Owner Statements and Set Up

Overview

Owner statements summarise the rent collected, fees charged and payments made for each owner, and accompany their disbursement. This article covers:

• Setting up the statement template
• Configuring each owner's statement preferences
• Running end-of-month statements and disbursements
• Reissuing a statement

Set up the statement template

1. Navigate to Trust › Settings › Owner statements.
2. Upload your agency logo and confirm the office address and contact details shown in the header.
3. Choose the statement style — Summary (totals per property) or Detailed (every transaction listed).
4. Select Preview to generate a sample statement, then Save. The template applies office-wide.

Configure each owner's preferences

1. Open the owner record under People › Owners and select the Payments tab.
2. Set the statement delivery method — email, post, or portal only.
3. Set the disbursement frequency — end of month, mid and end of month, or daily.
4. Confirm the owner's bank details for EFT. Owners paying by cheque should be moved to EFT wherever possible.
5. Select Save.

Note: Owners with multiple properties receive one consolidated statement covering all of them, with a per-property breakdown.

Run end-of-month statements and disbursements

1. Complete your final reconciliation for the month before starting — see the related reconciliation article.
2. Navigate to Trust › End of month.
3. Review the pre-check screen, which flags owners with unpaid invoices, held funds or missing bank details. Resolve or acknowledge each flag.
4. Select Generate statements. Statements are created for every owner with activity in the period.
5. Review the batch, then select Disburse and send. EFT payments are bundled into an ABA file for upload to your bank, and statements are emailed or queued for printing per each owner's preference.

Tip: Run end of month early in the day. If the bank file upload fails, you have time to resolve it before the bank's processing cut-off.

Reissue a statement

1. Open the owner record and select the Statements tab.
2. Every issued statement is stored as a PDF. Select Resend to email a copy, or Download to save it.
3. If a statement was generated with an error, process the correcting transaction and issue an interim statement — finalised statements cannot be edited.