A monthly owner statement is the report that shows what the property earned, what you kept as a fee, what you paid for the property, and what cash is left for the owner. Send it on the same day each month, from the same trust activity, and make every rent line traceable to a tenant ledger.

A second open account book showing columns of figures.
Image: John Carlin, via The Metropolitan Museum of Art · CC0 1.0

What is an owner statement?

An owner statement is the owner's view of one property, or one ownership group, for one month. It is not the tenant ledger and it is not the rent roll. The ledger is one lease. The rent roll is every unit this morning. The statement is the month's money: rent collected, fees, vendor bills, and the amount you paid the owner or still hold.

Owners search for this report when they want to know whether the manager is holding their cash. Give them the math, not a single "net to owner" with no lines above it.

Which lines belong on the statement?

Use the same sections every month so an owner can compare April to March.

Section What goes in it
Rent collected Rent applied this month, by unit, including a prorated move-in
Other income Parking, pet rent, and laundry, if the agreement pays you on them or not
Management fee The fee the agreement names, on the base it names
Bills paid Vendors, with the invoice date and the unit
Reserve Cash you held back for a repair the owner approved
Paid to owner The check or transfer, and the date

Security deposits collected this month do not go in rent collected. A deposit is the tenant's money. Show deposits held as a balance, separate from operating cash, so the owner does not think they can withdraw it.

How do you build April for one owner?

Helen Cho owns 14 Maple Street. In April 2026 you collected:

  • Unit 2: $1,000 of a $1,925 charge. Only the portion applied to April rent counts as April rent income. $48.39 of that $1,000 cleared old pet rent. $951.61 is April rent. Parking is still open, so you did not collect it.
  • Unit 3: $1,600 rent, paid in full.
  • Unit 4: vacant. No rent.

The management agreement pays you 8 percent of rent collected, and rent does not include parking or pet rent. Fee base is $951.61 plus $1,600, which is $2,551.61. Eight percent is $204.13.

You paid a plumber $140 for Unit 3 on April 9. You held a $300 reserve Helen approved for a water heater. You paid Helen the rest.

Line Amount
Rent collected $2,551.61
Management fee, 8 percent $204.13
Plumber, Unit 3, invoice 884 $140.00
Reserve held $300.00
Paid to owner, April 15 $1,907.48

Check the subtraction: $2,551.61 minus $204.13 minus $140 minus $300 is $1,907.48. If the trust account did not drop by the fee, the plumber, and the owner check, the statement is ahead of the bank. Hold the email until they match. The reserve stays in the trust account. It is not paid out and it is not your fee.

A prorated March move-in belongs on the March statement at the prorated amount, not as a full $1,850. That method is in how to prorate rent.

What do you attach?

Attach the rent lines by unit and the vendor invoices you paid. An owner who wants the open balance can get the rent roll. Do not bury Unit 2's remaining $973.39 inside "rent collected" as if it had arrived. Collected means collected.

Tivio keeps a trust ledger per property, including owner funds, reserves, management fees, vendor bills, and owner payouts, and it produces the monthly owner statement as a PDF. The PDF is only as current as the charges and the bills you posted. Close the month when the statement, the trust cash, and the tenant ledgers tell the same story.

How do you close the month?

Close April only after the ledgers, the bills, and the trust account agree. Use this order so you do not send a statement and then amend it the same afternoon.

  1. Post every April charge and every payment through the last day you are including. A check that arrived May 1 is May, unless your cutoff rule says the business day it cleared, and you use that rule every month.
  2. Print the rent collected by unit. Unit 2 is $951.61 of April rent. Unit 3 is $1,600. Unit 4 is zero. Total $2,551.61.
  3. Enter every vendor bill you paid in April. The plumber's $140 has an invoice number. A bill without an invoice waits.
  4. Compute the fee from the agreement. Eight percent of $2,551.61 is $204.13. Transfer it.
  5. Set the reserve only if Helen approved it. The $300 water-heater reserve stays in trust.
  6. Pay Helen $1,907.48. The trust balance for her operating cash should drop by the fee, the plumber, and her check. The reserve and any deposits held stay.

If step 6 does not match the bank, you are not done. The usual miss is a deposit that belongs to another owner, or a payment posted on the ledger and not taken to the bank. Fix the ledger or the deposit. Do not plug the difference with a round number.

What does Helen see the next month?

May should use the same sections in the same order. If May's rent collected is $3,450 because Unit 2 paid the rest of April plus May, label the catch-up. "April rent collected in May, Unit 2, $898.39" is clearer than dropping it into May rent with no note. The owner is comparing months. A silent catch-up looks like a rent increase.

Attach the invoices again. Owners rarely ask twice when the invoice was on the first statement. They ask every month when it was not.

Tivio produces that statement as a PDF from the trust ledger: rent, the fee, reserves, vendor bills, and the payout. Export the detail to CSV if Helen's bookkeeper wants it. Send the PDF when the subtraction matches the cash, not when the calendar says the 15th and the plumber invoice is still on the passenger seat.