How to fill it in
Start with the bookings table. Enter each stay that checked out in the period, with its accommodation revenue and the platform fee as a negative number. Net revenue is accommodation revenue minus the platform fee. The cleaning fee each guest paid is shown in its own column because it passes straight to the cleaner; it is not owner income and is not deducted again. Decide once whether a stay belongs to the month it was booked, the month it started, or the month it ended — checkout month is the most common — and apply that rule every time.
The management fee base is stated at the top of the statement because it is the line most likely to be disputed. This example charges the fee on net revenue, after platform commission; if your agreement charges it on gross, say so and change the calculation. Other expenses go in the deductions table one line each, with a note that the receipt is attached.
Why bookings are listed one by one
A single "rental income: 3,640" line forces the owner to trust a number they cannot check. Listing each stay, with its channel and dates, lets them reconcile the statement against the calendar in their owner portal or the booking notifications they receive. In our experience that line-level detail, more than the design, is what makes a statement feel trustworthy — we go into it in what owners actually want from a monthly statement.
The occupancy line at the bottom answers the question owners ask most often after "how much": was the property busy, and is that normal for this time of year.
From template to automatic statements
A template is a good place to start and a poor place to stay. Every booking is typed twice — once into the calendar and once into the statement — and a fee rule that lives in a spreadsheet formula is easy to break. For a quick one-off calculation, the owner statement generator does the arithmetic for you.
In The Property Tool, stays and expenses are recorded once and owner statements are produced from them, with each owner’s fee rule applied automatically and co-owned properties divided by their owner splits.
Common questions
What is a vacation rental owner statement?
It is the periodic report a vacation rental manager sends a property owner, showing the bookings in the period, the fees and expenses deducted, and the amount paid to the owner. Most managers send one monthly.
Should the management fee be calculated before or after platform fees?
Either is common. Charging on net revenue, after Airbnb or Booking.com commission, is generally seen as fairer to the owner; charging on gross is simpler. The management agreement decides, and the statement should state the base explicitly.
Does the cleaning fee count as owner income?
Usually it is passed straight through to pay for the cleaning, so it appears both as collected and as a deduction and nets to zero for the owner. Some managers keep the cleaning fee as part of their compensation instead — either works if the agreement says so.
How often should owners receive a statement?
Monthly is standard for vacation rentals, typically within the first week or two of the following month, together with the payout.
Done by hand once. Done automatically from now on.
Statements built from your bookings and expenses automatically, with each owner’s fee rule applied.