What Is the Process to Get My Account Set Up?
Getting your account set up correctly from the beginning is one of the most important steps in a smooth, low-stress ownership experience.
Audience: new MoveZen property owners who want a clear, step-by-step explanation of how onboarding works, what happens behind the scenes, and when their account is fully active.
MoveZen's onboarding process is designed to ensure legal compliance, accurate accounting, and a clean operational handoff before leasing or ongoing management begins.
Here's what that process looks like from start to finish.
Frequently Asked Questions
How long does account setup usually take? Typically a few business days once all required information is submitted.
Can my property be marketed before setup is complete? Some steps can begin, but accounting and leasing cannot fully activate until setup is finished.
Will I know if something is missing? Yes—MoveZen will notify you if additional information is needed.
Is this different if I already have a tenant in place? Yes—tenant-in-place onboarding includes additional accounting steps.
Step-by-Step: How Your Account Gets Set Up
Step 1: Management Agreement Is Signed
The process starts once:
- Your management agreement is executed
- Ownership details are confirmed
- The property is formally onboarded
This authorizes MoveZen to manage the property and handle trust funds.
Step 2: Owner Profile Is Created
MoveZen sets up your owner profile using:
- Legal owner name
- Contact details
- Ownership structure (individual, LLC, etc.)
- Authorized decision-makers
This profile is used for statements, communication, and compliance.
Step 3: Accounting Information Is Collected
Accounting requires specific documents to activate your ledger:
- W-9 (individual or LLC)
- Banking information for owner disbursements
- Proof of ownership
- HOA or utility bill-pay authorization (if applicable)
- Reserve fund preferences
Without these items, funds cannot be disbursed.
Step 4: Trust Ledger Is Created
Once documentation is verified:
- A trust ledger is created for your property
- Security deposit handling is configured
- Tenant ledger is created (if tenant already exists)
- Trust compliance checks are performed
This step ensures NC trust accounting rules are followed from day one.
Step 5: Owner Portal Access Is Activated
You'll receive access to your MoveZen Owner Portal, where you can:
- View statements
- Track rent and expenses
- See work orders
- Upload documents
- Send messages
- Review reports
Portal access gives you real-time visibility into your property.
Step 6: Property Setup & Compliance Checks
Before leasing or full management begins, MoveZen verifies:
- Smoke/CO detector compliance
- Fire safety requirements
- HOA rules (if applicable)
- Utility responsibilities
- Maintenance readiness
This reduces liability and ensures the property is lease-ready.
Step 7: Leasing or Ongoing Management Begins
Once setup is complete:
- Leasing can begin (if vacant)
- Rent collection is activated
- Maintenance workflows are live
- Monthly statements and disbursements begin
Your property is now fully operational.
Special Case: Tenant Already in Place
If your property has a tenant at onboarding, MoveZen must also:
- Transfer the security deposit
- Recreate the tenant ledger
- Verify lease terms
- Confirm balances owed
- Align rent collection timing
This adds a few steps but ensures accounting accuracy.
Common Reasons Setup Gets Delayed
Most delays happen due to:
- Missing W-9
- Incorrect banking info
- Unclear ownership documentation
- HOA billing uncertainty
- Deposit transfer delays
- Ownership changes not disclosed
Submitting everything upfront keeps things moving smoothly.
How You'll Know Setup Is Complete
You'll know your account is fully set up when:
- You can log into the Owner Portal
- Your property ledger shows activity
- You receive confirmation from MoveZen
- Leasing or management actions begin
- Statements and disbursements are scheduled
At that point, everything is live.