Essentials

Getting Started with Topkey

Welcome to Topkey! This guide walks you through setup, from creating your account to using the platform's core features.

What is Topkey?

Topkey is a comprehensive financial automation platform designed specifically for short-term and vacation rental property managers. We help you:

  • Eliminate manual reconciliation with automatic transaction categorization
  • Streamline vendor payments with integrated bill pay and approval workflows
  • Automate owner reporting with scheduled statements and payments
  • Centralize financial operations with FDIC-insured banking and connect your existing corporate cards
  • Sync with your existing tools through integrations with your accounting and major PMS systems

Step 1: Account Registration & Banking Application

Thread Bank Banking Partnership

Topkey partners with Thread Bank to provide FDIC-insured banking services. This step is required to access the platform's core features.

Required Information

Business Information:

  • Legal business name and DBA (if applicable)
  • Business type (LLC, Corporation, Partnership, etc.)
  • Federal Tax ID Number (EIN)
  • Business address and phone number
  • Business registration state
  • Industry classification (Short-term rental management)

Personal Information (for business owners/authorized signers):

  • Full legal name and date of birth
  • Social Security Number
  • Home address
  • Phone number and email
  • Government-issued ID

Business Documentation (may be required):

  • Articles of Incorporation or LLC Operating Agreement
  • Business license (if applicable)
  • Beneficial ownership information (for entities with 25%+ ownership)

Application Review Process

  1. Submission: Complete and submit your application
  2. Review Period: Review typically completed within 24 - 48 hours
  3. Status Updates: You'll receive email notifications about your application status
  4. Additional Information: If needed, you may be asked to provide additional documentation

Pending Approval Status

While your application is under review:

  • You'll see a "Your application is in review at Topkey" page when logging in
  • Most applications are approved within two business days

Step 2: Dashboard Overview

Welcome to Your Dashboard

Once approved and set up with your login, you'll access the main Topkey dashboard with these key sections:

Left Column Module Navigation

  • Accounts: Manage connected bank accounts and deposit accounts. Link external accounts via Plaid, deposit checks, review ACH transfers, and more.
  • Bill Pay: Create, manage, and pay vendor bills.
  • Cards: Connect to your existing card program. Assign cards by property and monitor transactions in real time to control property-related expenses.
  • Owners: Track owner balances, payments, and statements.
  • Properties: Centralize financial activity by property. Assign accounting attributes for seamless tracking and reconciliation.
  • Approvals: Add customizable approval workflows for bills, expenses, and transfers.
  • Accounting: Sync with your accounting ERP. Map categories, push bills and transactions, and reconcile payments.
  • Need Help? Reach support via live chat or email at support@topkey.io — available weekdays 8am–5pm EST.

Quick Actions Available

From the home dashboard you can switch between accounts, view recent transactions, manage pending approvals, and navigate key features via the sidebar.

Topkey includes a powerful Command Palette that lets you quickly search and navigate to any page, bill, vendor, or other record — right from your keyboard.

To open it:

  • Windows: Press Ctrl + K
  • Mac: Press ⌘ Command + K

Step 3: Essential Initial Setup

1. Connect Your External Bank Accounts

Connect existing business bank accounts to enable automatic transaction import, categorization, and ACH payments.

  1. Navigate to Accounts > Connections
  2. Click "Connect with Plaid"
  3. Select your bank and enter credentials
  4. Choose which accounts to connect
  5. Complete verification (may require microdeposit confirmation)

2. Connect Your Cards

  1. Navigate to Cards > External Cards
  2. Click "Add Card"
  3. Enter your card credentials
  4. Assign to team members or properties

3. Connect your PMS

  1. Navigate to Settings > Connections > Integrations
  2. Click "Connect" next to your PMS
  3. Enter your PMS credentials
  4. Set up any property-specific settings

4. Configure Team Access

  1. Navigate to Settings > Company > Manage Users
  2. Click "Invite a User"
  3. Enter email address and phone number
  4. Select appropriate role:
    • Admin: Full access
    • Manager: Management-level access
    • Employee: Standard user access
    • Bookkeeper: Accounting-focused access
    • Accounts Payable: Bill payment focused
    • Operator: Operations-focused permissions

Step 4: Core Feature Overview

Financial Operations

  • Bill Pay with approval workflows
  • Transfers between accounts
  • Check deposits

Transaction Management

  • AI-powered automatic categorization
  • Receipt matching
  • Property assignment

Reporting & Analytics

  • Real-time dashboards
  • Automated owner statements

Integrations

  • Accounting ERP sync (QuickBooks, NetSuite)
  • PMS integration
  • Amazon Business, Breezeway, and more

Getting Help

Support

  • Support Email: support@topkey.io
  • Help Chat: Click "Need Help?" anywhere in the platform
  • Response Time: Most inquiries receive responses within 4 business hours
Previous
Introduction
Next
Banking Account Setup Guide