How to create and send Owner Statements in Keyhook

Overview

To send owner statements, open Financials → Owner Statements, clear out any old pending statements, then click the Actions button → Generate All Statements, set the Date Range and click Generate Reports. Once they're generated, tick the statements and click Send To Owner.

Before you start

Approve any pending fee charges

Go to Financials → Invoices and open the Needs Approval tab. Set the Type filter to Fee Charge, click Apply, then open each charge and approve the ones that are ready, so they land on this run's statements.

Enter your supplier invoices

Make sure every supplier invoice for this period has been entered before you generate, so each expense shows on the right statement.

Note: If you enter an invoice on the same day you pay owners out, date it the previous day so it falls inside this statement run rather than the next one.

Generate and send the statements

Open Owner Statements

From the sidebar, go to Financials → Owner Statements. The list shows every statement that has been generated but not yet sent.

Clear out old pending statements

If statements from an earlier run are still listed, tick the top checkbox to select them all, choose Delete from the bulk actions and confirm. This stops old figures overlapping the new run.

Start the batch

Click the Actions button (top right) and choose Generate All Statements.

Choose the date range

In the Generate Owner Statements window, set the Date Range, both a start and end date are required. This is usually the first receipt date through the last bank-matched receipt for the payment run.

Generate the statements

Click Generate Reports. The statements build in the background and appear in the list once they're ready.

Send to owners

Once you've checked them, tick the statements to send (or filter by Owner Tag to target a group), choose Send To Owner from the bulk actions, then confirm.

Note: Generating a statement doesn't send it. It stays as a pending statement in the list until you click Send To Owner, so nothing reaches the owner until you send.

Check the statements before sending

Preview several at once

Tick the statements you want to review, choose Preview from the bulk actions, and step through them with Previous and Next in the preview window.

Preview a single statement

Or click the Preview button in a statement's row to open just that one in a new browser tab.

Hide the empty ones

The Empty? column flags owners with no transactions for the period. To work only with statements that have activity, filter Empty? to No.

Add a message to the statements

Open Add Notes

Tick the statements you want to annotate and choose Add Notes from the bulk actions.

Write and save the note

Type your message in the Notes box and click Save.

Note: The note appears as a "Message from [your agency]" at the top of every selected owner's statement. The same text goes on each, so keep it relevant to all of them.

Generate a statement for one owner, property or portfolio

Generate for one owner

Click the Actions button → Generate Individual Owner Statement, choose the owner, set the Date Range, and click Generate Report. (The statement always covers all of that owner's properties. The property list shown is informational, and unticking a property doesn't currently exclude it. To limit a statement to one property, use Generate Individual Property Statement instead.)

Generate for one property

Click Actions → Generate Individual Property Statement to build a statement covering a single property.

Generate for a portfolio

If your agency uses portfolios, click Actions → Generate Portfolio Statements, pick the Portfolio, set the date range and click Generate Reports.

Frequently asked questions

Why can't I see "Generate All Statements"?

That action is only available to users with finance or principal access. Anyone can still use Generate Individual Owner Statement and Generate Individual Property Statement (and Generate Portfolio Statements, if your agency uses portfolios) from the Actions button.

What's the difference between Send To Owner, Archive and Delete?

Send To Owner emails the statement to the owner. Archive saves the statement without sending it, so it leaves the pending list but isn't emailed. Delete removes it entirely. All three are bulk actions on the statements you've ticked.

How do I know a statement reached the owner?

Sending runs as a background job, so it can take a few minutes. Once sent, the statement drops off the pending list and appears in the owner's timeline. There can be a short delay before it shows there.

Can I download statements as PDFs instead of sending them?

Yes. Select the statements and choose Download owner statement(s) (PDF). You'll be asked whether to include attached invoices, then the statements download together as a single ZIP file.

Who receives the statement email?

Each statement goes to the owner's primary email. It's also sent to every address under Additional email addresses on their record, including any ticked as Accounts email. If an owner isn't receiving statements, check their primary email is correct (see Set Up the Property Owner).

Why is the first page of my PDF statement blank?

This happens when your agency's Secondary colour is set to white. The statement header background and title text both use that colour, so they become invisible against the white page. Go to Agency → Edit Agency → Appearance and change the Secondary colour to something darker.