarding and Annual Renewal Tasks

Setting up a regular schedule for vendor document updates can help you stay on top of compliance. Collect W‑9s before making payments; review vendor insurance before expiration; verify business licenses on a regular schedule (often annually), per local requirements. Creating task templates for these recurring items can help your team stay on track.

Using property management automation software can help you assign these duties and get reminders when deadlines are approaching. Buildium supports recurring tasks; you can use them to remind staff to complete vendor‑compliance steps (e.g., W‑9 or COI updates).

5. Cash Flow and Reserves

The new depreciation and deduction rules under the One Big Beautiful Bill can change how owners approach their cash flow and the money they keep in their reserve accounts. There are a few steps you can take to plan accordingly.

Revisit Property-Level Reserves and Codify Policy

With owners taking larger deductions up front, it’s a good idea to review your reserve policies following property management accounting best practices. You might suggest increasing reserve contributions to make sure funds are available for future capital projects. A clear, written policy helps everyone understand why you’re saving for the long term.

It can also be helpful to maintain separate reserve accounts for each property. A building that just got a new HVAC system will have different reserve needs than one that’s due for an upgrade.

Enable Low-Balance Alerts by Property

Setting up low-balance alerts following property management banking best practices can help you avoid unexpected cash shortages. You can set different thresholds for operating accounts and reserve funds. Establish and monitor a minimum operating cash threshold (e.g., a defined number of weeks of expenses) and set alerts accordingly.

These thresholds can be customized for each property based on its unique expense patterns. Some platforms support financial alerts; verify whether your software offers low‑balance notifications or use alternative monitoring (reports, dashboards, or API).

Build and Share 12-Month Cash Forecasts

Creating a rolling 12-month cash forecast using real estate accounting software can help owners see the big picture. These forecasts can show projected income and expenses, as well as planned capital improvements. This helps owners understand how tax savings from depreciation compare to their actual cash distributions.

Sharing these forecasts quarterly keeps owners in the loop and helps them with their personal financial planning. It’s all about connecting the dots between tax benefits and real-world cash management, which may vary by jurisdiction and individual circumstances, so we recommend consulting with a qualified tax professional.

Offer Flexible Rent Payment Plans in the Resident Portal

Some provisions in the One Big Beautiful Bill, such as “No Tax on Tips,” might change the income patterns of some tenants. While this may not have a huge impact on rent collection, offering flexible payment options can be a good way to support residents.

You could set up standard payment plans, such as bi-weekly or weekly options, through online rent payment software for tenants who don’t receive a traditional monthly salary. A resident portal that allows tenants to choose a payment schedule can make this process easier for everyone.

Put Your One Big Beautiful Bill Plan in Motion with Buildium

We’ve walked through the five operational areas where the One Big Beautiful Bill will likely change your day-to-day work. From your accounting ledgers to your owner communications, these adjustments are all about helping your owners navigate the new tax landscape while you run an efficient business. A solid property management platform can help you connect all these pieces.

Next Steps and Key Takeaways:

• Update your bookkeeping organization to reflect changes to reflect changes to Section 179 expense limits, 1099 reporting thresholds, and deductions.
• Adapt your owner statements and communicate proactively with owners on how these tax changes affect them.
• Refresh your leases as needed and create templates to prepare for renewals and new tenants.
• Reconfirm W-9s and 1099 eligibility with your vendors.
• Revisit your approach to cash flow and reserves with your clients.

Putting these systems in place can help you handle the new requirements of the One Big Beautiful Bill. To start using software that makes adapting to changes in the industry easier, consider giving Buildium a 14-day free trial, or by signing up for a no-risk, guided demo.

Frequently Asked Questions About OBBBA and Property Management

Do I Need to Change My Management Fees or Owner Distribution Schedule Because of the Bill?

Your management fee structure is up to you, but you might talk to owners about adjusting their distribution schedules. Some may want to change their draws to better align with their estimated tax payments under the new law.

Did 1099 Thresholds Change for the Vendor Payments I Issue?

The $600 reporting threshold for vendors you pay directly have increased to $2,000 for the 2026 tax year (payments made in 2026). The rules for payments made through third-party processors are a separate matter and were not affected by this bill.

Should I Adjust My Capex Plan to Capture Remaining Energy Deductions?

The energy tax credits are set to phase out soon. It could be a good idea to review your capital expenditure plans with owners who might want to complete energy-efficient upgrades before then.

Will “No Tax on Tips” or “No Tax on Overtime” Change Resident Payment Behavior?

These provisions likely won’t have a major direct effect on rent collection. However, for residents in the service industry, it might change their income patterns, so offering flexible payment schedules could be helpful.

What Should I Handle in My PMS Today Versus What Needs a CPA or Attorney?

You can use your property management software to handle the operational tasks, like updating reports and organizing documents. For specific tax advice, entity structuring, or legal interpretations of the One Big Beautiful Bill, your owners should speak with a qualified CPA or attorney.