What Are Owner Statements?
- Owner statements provide a comprehensive financial summary of your property's performance over a specific period
- They detail all income, expenses, and distributions, giving you clear visibility into your property's financial health
- In the owner statements section in Hostaway, you will find two tabs, one containing the manually created statements and the other containing the automations to quickly generate statements
Manage Owner Statements
You can select statements assigned to you in the drop-down menu in view mode by clicking the statement name.
You can also use the 'Statements' tab to filter, archive, and view all the statements assigned to you. Archiving “hides” it from filters, but it can be recovered:
Filtering helps to search statements and highlights by the owner and see the total sum for that owner. Some other already existing options, such as assigning statements to users (owners), are available for each statement displayed. Please note that user permissions are also considered here to limit filters and actions.
Key Components of an Owner Statement
1. Metrics
- Displays important financial summaries at the top of the statement
- Shows key figures like Grand Total, Expenses, and formulas in easy-to-read boxes
- Provides an immediate overview of your property's performance
2. Rental Activity
- Details all rental income collected during the reporting period
- Can be displayed "Per Reservation" or "Per Listing"
- Includes information such as rental income, fees, taxes, payout, or the property manager's commissions
- Here, you can see a summary of the reservations you received, depending on your selected filters. These reservations will appear on the downloaded PDF or Excel file
- You can add as many columns as you wish by clicking on the gear icon on the right-hand side
- The downloaded PDF can support 12-13 columns (in landscape). It will adapt its size depending on the selected number of columns.
3. Expenses and Extras
- Lists all expenses incurred for your property
- This may include management fees, maintenance costs, vendor payments, and utilities
- Shows any additional charges or credits applied during the period
- You can add expenses and extras that will appear on the downloaded PDF or Excel file.
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Hostaway will pull any existing expenses and extras into new statements based on meeting any of the following criteria:
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Date + listings assigned match
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Date + owners assigned match
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- Expenses can also be added from the owner's statement. To do so:
- 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.
4. Attachments
You can add attachments to the Owner Statement:
Attachments for Expenses and Extras will also appear in the preview of attachments:
5. Grand Total
- Summarizes the overall financial performance
- Shows the final amount after all income and expenses are calculated
- Typically displays the property manager payout and the owner payout, and any expenses or extras that need to be considered, but it can be broken down into more specific concepts
- It is also possible to deduct a % after the expenses and extras are considered in the calculation
6. Contact and Statement Details
Contains contact information for both the property manager and the owner, and will be prefilled based on their data
It also allows you to enter an invoice ID, additional notes, or a logo for your statements.
7. Downloading Owner Statements
Hostaway Owner Statements can be downloaded in multiple formats to suit your needs: PDF, Excel (XLSX), or as a ZIP file containing just the attachments.
PDF Format
To download a PDF statement:
- Click the Download button
- Select Owner Statement (PDF)
- For optimal viewing, configure your browser's print settings to Landscape + A4 format (this is a one-time setting that your browser will remember)
The PDF format dynamically adjusts based on the amount of information displayed:
- Default: 12px font size
- 10+ columns: 11px font size with 85% zoom
- 13+ columns: Line-breaking applied to column names for better readability
PDFs are ideal for formal distribution to property owners via email or other communication channels.
Excel Format (XLSX)
To download an Excel file:
- Click the Download button
- Select Excel file (XLSX)
The Excel format offers several advantages:
- Easily make adjustments or customize the statement
- Perform additional calculations or analysis
- Compatible with Google Sheets and other spreadsheet applications
- Ideal for internal processing or when you need to modify data
This option is available in both the Create & Edit and Manage Statements sections for any saved statement.
Attachments Only (ZIP)
If you only need the supporting documents:
- Click the Download button
- Select the ZIP option to receive all attachments in a compressed file
This is useful when you need to share just the supporting documentation without the full statement.
Owner Statements Permissions
Draft Statement Privacy
Owner statements can have different statuses:
- Published. Statements that are finalized and available for owners to view
- Draft. Statements that are still being prepared and are only visible to property managers and their assistants
- Archived. Older statements that are stored for record-keeping purposes.
User-Based Access Control
- Access is determined by user settings, providing flexibility and clarity
- Permission levels can be customized based on organizational roles and responsibilities
- Administrators can adjust access rights as team structures change
Filtering Capabilities
- Filter by owner is accessible to all relevant user permissions, such as accountants and other assistants
- This ensures that everyone can filter data according to their role and needs
- Simplifies data management for teams handling multiple property owners
Permissions Best Practices
- Regularly review user permissions to ensure appropriate access levels
- Use the draft status when preparing statements that require team review
- Communicate clearly with team members about when statements will be published to owners