Read an Owner Statement

Overview

An owner statement (the Statement of Account you send owners) sums up a period's money in, deductions and the net paid out. Open Financials → Owner Statements → open a statement, read the summary for the whole period, then open a property to see how its figures are made up. To generate, preview or send statements, see How to create and send Owner Statements.

Read the period summary

Start with the balances

Every statement opens with a summary of the whole period. Opening Balance is what carried in from the previous period; Closing Balance is what remains at the end.

Follow the money in and out

The columns run left to right in this order, between the two balances.

Income

Rent plus any other income received.

Expenses

Bills paid from the property.

Fees

Your management commission.

GST

The GST on those fees.

Netting Off

Money moved in from another of the owner's properties. Only shows if there was a transfer.

Payments

The total paid out to the owner.

Keepback

Held back, not paid out. Where there is a keepback and a reason was recorded for it, the figure carries an asterisk and the reason prints under the summary.

Read a property's breakdown

Expand the property

Click the property's row (its photo and address) to see how its figures are made up. Opening a property closes the one before it, so you read them one at a time. If the owner has only one property, its breakdown is open already.

Tenancy Details

The tenancy ID, the tenant(s), and the start and end dates.

Rental Income

One row per rent period, each showing the Rental Period and Transaction Date, the rent (Amount), your Fees, GST and the net Total, with a subtotal at the bottom. This is where the management fee and GST come out of the rent.

Additional Income

Additional Income is any credit into the property's payable account that isn't rent, such as a tenant invoice passed to the owner, an Owner Credit, a Balance Migration, or a journal adjustment.

Expenses

What the property was charged over the period: supplier bills and your agency's own fee charges. Two of the columns are worth knowing:

Invoice

On a line that came from a supplier invoice, a Download button opens the original bill.

Total

What comes off this statement.

On the PDF there is no Invoice column. The invoices are attached at the back instead, and the description points at the page, like INV-123, p.14.

Payments

The actual payouts to the owner, with the date, bank account and reference for each. Each property then finishes with its own summary, and those figures roll up into the period summary at the top.

Netting Off

This section appears only when money was moved between properties the same owner holds, to cover a property that couldn't pay its own bills. It lists each transfer's date, description and amount. Transfers aren't income or expenses, so the owner's overall statement total is unchanged. See Netting Off for how to run one.

Frequently asked questions

Why hasn't a supplier bill been deducted yet?

A supplier bill only deducts once the property has enough funds. Until then it shows against the property (pending) but hasn't hit the payout; Keyhook moves it to allocated automatically once funds clear.

What shows under Additional Income?

An invoice: the line shows the invoice's category. Other is one of the tenant-invoice categories in your agency defaults, alongside Utilities, Cleaning Fee, Maintenance, Furnishing and Linen.
Owner Credit: a credit applied to the owner directly.
Balance Migration: a balance carried over from a previous system.
Journal entry: a manual adjustment such as a refund or correction; the line shows the journal comment.

Why is an older supplier invoice on this month's statement?

If you process a late supplier invoice through Bill Pay, Keyhook snaps it into the current month automatically (while still showing its original date during processing), so it lands in the current period rather than reopening a past one with a negative opening balance.

What's the difference between the owner, portfolio and individual-property statements?

Generate Individual Owner Statement covers all of one owner's properties in a single document. This is what owners receive. Generate Portfolio Statements is scoped to a selected agency Portfolio (a grouping of properties), and only appears if your agency uses portfolios. Generate Individual Property Statement shows a single property on its own, mainly for answering a query about that property.

Can the owner open the supplier invoice themselves?

Yes. On any expense line that came from a supplier invoice, the Invoice column shows a Download button on the statement the owner receives, and the invoice downloads as a PDF. If nothing is attached to that expense, the statement says so rather than downloading an empty file.