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 → click Actions to generate the portfolio or individual-property view → read the summary, then expand a property for its breakdown → Preview, download or send from the same menu.

Open and generate a statement

Open the owner statements

From the left sidebar, open Financials and click Owner Statements.

Generate the statement an owner receives

Click Actions, then Generate Individual Owner Statement and pick the owner. This is the one document covering all of that owner's properties (the version owners receive) so it's what they'll be looking at.

Or use another generate option

The same Actions menu also offers: Generate All Statements (the bulk generate-for-all-owners action, shown only to finance or principal users); Generate Portfolio Statements (covers a selected agency Portfolio grouping over a date range, it only appears if your agency uses portfolios); and Generate Individual Property Statement (one property on its own, useful when an owner is questioning a particular property).

Note: A statement covers the date range you choose when you generate it, and the payouts Keyhook has recorded, so for a migrated property, rent paid out in your previous system before migration won't appear here.

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

Between them: Income (rent plus any additional income received), Expenses (supplier bills paid from the property), Fees (your management commission), GST (charged on those fees), Payments (the total paid out to the owner) and Keepback (the closing keepback balance retained for the property, not paid out).

Read a property's breakdown

Expand the property

Click the arrow on a property's row to see how its figures are made up.

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 and Payments

Expenses lists supplier bills and agency fee charges paid from the property (maintenance, water, rates). Payments lists the actual payouts to the owner, with date, bank account and reference. Each property also finishes with its own summary of these figures, which roll up into the period summary at the top.

Preview, download and send

Preview before sending

Select one or more statements, then choose Actions → Preview to review them in a pop-up (use the Previous and Next arrows to cycle through).

Download a copy

Use Download PDF from an individual statement view, or select statements and choose Actions → Download owner statement(s) (PDF) to get them as a ZIP. (There's no bulk-print option here.)

Send the statements

When they're right, select the statements and choose Actions → Send To Owner. A confirmation dialog titled Send Statement(s) then appears; confirm it to email the owners.

Note: If an owner uses an accountant, open the owner record, and under Additional email addresses add the accountant's email and tick Accounts email so a copy of every statement goes there too.

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.