How to use the Owner Statement Feature?

Before using the Owner Statement, you should read the following articles:

1. Financial Reporting: Adding custom formulas
2. User Management: User creation

Create an Owner Statement

To create an Owner Statement please follow the next steps:

1. Go to your Hostaway Dashboard > Owner Statements
2. Click on "New" > Enter a title
3. Once created, you can select and come back to a created Statement by clicking on the dropdown menu

Notes

• If you create a new statement with the same name as an existing one, it will replace the old one
• To quickly create a new statement based on an existing one follow the next steps:
  1. Open an existing statement for an owner/listing (ie "Owner X, March 2024")
  2. Just change the dates
  3. Click on "Save" and give it a different name (ie "Owner X, April 2024")
• The Owner Statement keeps the exact numbers they had at the moment of saving, even if reservations had some editions or if used formulas were modified. That is why you can use the Refresh button that will update the numbers
• The date filters support up to one year
• Changing the filters or assigning owners to the statement will automatically refresh the filters. We strongly recommend setting filters and users first to avoid missing data

Rental activity and Expenses & Extras

Summary

First, you can see a summary depending on the dates and other information you have selected in the filter section.

Below, you will see  5 icons with 5 values. These are the results of formulas that you have previously created. You can select up to five formulas to show. To change them, click on Edit:

Rental Activity

Here, you can see a summary of the reservations you received, depending on your selected filters. These reservations will appear on the Downloaded PDF.

You can add as many columns as you wish by clicking on the gear icon on the right hand. The downloaded PDF can support 12-13 columns (in landscape). It will adapt size depending on the selected amount of columns.

Notes

• "Guest name" is not a mandatory column
• When using the "calendar" event, "Nights" are not the number of nights in the reservation. They are the number of nights that have passed, based on your filters, i.e. a guest checks in on the 1st of September and checks out on the 9th of September. In this case, if you are filtering from the 1st of September to the 1st of September, it will show 1 night. Because only 1 night can be considered in this date range.

Expenses & Extras

Here, you can add expenses and extras that will appear on the downloaded PDF. To add expenses, click on the add button. Then you can enter all the information. Expenses and extras created from an owner statement won't be registered until the owner statement is saved, so make sure you do that before refreshing the data.
Note that the Amount can be positive or negative. Also please be aware that the column "Categories" will not appear in the PDF.

Expenses and extras are fetched based on 2 conditions:

1. Listing + date match the filters
   Or
2. Owner + date match the filters (and owner assignation)

Grand Total

• In Grand Total, you can select the Formulas you wish to show in the Downloaded PDF
• The system will then add all the formula totals together, with the expenses and extras

Assign Owners

You will be able to assign this statement to a User. The statement will be accessible by assigned users with view permissions for Owner statements. To learn more about how to create a new user read this article.

We strongly recommend assigning the owner statement at first, because changing the owner assignation will refresh the data trying to find new matches for the expenses and extras section. 

Notes

• Users with an Admin access level have access to all Owner Statements

• Users without Admin level access, but who have 'Create' owner statement permissions can create a statement but once saved they cannot see it until a user with Admin level access assigns it to that user

Download

Hostaway Owner Statements allows you to download these reports in the following formats: pdf, xlsx, and just the attachments in a zip file.

Owner Statement (pdf)

You can download the PDF and send it via email. To download the report, you should click on the Download button. You will get a PDF with all the information you have previously selected. When downloading, please switch to landscape + A4 (this is a one-time setting, the browser will remember the configuration for future downloads).

When you click on the Owner Statement (pdf) option the expected behavior of the print function is:

• If 10 or more columns are selected then it will display 11pxfor font size and apply zoom 85%
• If 13 or more columns are selected then it will apply line-breaking for column names
• By default, it uses 12px font size

Excel file (xlsx)

You can also download Owner Statements as an Excel file!

This option allows you to easily make adjustments and customize or tweak the owner statements. The default format (xlsx) is also perfectly compatible with Google Sheets and other spreadsheet applications.

This option is available in the Create & Edit and Manage Statements sections for each saved statement.

It will download the most recently saved data in a format very similar to our PDF version, allowing for easy customization and the ability to save as a PDF if desired.

Attachments

Finally, you can download a zip file with the Owner Statement attachments.

Manage Owner Statements

This tab allows you to filter, delete, archive, and assign owner statements.

• Filtering allows you to search statements and highlights by the owner and see the total sum for that owner
• Archiving and deleting actions are available. Deleting removes the statement forever, and archiving “hides” it from filters but it can be recovered
• Some other already existing options such as assigning statements to users (owners) are available for each of the statements displayed. Please note that user permissions are also considered here to limit filters and actions