What Is the Process to Get My Account Set Up?

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.

FAQs ❓

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 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.