A useful first page.

Give every property claim a source.

Start a table with six columns: question, source, date checked, what the source says, what is still unknown, and next action. Keep the record’s exact identifier so someone else can find it again.

1. Record the property address and identifiers exactly as they appear in each source.
2. Keep source observations separate from your interpretation. Label an interpretation “unverified.”
3. When sources disagree, retain both values and dates. Write a question instead of choosing the version you prefer.
4. Use “Unknown,” “Requested,” “Received” and “Reviewed” to show progress. “Reviewed” means you checked the material; it does not certify title or permit status.
5. Prepare written questions for the appropriate attorney, surveyor, municipality or other local professional.

For Puerto Rico, official starting points include the Property Registry, CRIM and Planning Board maps. A map or portal entry does not replace a survey, title review or permit determination.

The Property Research Kit provides an editable structure and a worked example for this process.

A guest balance is different from cash.

Fictional example, in one currency: a reservation has $500 of charges and a $50 refund adjustment. The guest has paid $500, the $50 refund has actually been paid back, and processor fees are $15.

If that refund has only been approved and has not been paid, the guest balance is −$50: you still owe the guest. Keep the refund payable visible. Processor fees reduce your cash; they do not increase what the guest owes.

A pending transfer is also separate. Record its amount and status, but count it as received only after it settles. If it fails, preserve the history and mark the failure.

The Rental Operations Toolkit includes a reconciliation sheet and examples, along with turnover, issue, vendor and weekly-review records.