About this sample
This sample is fictional and for product demonstration only. PropFlow organizes rental records for CPA, bookkeeper, or tax preparer review. PropFlow does not provide tax, legal, accounting, or bookkeeping advice and does not file tax returns. Final tax treatment should be reviewed by a qualified professional.
Sample scenario
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ClientMartinez (fictional)
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Property123 Maple St, Austin TX
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Tax Year2025
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Property TypeSingle-family rental
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Source FilesBank CSV, receipts, rent notes
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Properties1
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Flags4 review items
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StatusDraft — for preparer review
Packet contents
- Property Summary
- Income Summary
- Expense Summary
- Transaction Detail
- Schedule E Category Draft
- Receipt Index
- Missing-Document Checklist
- Review Flags
- Maintenance Evidence
- CPA / Preparer Notes
- Export Package
Property-level income and expense summary
Draft summary for 123 Maple St, Austin TX — Tax Year 2025. All figures are draft only. CPA/bookkeeper to verify and adjust before use.
Income — draft
| Category | Amount | Notes |
|---|---|---|
| Gross Rental Income | $21,600 | 11 months recorded × $1,800 — see flag: Feb 2025 missing |
| Vacancy / Loss | $0 | No vacancy recorded in source files |
| Total Income (draft) | $21,600 | Excludes Feb 2025 — CPA to confirm |
Expenses — draft
| Category | Amount | Notes |
|---|---|---|
| Mortgage Interest | $11,200 | Per Form 1098 — draft; CPA to verify |
| Property Tax | $3,850 | Per county records |
| Insurance | $1,440 | Annual premium — receipt on file |
| Repairs & Maintenance | $2,890 | See transaction detail — includes review flags |
| Property Management | $2,160 | 10% of gross rent per management agreement |
| HOA Fees | $600 | $50/month × 12 |
| Utilities (landlord-paid) | $480 | Water / trash — receipts on file |
| HVAC Replacement | $4,200 | ⚑ Repair vs improvement review — CPA to confirm final treatment |
| Total Expenses (draft) | $26,820 | Before depreciation — draft only, CPA to adjust |
Transaction detail preview
Selected rows from the full transaction detail. Full CSV included in export package.
| Date | Property | Type | Vendor / Payer | Description | Amount | Draft Category | Receipt | Review Flag |
|---|---|---|---|---|---|---|---|---|
| 2025-01-15 | 123 Maple St | Income | Williams, J. | Rent — Jan 2025 | +$1,800 | Rental Income | — | — |
| 2025-02-03 | 123 Maple St | Expense | City Plumbing LLC | Emergency plumbing repair | −$650 | Repairs & Maint. | ✓ Matched | — |
| 2025-04-12 | 123 Maple St | Expense | Home Depot | HVAC filter + supplies | −$89 | Repairs & Maint. | ✓ Matched | — |
| 2025-05-20 | 123 Maple St | Expense | City Plumbing LLC | Plumbing — possible dup | −$650 | Repairs & Maint. | ⚑ Missing | Possible duplicate |
| 2025-07-08 | 123 Maple St | Expense | Unknown vendor | Hardware store — unidentified | −$212 | Uncategorized | ⚑ Missing | Needs category review |
| 2025-09-01 | 123 Maple St | Expense | National HVAC Co. | HVAC system replacement | −$4,200 | Repair vs Impr. — review | ✓ Matched | CPA review required |
| 2025-12-15 | 123 Maple St | Income | Williams, J. | Rent — Dec 2025 | +$1,800 | Rental Income | — | — |
Receipt index preview
| Receipt File | Date | Vendor | Amount | Linked Transaction | Property | Status |
|---|---|---|---|---|---|---|
| receipt_001_plumbing.pdf | 2025-02-03 | City Plumbing LLC | $650 | 2025-02-03 | 123 Maple St | Matched |
| receipt_002_hvac_filter.jpg | 2025-04-12 | Home Depot | $89 | 2025-04-12 | 123 Maple St | Matched |
| receipt_003_hvac_replacement.pdf | 2025-09-01 | National HVAC Co. | $4,200 | 2025-09-01 | 123 Maple St | Matched |
| — | 2025-05-20 | City Plumbing LLC | $650 | 2025-05-20 | 123 Maple St | Receipt missing |
| — | 2025-07-08 | Unknown vendor | $212 | 2025-07-08 | 123 Maple St | Receipt missing |
Review flags preview
PropFlow flags items that need CPA or bookkeeper decision before preparation can proceed. All flags are marked as needing professional review — PropFlow does not resolve them.
| Flag Type | Description | Item | Action Needed |
|---|---|---|---|
| Missing rent check | No rent received for February 2025 | 123 Maple St — Feb 2025 | CPA/bookkeeper to note or client to confirm |
| Receipt missing | No receipt on file for this transaction | 2025-07-08 hardware store $212 | Receipt missing — CPA to note or client to provide |
| Possible duplicate | Same vendor, same amount, different date | City Plumbing $650 — Feb 3 vs May 20 | CPA/bookkeeper to confirm; remove if duplicate |
| Needs category review | Vendor and purpose unclear from bank description | 2025-07-08 hardware store $212 | CPA/bookkeeper to assign category |
| Repair vs improvement — review | Large capital item — treatment unclear from source | 2025-09-01 HVAC replacement $4,200 | CPA/bookkeeper to confirm final treatment |
Maintenance evidence preview
One maintenance item included in this sample packet.
| Item | Date | Vendor | Amount | Receipt | Linked Transaction | Review Note |
|---|---|---|---|---|---|---|
| HVAC system replacement | 2025-09-01 | National HVAC Co. | $4,200 | ✓ receipt_003_hvac_replacement.pdf | 2025-09-01 | CPA/bookkeeper to confirm final treatment (expensed repair vs. capitalized improvement) |
Export package structure
The final export ZIP contains all packet files organized for CPA or bookkeeper intake. Structure shown below is for this fictional sample.
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Related
This sample is fictional and for product demonstration only. No real client, property, transaction, or tax information is represented. PropFlow organizes rental records into a draft packet for CPA, bookkeeper, or tax preparer review. PropFlow does not provide tax, legal, accounting, or bookkeeping advice and does not file tax returns. Final tax treatment should be reviewed by a qualified professional.