Owner Statements & Your Books

Part 1Anatomy of an Owner Statement

A statement answers one question for the owner: “where did my money go, and what's left for me?” Here's every line, top to bottom, so you can read it back to an owner with confidence.

Where to find itOperations → Your Business → Statements

First, statement vs. invoice: because you hold the guest money and pay your owners, Hospitable produces a Statement (what you owe the owner). If an owner instead collected the guest money and owed you, that same screen produces an Invoice. Everything below is the Statement.

What each section shows

Accommodation revenue — the rental income for the stay. Reservation fees — the cleaning fee, guest/service fees, and any other add-on fees, each split between you and the owner exactly how the agreement says. Host service fees — the channel's cut, shown as a deduction. Net reservation income — total guest payments minus those fees. This is the honest “what the booking actually brought in” number. Commissionable base — the specific figure your management commission is calculated on. It is often NOT the same as net reservation income, depending on how the agreement is set. Management commission — your fee, taken on accommodation after the discount (Hospitable's recommended setting), on the payout amount, or a custom method. It can even differ by channel. An optional flat per-reservation fee shows here too. Pass-through taxes — sales/lodging/occupancy taxes, assigned to whoever the agreement says remits them. Property transactions — any expenses or reimbursements you logged for that property (Part 2). Adjustments — automatic corrections carried in from a prior period (Part 3). Total owed to owner — the bottom line you pay them.

The #1 thing owners ask “Why isn't my commission just a percentage of what the guest paid?” Because commission is figured on the commissionable base, not the gross. Point owners to net reservation income first, then the commission line — it heads off almost every statement question.

For Airbnb co-host payouts, the statement adds “Total paid to manager” and “Remaining balance due to manager” columns. If those clutter the owner's view, use the Customize control to hide them for a cleaner report.

QWhat can the owner actually see on it?

The finished statement with every charge and deduction that affects their balance, plus any expense you logged as a property transaction. They do not see your business transactions.

Part 2Expenses Done Right

Every expense you log is one of two things: something the owner reimburses, or your own overhead. Getting that switch right is what keeps statements clean and your books honest.

Where to find itOperations → My Business → Transactions → “+ Add Transaction”

Property vs. business — the switch that matters

Property transaction — appears on that property's owner statement. This is how you bill an owner for an expense, and it can be split across several properties at once. Business transaction — never shows on any statement or invoice, but still counts in your Profit & Loss (and syncs to QuickBooks if you ever connect it). Use it for costs the owner shouldn't see: your software subscriptions, marketing, general overhead, or an expense you're absorbing yourself.

One more toggle Every transaction also has a “Sync with accounting” checkbox. Leave it on to include that item in your Profit & Loss (and QuickBooks); untick it to leave that one transaction out of your books entirely.

Watch the date The “Date of transaction” — not the day you enter it — decides which month's statement the expense lands on. A receipt dated August 2nd posts to the August statement even if you log it three weeks later.

Categories & markup

Category — choose Supplies (things you bought), Maintenance (repairs/upkeep), Reimbursement (crediting the owner), or Uncategorized. (If you ever bulk-import by CSV, categories must be lowercase or the import fails.) Markup — an optional amount added on top of the item cost. Example: kitchen sponges cost $17.23, but you add a $50 markup for the trip to the property; the owner is billed $67.23. This is how you build a fair margin into materials you front.

QSo where do my own tools and ads go?

Log them as Business transactions. They'll shape your true profit picture without ever appearing on an owner's statement.

Part 3Recurring Charges, Reimbursements & Corrections

The three things that come up every month once you're running real statements — set them up once and handle them the right way.

Where to find itRecurring & reimbursements: the Transactions screen · Corrections: within the statement, or Operations → Your Business → Adjustments

Recurring charges

Weekly — a fresh transaction each week from the start date — e.g. weekly pool service.
Monthly — one each month — e.g. trash or landscaping.
Every booked night — charges the owner for each guest night in the period — e.g. a $100/night hosting fee.
Per reservation — auto-adds a transaction every time a new reservation lands on the property.

Set the frequency when you create the transaction. Know the two limits: a recurring transaction holds only one line item, and you can attach a receipt only after the scheduled date passes and it actually posts.

Reimbursements & who-owes-whom

Use the Reimbursement category to credit money back to an owner — it reduces what they owe / adds to their payout. If an owner ends up owing YOU overall (not the other way around), that's the Invoice direction on the agreement, not a negative statement. If you ever see a statement netting negative, confirm how it's presented in-app before sending it.

