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What to Audit (and When): A Mid-Year Guide for Property Managers

  • Writer: Lorelle Ursino
    Lorelle Ursino
  • Jul 1
  • 3 min read

When you’re deep in the day-to-day of running a real estate agency, it’s easy to keep pushing “internal audit” further down the list. But the middle of the year is the perfect moment to pause, assess, and tighten things up.

Don't let property management audits feel overwhelming. Tackling them now, before the year-end rush, can actually save you from significant issues later on.

We’ve pulled together a practical, real-world guide to what you should be reviewing mid-year, based on what we’ve seen inside agencies across the country.

1. Communications Audit: What’s Actually Getting Through?

If messages are bouncing or going unread, that’s not just an IT issue. It’s a client experience issue.

Here’s what to check:

  • Bounced or undelivered emails

  • Outdated SMS numbers

  • Communications not syncing between platforms

  • Automation rules that are firing at the wrong time (or not at all)

Tip: Pull a report from your trust accounting or CRM platform. Most will show communication delivery stats. Use this to spot where updates are needed.

2. Access Review: Who Has the Keys to Your Systems?

We see this constantly: too many staff have access to things they no longer need, or worse, shouldn’t have had in the first place.

Time for a quick login audit:

  • Who has access to your trust account software?

  • Who’s listed as a signatory with your bank?

  • Are your RBO (Rental Bond Office) authorities up to date?

This is about security, but also compliance. If someone’s name is on access they shouldn’t have, your agency wears the risk.

3. Staff Exit Checks: Don’t Let Access Linger

Did anyone leave the business in the last 6 months?

Mid-year is the perfect time to double-check:

  • Former employees have been removed from platforms

  • Keys, FOBs, email accounts, and remote access have been disabled

  • Their name has been removed from any trust account permissions or bank authorisations

It’s easy to miss one or two things during the chaos of a departure, but it only takes one missed access point to create a problem.

4. Trust Account Accuracy: Not Just an EOFY Task

A property management audit wouldn't be complete without a trust account health check.

Ask yourself:

  • Are reconciliations being done daily and monthly, without fail?

  • Do your reports match actual bank transactions?

  • Are all disbursements properly authorised and documented?

If your internal controls are shaky, now is the time to get back on track, before your auditor points it out for you.

5. Tools That Make It Easier

Let’s be honest: Spreadsheets alone won’t cut it.

Consider tools like:

  • Inspection and access logs inside your CRM 

  • Permissions reports from your trust accounting platform

  • Simple audit templates (we can share one if you need it)

  • Compliance dashboards in software like Kolmeo or Console Cloud

These tools are already in your system. You just need to make use of them.

Need a Hand? Let’s Do a Mid-Year Internal Review Together.

We’ve helped dozens of agencies run their own mid-year check-ups and catch things before they snowball.

If you’d like expert eyes on your current setup, logins, or trust compliance processes, contact us now for a quick internal review session.

It’s low-pressure, totally tailored, and focused on making sure you’re on the front foot before the second half of the year kicks off.


 
 
 

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