How the statement is calculated
Gross income is the sum of every income line for the period: nightly booking revenue, monthly rent, and any other money collected on the owner’s behalf, such as a pet fee. The management fee is your percentage applied to that gross income — the most common arrangement in both long-term and vacation rental management. Expenses are added up separately, and the owner payout is gross income minus the management fee minus expenses.
If you charge your fee on something other than gross rent, for example on rent net of platform commission, enter the income lines net of that commission and the fee will follow. If the period ends in a negative balance because a large repair landed in a quiet month, the statement shows the shortfall rather than hiding it, which is exactly what an owner should see.
A worked example
Say a two-bedroom vacation rental took three bookings in June worth 1,450, 980, and 1,210, for gross income of 3,640. At a 20% management fee, the fee is 728. Cleaning for the three turnovers came to 255 and a replacement coffee machine cost 89, so expenses total 344. The owner payout is 3,640 − 728 − 344 = 2,568.
Laid out line by line, an owner can check every one of those figures against what they know about their property. That traceability, more than the design of the PDF, is what stops the monthly "can you explain this number" email — the pattern we cover in more depth in what owners actually want from a monthly statement.
Where a generator stops being enough
A one-off statement is easy. Twelve owners a month, each with their own fee agreement, a co-owned property split 60/40, and expenses that need receipts attached, is where copying numbers into a form every month turns into a part-time job and the place most errors creep in.
At that point the statement should be produced from the records you already keep, not retyped from them. That is what owner statements in The Property Tool do: bookings and expenses are logged once, fees follow a rule per owner, and each owner sees their statement in their own owner portal without anyone sending a PDF.
Common questions
What should an owner statement include?
At minimum: the property and the period covered, each income line, the management fee and how it was calculated, each expense with a short description, and the net amount paid to the owner. Many managers also show the opening and closing balance of any reserve they hold for repairs.
Is the management fee charged on gross or net rent?
Most agreements charge it on gross rent collected, but some charge on rent net of platform commission or cleaning fees. Whatever your agreement says, the statement should state the base so the owner can reproduce the number. For typical rates, see how property management fee structures work.
Is my data saved or uploaded?
No. The generator runs entirely in your browser and nothing is sent to a server. Closing the tab clears it, so download the CSV if you want to keep the figures.
How do I save the statement as a PDF?
Use the print button and choose "Save as PDF" as the printer. Only the statement itself is printed — the form and the rest of the page are left out.
Can I use this for long-term rentals as well as vacation rentals?
Yes. Enter each month’s rent as an income line instead of individual bookings. The calculation is the same; only the number of lines changes.
Done by hand once. Done automatically from now on.
Generate every owner’s statement from your bookings and expenses automatically, every period.