Fixing a statement

In Review — edit freely: add transactions, change the agreement. Published but not paid — you can unpublish, edit, then republish. Paid — locked for good. No one can edit it, not even Hospitable support.

Don't double-count If a reservation's money changes AFTER a statement is published or paid (a guest extends, cancels, gets a refund, or the platform re-prices), Hospitable automatically carries the difference onto the next statement as an Adjustment — no action needed from you. Do NOT add a manual transaction to “fix” it, or the owner gets charged for it twice.

Money that lands outside a reservation — Airbnb Resolution payouts, direct charges — shows up under Operations → Your Business → Adjustments. Hospitable suggests a category; you accept it, recategorize it, or turn it into a transaction. You can only delete an adjustment while the statement is still a draft; deleted ones wait in a “Deleted” tab if you need them back.

Part 4The Owner's Experience in the Portal

You already know how to invite an owner (Guide 1). This is what they actually see once they're in — worth knowing so you can answer their questions and set expectations.

Where to find itOwners log in at owners.hospitable.com/login

Because Justin and Tammy are both set up as owners with access to all properties, you can open Preview portal from the Owners tab and see this exact view yourself any time.

What an owner sees

Dashboard — read-only monthly KPIs: occupancy and average daily rate, plus a revenue breakdown that shows “your net reservation income” next to gross revenue, platform fees, your commission, reservation fees, and transactions. Calendar — their property's calendar for now and upcoming months; clicking a reservation opens a details panel (you control what's in it). By default owners can add their own personal stays from here. Statements — view and download the PDF of any published statement or invoice. You decide whether they can also see unpublished figures via the “Show unpublished financials” toggle. Bank account — owners connect and verify their own bank account for payouts, right from the portal.

First-login in one line Send the invite from the Owners tab, the owner sets a password at owners.hospitable.com/login, then connects their bank — and they're self-serving their statements from then on.

Part 5The Accounting You Already Get

Here's the part worth internalizing: you do not need any add-on to run clean owner books and see each property's real economics. Hospitable includes a genuine accounting layer.

Where to find itReports & Metrics live in the left sidebar once your business exists

What's built in

Profit & Loss report (under Reports) — Gross Revenue minus Expenses equals Net Profit/Loss, with expenses grouped into variable and fixed. It pulls in both your business and property transactions, so it reflects the true economics of each door. View it monthly, quarterly, annually, or over a custom range. Transactions ledger — every property and business expense with its category and markup, in one place. Statement history — all your statements with their status and downloadable PDFs. Metrics — occupancy, ADR, and other KPIs, with period-over-period comparison built in. Reservations & Financials export (Metrics → Exports) — a CSV with 50+ fields per reservation (base amount, each fee, taxes, host service fee, payout, adjustments, guest details) over any date range, downloaded or emailed. It's standalone, and also drops cleanly into any accounting software.

Bottom line Between statements, the P&L, and the CSV export, you can invoice owners, show them their numbers, understand each door's profitability, and hand your accountant a clean file at tax time — with zero add-ons.

Part 6What QuickBooks Would Add (Optional)

You don't use QuickBooks today, and nothing above requires it. This section is just so you know what it WOULD add if you ever decide to adopt it — not a recommendation to go do it now.

Where to find itWould connect under Operations → Your Business → Accounting (needs a separate QuickBooks Online subscription)

What it layers on top of Hospitable's native tools

Automated journal entries — your reservation financials post into QuickBooks automatically (on statement publication, for your Manager model), so there's no manual bookkeeping. Per-property Profit & Loss by Class — QuickBooks tags a parent class for the business and a sub-class per property, giving you a “P&L by Class” cut that the native report doesn't break out. Reconciliation & audit trail — the Journal report carries reservation codes and stay dates in the memo, so you (or your accountant) can reconcile line-by-line against the bank. Tax-time books — a clean, class-tagged ledger that's ready for tax prep, especially if you keep cash-based books.

Honest take For where Tammy & Justin are today, Hospitable's built-in statements and P&L are plenty. QuickBooks earns its keep once an accountant specifically wants everything living in QBO, or you scale to many entities. Until then, you're not missing anything by skipping it — and there's a real cost and setup to adding it.

Part 1Anatomy of an Owner Statement

Part 2Expenses Done Right

Part 3Recurring Charges, Reimbursements &amp; Corrections

Part 4The Owner's Experience in the Portal

Part 5The Accounting You Already Get

Part 6What QuickBooks Would Add (Optional)

That's the money side, end to end.

Part 3Recurring Charges, Reimbursements & Corrections