Owners And Properties
Importing Owners
Topkey gives you four ways to add property owners to your account: syncing from your property management system (PMS), importing from a connected accounting ERP such as QuickBooks Online, bulk-uploading from a CSV file, or entering owners one at a time. Choose the method that matches where your owner records currently live.
Method 1: Sync from Your PMS
If your PMS is the system of record for owner information, syncing is the most efficient way to keep Topkey up to date. Four PMS integrations support owner imports: Track, Guesty, OwnerRez, and Streamline.
The data brought in varies by PMS:
| PMS | Data Imported | Notes |
|---|---|---|
| Track | Name, ACH routing number, ACH account number, owner → property relationships | Only PMS that imports ACH details; runs on an automatic schedule. Routing and account numbers are imported only if not masked in Track. |
| Guesty | Name only | — |
| OwnerRez | Name and email | Soft merge — will not overwrite data already saved in Topkey. |
| Streamline | Name, beneficiary name, and email | Soft merge — will not overwrite data already saved in Topkey. |
No PMS imports phone numbers or physical addresses via API. You will need to add those fields manually or via CSV after the sync.
Track is the only PMS integration that runs on an automatic schedule and brings ACH banking details. If you use Track and your routing and account numbers are visible (not masked) in Track, they will be imported to Topkey automatically.
Sync behavior on subsequent syncs
Each time a sync runs, Topkey compares incoming PMS data against existing owner records. Name, contact information, and owner → property mappings are updated based on the rules for your PMS.
Whether PMS values overwrite edits you have made manually in Topkey is controlled by the Source of truth for vendors and owners setting in your integration configuration. When this setting is enabled, the PMS is treated as authoritative and will overwrite manual edits. When it is disabled, your manual edits in Topkey are preserved.
If you have manually updated banking details or contact information for an owner in Topkey and your PMS sync is set as the source of truth, those manual edits may be overwritten on the next sync. Review your Source of truth for vendors and owners setting before making manual changes to synced records.
Method 2: Import from a Connected Accounting ERP
If your company manages owner records inside an accounting system such as QuickBooks Online rather than your PMS, you can import those records into Topkey through the ERP integration. Records that are synced as Customers in QuickBooks Online can appear in your Topkey Owners list once the integration is active.
This is the recommended approach when your accounting system — not your PMS — is the source of truth for owner and customer records.
Contact Support to confirm your ERP integration is configured to sync customer records to the Owners list.
Method 3: Import from a CSV File
CSV import is the fastest way to add a large number of owners at once, and is especially useful when migrating from another tool or doing a one-time backfill.
Using the Topkey CSV template
- Navigate to Owners in the left sidebar, then open the import page.
- Click Download CSV template to download a pre-formatted spreadsheet with all supported column headers.
- Fill in your owner data. Each row represents one owner. The owner name is required; all other columns are optional.
- Save the file as a CSV.
- On the Import Owners page, click Choose File, select your completed CSV, then click Import.
- Topkey runs a preview (dry run) of your file and shows how many records will be created and how many will be updated.
- Review the summary. If any rows contain validation errors, they are flagged at this stage so you can correct them before proceeding.
- Click Confirm Import to complete the import, or Cancel to discard it.
Owners are matched by name. If an owner name in your CSV already exists in Topkey, that record will be updated. If the name is not found, a new owner record will be created.
Using your own spreadsheet (column mapping)
If you have an existing spreadsheet that does not match the Topkey template headers, you can still upload it. After you upload your file, Topkey's automatic column-mapping tool compares your spreadsheet's column headers to the required Topkey fields and suggests matches for each one. Review the suggested mappings, correct any that are incorrect, then confirm to proceed to the preview step.
For the smoothest import, use the Topkey CSV template whenever possible. Column mapping is available as a convenience when your source data uses different header names.
Supported CSV columns
The following fields are supported in the CSV import:
- Owner Name (required)
- Phone Number
- External ID
- Beneficiary Name
- Routing Number
- Account Number
- Street Address, Street Address Second, City, State, Zip
Method 4: Add an Owner Manually
Use manual entry for one-off additions when an owner is not tracked in your PMS or accounting system.
- Navigate to Owners in the left sidebar.
- Click New Owner in the top right corner.
- In the Add Property Owner form, enter the owner's details:
- Name (required)
- Phone Number (optional)
- Address Information — Street address, city, state, and zip (optional)
- Banking Info — Account type, beneficiary name, routing number, and account number (optional)
- Wire Information — Separate beneficiary name, account type, routing number, and account number for wire transfers (optional)
- 1099 Reporting — Tax ID (SSN or EIN), tax classification, and W-9 upload (optional)
- Click Save Owner.
The owner appears immediately in your owners list and can be linked to properties, included in owner statements, and set up for payouts.
Choosing the Right Method
| Situation | Recommended Method |
|---|---|
| Your PMS (Track, Guesty, OwnerRez, or Streamline) is the system of record for owners | PMS sync |
| Your accounting system (e.g., QuickBooks Online) is the system of record | ERP import |
| You are migrating from another tool or doing a large one-time backfill | CSV import |
| You need to add one owner not tracked in your PMS or ERP | Manual entry |
What Happens After an Owner Is Added
Once an owner is in Topkey — regardless of how they were added — you can:
- Link them to one or more properties
- Generate owner statements
- Process owner payouts
- Store banking details for ACH transfers
Frequently Asked Questions
Which PMS integrations can import owner ACH banking details? Only Track imports ACH routing and account numbers, and only when those values are not masked in Track. No other PMS integration brings banking details — for all other PMS connections, you will need to add banking information manually or via CSV.
Will a PMS sync overwrite changes I made manually in Topkey? This depends on your Source of truth for vendors and owners setting. When this setting designates the PMS as the source of truth, incoming PMS data will overwrite manual edits in Topkey. When it does not, your manual edits are preserved. Check this setting in your integration configuration before editing synced owner records directly in Topkey.
What if my CSV has column names that don't match the Topkey template? You can still upload your file. Topkey's automatic column-mapping tool will attempt to match your column headers to the required fields. Review and confirm the suggested mappings before proceeding to the import preview.
Questions? Contact Support.