Free Vacation Rental Owner Statement Template

Bookings, gross revenue, management commission, pass-through expenses and net owner payout, with the formulas already in place.

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One sheet, four blocks.

Header: owner, property, statement period and your management commission rate.
Bookings: reservation ID, channel, check-in date, nights, gross rental revenue, cleaning fee charged to the guest and the channel fee deducted, with totals.
Pass-through expenses: date, vendor, category, description and amount for every cost billed to the owner, with a total.
Summary: gross revenue plus cleaning fees, less channel fees, less management commission, less pass-through expenses, equals the net owner payout.

01
Enter the owner, property, period and commission rate at the top. The rate is a decimal: 0.2 means 20%.
02
Replace the EXAMPLE bookings with every reservation that checked in during the period, one row each, from your PMS or channel reports.
03
List every cost you paid on the owner’s behalf under pass-through expenses, with a receipt for each.
04
Check the summary. Expenses must reduce the payout. If the payout went up when you added an expense, a sign is wrong.
05
Compare the net owner payout with the transfer you are about to make. They should match to the cent.

Each one comes from a client engagement we have written up.

Expenses credited instead of debited. In a 150-property portfolio this formula error added money to owner statements instead of taking it away, and 18 months of it added up to $24,000 in errors.
Pass-through costs never billed. One 55-property manager left 10 to 20% of monthly expenses unbilled to owners, and a 12-month audit found $21,300.
Emergency repairs absorbed by the manager. The same audit found urgent repairs paid by the management company and never passed through.
Miscategorized vendor invoices and untracked cleaning costs, which make the expense section impossible to check.
No fixed delivery date. The 150-property manager paid owners on the 20th and had 8 to 12 disputes a month; after the fix, statements went out on the 5th and disputes fell by 92%.

We prepare owner statements for vacation rental managers every month and deliver them by the 5th, reconciled to the books and the bank. See vacation rental bookkeeping or read what a vacation rental owner statement should include.