Airbnb Property Management Software with Owner Statements: What to Look For

If you manage short-term rentals for other people, the owner statement is the document your business is judged on. It arrives once a month, it is about money, and any number the owner cannot follow becomes a phone call.

This guide explains what a good owner statement contains, how Airbnb property management software with owner statements should produce it, and the questions to ask before you choose one.

What should an owner statement contain?

A clear monthly statement answers four questions, per property:

1. What did the property earn? Booking income for the period, by property.
2. What is your fee? Your management fee, calculated the way your agreement says (a percentage of income or a fixed monthly amount).
3. What was spent? Expenses for the period, split into those you paid and those the owner paid directly.
4. How much will the owner receive? The payout, which follows from the three lines above.

If the owner can check the payout with a calculator using only the numbers on the page, the statement is doing its job.

Why spreadsheets break down

Spreadsheets work for one or two properties. They struggle as soon as bookings come from several channels, fees differ between owners and some bills are paid by the owner and some by you. Every month you copy payouts from Airbnb, Booking.com and Vrbo, match receipts to properties and re-check formulas — and the owner only sees the result, not the work.

The fix is not a prettier template. It is recording each booking and each expense once, against the right property, and letting the software do the arithmetic.

What to look for in owner-statement software

• Properties marked as "managed". The software must know that guest money on a managed property belongs to the owner and that your income is the fee. Otherwise your own dashboard is wrong.
• A fee per property. Percentage or fixed, set once, applied the same way every month.
• Expenses with a payer. "Paid by me" is deducted from the payout (you get it back); "paid by the owner" is shown but not deducted again.
• Statements generated from your data. No retyping at month end.
• A format owners can open. A file or link that works on any device, without the owner creating an account.
• Privacy between owners. Each owner sees only their own properties.

How Hostfinn produces owner statements

In Hostfinn you mark each property as owned or managed and set its management fee (percentage or fixed monthly amount). Expenses are recorded per property with who paid them.

At month end Hostfinn calculates, for every managed property:

Amount to transfer = income − your fee − expenses you paid

Expenses the owner paid directly are listed for transparency but not deducted, because that money never passed through you. The owner receives a PIN-protected report — income, expenses and net result per property, plus the monthly settlement — which opens in any browser and can be printed or saved as PDF.

For a worked example with real numbers, read how to calculate co-host commission and owner payouts.

How much does it cost?

Hostfinn plans start at €9.90/month (Basic, up to 3 properties, with income, expenses, reports and cleaning schedules). Professional, at €49.90/month for up to 15 properties, adds Airbnb, Booking.com and Vrbo calendar sync and long-term rentals. Bigger portfolios use the Corporate plan, agreed individually. There is a 14-day free trial and no setup fee. See plans and pricing.

Frequently asked questions

What is the difference between an owner statement and an invoice?

The statement reports what happened on the property and what the owner will receive. An invoice is your request for payment of your fee. Many co-hosts send both; Hostfinn also lets you create and print invoices.

Should cleaning fees paid by guests go to the owner or the co-host?

It depends on your agreement. Record the cleaning cost as an expense against the property and state in your contract who keeps the guest cleaning fee, so the statement reflects what you agreed.

How often should I send owner statements?

Monthly is standard and matches how most channels pay out. Some owners of long-term rentals prefer quarterly.