Rent Roll and Owner Statement
The StatementWhat actually goes out to each owner, once your fee, their repairs and their reserve are off it.
Rent collected, a management fee, a repair invoice and a reserve held back all live on different screens, so the one figure an owner actually asks for — what is coming to me — is the one thing nothing works out.
A management fee on rent charged and a management fee on rent collected are the same percentage and different money, and the gap is exactly whatever did not arrive. Both are printed here for every owner, beside what is really paid out and what was only held back.
About this tool
Rent Roll and Owner Statement: what it solves
Property software collects the rent and records the repair. What it cannot hold is the management agreement, because no two are written the same way and they are signed one owner at a time: the percentage, what the percentage is taken on, and how much float this owner wants held back. The first finding is the fee basis. A fee on rent charged is paid on rent that never arrived and a fee on rent collected is not — the same percentage and different money — and in a month where everybody pays they are identical to the cent, which is why almost nobody has read which their own agreement says. Both figures are printed per owner with the difference named. The second finding is quieter: what is disbursed is not what the property earned. A reserve top-up was held back, not spent, and it is still the owner’s money. Shown as one number, a good month reads as a bad one.
Rent charged or rent collected — and in a good month they are identical
A fee on rent charged is paid on rent that never arrived. A fee on rent collected is not.
Same percentage. Different money. And in any month where everybody pays on time, the two produce exactly the same figure — to the cent.
That is why so few managers have ever checked which their own agreements say. The difference only appears in the months when a tenant is late, which are the months everybody is busy dealing with a late tenant.
This prints both figures per owner, with the difference named. Not to tell you which is right — your agreement already says — but so you find out that it says it, and so an owner asking gets an answer rather than a look.
What goes out is not what the property earned
The quieter finding, and the one that causes the awkward call.
A reserve top-up was held back. It was not spent. It is still the owner’s money, sitting in the account against the next boiler. But it came off the disbursement, so the check is smaller.
Show the property’s month as one number and a good month reads as a bad one. The owner sees less money and reasonably asks what went wrong, and the answer is that nothing went wrong, which is a hard thing to say convincingly without a sheet in front of you.
So the earned figure and the disbursed figure are shown separately, with what sits between them itemized. Fee, repairs, reserve. Three lines, and the conversation is over before it starts.
The agreement is what software cannot hold
Property software collects the rent and records the repair. It does that well.
What it cannot hold is the management agreement, because no two are written the same way and they are signed one owner at a time. The percentage, what the percentage is taken on, and how much float this particular owner wants held back — those are three fields that vary per owner and live in a signed document in a drawer.
An owner who negotiated hard three years ago has terms nobody remembers, and they are being applied from memory every month.
What it replaces
The owner statement built by hand at month end, one owner at a time, from a system export and a memory of the terms. Or the template that has one fee percentage in it, applied to everybody, because varying it per owner was more work than it was worth.
You enter each owner’s terms once. Every month after that is the rent and the repairs.
Who it is for
Property managers, letting agents and small landlords — anywhere rent is collected on somebody else’s behalf under an agreement they signed and you have to account for.
What it will not do
It suggests no management fee. What you charge depends on your market, your service level and what you are willing to do for it.
It does not decide what a reserve should be. That is an agreement with the owner about their risk.
It is not an accounting system and will not pretend to be one. It works out what the statement should say. It does not hold your ledger, does not reconcile a bank account and does not file anything.
It takes no view on a late tenant. It shows what was charged and what was collected. Everything after that is a decision involving a person.
Nothing you type is sent anywhere. The arithmetic runs in your browser. Owner terms and tenant payment records stay on the machine you typed them on. Close the tab and it is gone.
Yours would be built the same way.
This one runs on made-up data. The version built for your business runs on yours, and you own it outright. Builds start at $2,500. That is a floor, not a quote. What yours costs is agreed before any work begins. The first conversation is free.