Key takeaways
- Never commingle personal and rental funds — separate accounts per entity at minimum.
- Repairs are deductible now; improvements must be capitalized and depreciated.
- Security deposits are liabilities, not income, until applied.
- Keep records supporting basis for the entire holding period plus at least three years.
Separate everything
Open a dedicated operating account per entity, and a separate account for security deposits if your state requires segregation. Commingling undermines the liability protection of an LLC and makes reconstructing books at tax time genuinely painful.
Use property management or bookkeeping software from the first property. Reconstructing three years of transactions from bank statements before a tax filing or a lender request is a recurring and avoidable ordeal.
Repairs versus improvements
A repair keeps property in ordinary operating condition and is deductible in the year incurred. An improvement betters, restores, or adapts the property to a new use, and must be capitalized and depreciated — typically over 27.5 years for residential rental property.
The tangible property regulations provide safe harbors, including a de minimis election for items below a per-invoice threshold and a small taxpayer safe harbor for buildings under a certain basis. These are elections you must make on a timely filed return. See depreciation.
Deposits, prepaid rent, and what to retain
A security deposit you may be required to return is a liability, not income. It becomes income when applied to unpaid rent or damages. Prepaid rent, by contrast, is generally taxable in the year received under the cash method, even if it covers a later period.
Retain closing statements, invoices for capital improvements, depreciation schedules, leases, and deposit records. Basis records matter for the entire holding period — you will need them when you sell or complete a 1031 exchange, potentially decades later.
Frequently asked questions
Do I need an LLC for each property?
It depends on portfolio size, equity, lender requirements, and state filing costs. Many investors group by risk profile rather than one entity per door. Discuss with an attorney and CPA.
What is depreciation recapture?
When you sell, depreciation previously taken is recaptured and taxed at up to 25% under Section 1250. It applies whether or not you actually claimed the depreciation, which is why claiming it is not optional in practice.
Cash or accrual accounting?
Most individual landlords use cash basis, which is simpler and generally permitted. Larger entities may be required to use accrual.
Sources & further reading
- IRS Publication 527, Residential Rental Property
- Treasury Regulations §1.263(a)-1 through -3, tangible property rules
- IRS Publication 946, How to Depreciate Property
Figures and rules change. Verify current requirements with the issuing agency or a licensed professional before acting.