How to fill it in
List every unit, even ones that paid in full, so the owner sees the whole portfolio at a glance rather than only the exceptions. Rent due and rent collected sit side by side so an arrears balance is visible without being hidden in a total; use the notes line to explain what is being done about it.
The management fee here is charged on rent collected, not rent due, which is the more common and owner-friendly arrangement. Expenses are listed with a date and property, and the invoice should go out with the statement — a repair line without an invoice is the one owners query most.
The reserve balance
Many managers hold back a fixed amount of each owner’s money to pay for urgent repairs without waiting for approval. Showing the opening and closing reserve on every statement makes it clear that this money still belongs to the owner and has not quietly been spent. In jurisdictions with client-money or trust accounting rules, that record is also part of what you are required to keep — see trust accounting for property managers, explained simply.
Stop retyping it every month
The rent table repeats what is already in your rent ledger, and the expense table repeats your bills. Copying both into a template each month works until the portfolio grows, and it is exactly where a transposed number turns into an awkward conversation.
The Property Tool keeps tenants, leases, and payments in one place with tenant management and produces owner statements from those records, so the statement is a view of your data rather than another copy of it. If you are comparing fees as well, the property management fee calculator adds up every charge as an effective rate.
Common questions
What is a property management owner statement?
A monthly report from a property manager to a landlord showing rent collected, fees and expenses deducted, any reserve held, and the net amount distributed to the owner.
Should unpaid rent appear on the owner statement?
Yes. Show rent due and rent collected for each unit, so arrears are visible, and add a note on what is being done to recover them. Hiding a shortfall in a total only delays the question.
What is an owner reserve?
An amount of the owner’s money the manager holds to pay for repairs without asking for approval each time. It should appear on every statement as an opening and closing balance.
Do I need to attach receipts?
It is good practice to attach an invoice or receipt for every expense line, and in some jurisdictions you are required to keep them for client-money records.
Done by hand once. Done automatically from now on.
Produce every owner’s monthly statement from the rent and expenses you already record.