The records behind
a like-kind exchange,
kept in order.
A 1031 exchange defers tax only when every condition is met and every figure is documented correctly. The recordkeeping side of that process has its own demands — and that's exactly what this service handles.
Your exchange, tracked with precision from relinquishment through replacement.
A like-kind exchange involves deadlines that don't move, calculations that need to be exact, and a paper trail that may be reviewed years after the transaction closes. The tax-deferred treatment you're pursuing depends on all of it being maintained correctly.
1031 Exchange Tracking provides the recordkeeping layer that sits alongside your qualified intermediary and your tax advisor — capturing identification timelines, tracking replacement property costs, calculating boot, and maintaining exchange-related schedules throughout the process.
When the exchange concludes, you have a complete, organized record that supports the tax-deferred treatment and stands up to any subsequent review.
Identification timeline monitoring
The 45-day identification window and 180-day replacement window tracked against the relinquished property closing date.
Replacement property cost tracking
All costs associated with the replacement property recorded and reconciled against the exchange proceeds received from the intermediary.
Boot calculation
Any cash or non-like-kind property received in the exchange identified and calculated — with the tax implications clearly noted in the record.
Exchange-related schedules
Documentation prepared to support the tax-deferred treatment — organized for your CPA's use when filing.
An exchange has more moving pieces than most investors anticipate.
The qualified intermediary holds the funds and manages the legal structure of the exchange. Your tax advisor handles the return. But the financial recordkeeping — tracking what was sold, what was bought, how costs were allocated, and what boot was triggered — often falls into a gap between the two.
Timelines managed informally
The 45-day identification deadline and the 180-day replacement deadline are firm. When they're being tracked through calendar reminders and email threads rather than structured records, the margin for error is higher than it needs to be — and the documentation of compliance is thin.
Boot identified late — or not at all
Boot — cash received, debt relief, or non-like-kind property — is taxable in the year of the exchange. When it's identified only at year end by the CPA, the investor sometimes faces an unexpected tax liability they hadn't planned for. Early identification allows for better planning.
Replacement property basis not tracked from day one
The adjusted basis of a replacement property in a 1031 exchange starts at the relinquished property's carryover basis — not the purchase price. If the replacement property's depreciation schedule is set up as if it were a standard acquisition, the records will be incorrect from the first month of ownership.
Dedicated recordkeeping that covers the exchange from start to finish.
1031 Exchange Tracking is designed specifically for this type of transaction. It's not a general accounting service adapted to fit an exchange — it's built around the particular documentation requirements that a like-kind exchange creates.
Active tracking through both deadlines
From the day the relinquished property closes, the exchange clock is running. We track both the 45-day identification window and the 180-day replacement window against the actual closing date — with the documentation to show compliance at either deadline.
As the replacement property is identified and acquired, costs are captured and reconciled against the proceeds held by the intermediary. Any boot — whether from excess cash, debt relief, or a non-qualifying asset — is identified as it arises, not after year end.
Clean records for the replacement property's entire life
Once the replacement property is acquired, its carryover basis is calculated correctly and the depreciation schedule is established accordingly. The records produced during the exchange flow directly into the property's ongoing financial file.
A complete exchange summary — covering both the relinquished and replacement properties, the intermediary's role, and how the deferred gain was calculated — is prepared and organized for your CPA's use when filing.
How the recordkeeping process unfolds alongside your exchange.
Relinquished property closes
You share closing documents from the sale. We establish the exchange record — relinquished property basis, proceeds into the intermediary, and both deadline dates documented.
Identification period tracked
The 45-day window is documented. Properties identified are recorded. We coordinate with the qualified intermediary as needed to confirm figures and confirm compliance with identification rules.
Replacement property acquired
Closing documents for the replacement property are reviewed. Costs are recorded, boot is calculated if applicable, and the carryover basis is established. Depreciation schedule set up correctly from day one.
Exchange summary delivered
A complete summary package — all exchange figures, schedules, and supporting records — delivered and organized for your CPA's review and filing use.
One fee for the full exchange recordkeeping scope.
$1,800 USD / exchange
This covers the complete recordkeeping scope for one like-kind exchange — from the relinquished property closing through delivery of the final exchange summary. Billed per exchange event, regardless of how many replacement properties are involved (within standard exchange structures).
Identification timeline documentation
180-day replacement window tracking
Replacement property cost reconciliation
Boot calculation and documentation
Carryover basis calculation
Depreciation schedule setup for replacement asset
Intermediary coordination
Complete exchange summary package for CPA
For investors who also use Portfolio Accounting with Accuvane, the replacement property integrates directly into the existing monthly reporting structure after the exchange closes — no separate onboarding required.
Why the recordkeeping side of a 1031 exchange deserves its own attention.
The deferred gain follows the asset
When a replacement property is eventually sold outside of a subsequent exchange, the deferred gain from the original transaction becomes taxable. That calculation depends on the carryover basis record being accurate from the moment the replacement property was acquired — sometimes years or decades earlier.
Boot creates a current-year tax event
Boot received in an exchange — whether from cash, net debt relief, or a non-qualifying asset — is taxable in the year of the exchange, not deferred. Knowing the boot figure accurately before year end allows for planning. Discovering it in March, when the return is being prepared, removes that option.
Documentation that survives time
A 1031 exchange completed today may be reviewed in connection with a transaction ten or fifteen years from now. The exchange summary produced through this service is organized to answer questions that arise well after the event — not just useful in the months immediately following close.
DAY 0
Relinquished property closes
Exchange clock begins. Both the 45-day and 180-day windows open from this date.
DAY 45
Identification deadline
Replacement property must be formally identified in writing. No extensions. Records must show compliance by this date.
DAY 180
Replacement deadline
Replacement property must close. Exchange concludes. Final records assembled and summary prepared.
Records built to support the exchange — and to hold up long after it closes.
The exchange summary we produce is intended to be a permanent record — not a document that answers questions now but becomes difficult to interpret in five years. Every figure is labeled, every calculation is shown, and every source document is referenced so that future readers can follow the logic without needing to contact us.
If your CPA or attorney has questions about any element of the exchange documentation after delivery, we address them directly. The exchange records belong in your file and should be fully legible to any qualified professional who reviews them.
If you're early in the planning phase and want to talk through how the recordkeeping side of a 1031 exchange works before committing to one, that conversation is welcome — no obligation attached.
Engaging 1031 Exchange Tracking is straightforward.
The earlier in the exchange process you engage, the more useful the service becomes — but we can also work with exchanges already in progress. Whenever you are in the timeline, the process starts the same way.
Contact us with exchange details
Share a brief overview of the exchange — the relinquished property, where you are in the timeline, and whether a replacement property has already been identified or acquired.
Initial conversation
We'll talk through the structure of the exchange, the intermediary involved, and what documentation is already in place. Usually brief — most exchanges follow a standard structure.
Documents forwarded
Closing documents for the relinquished property and any intermediary correspondence are forwarded to us. We establish the exchange record and begin timeline tracking immediately.
Exchange summary at close
After the replacement property closes, the complete exchange summary is assembled and delivered. Your CPA receives an organized file. The replacement property's records are clean from day one.
Planning a 1031 exchange — or already in the middle of one?
Tell us where you are in the process. We'll talk through the exchange structure and how 1031 Exchange Tracking can keep the recordkeeping side organized from here through the final summary.
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