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Management statements track the net income earned by the management company for a given period. While owner statements reflect everything allocated "to owner," management statements reflect the opposite: everything allocated "to management." The net amount shown on the management statement is what should be transferred from the trust account to the operating account.
What Goes Into a Management Statement
The management statement is a combination of the following:
Management commission — the sum of all management commission earned on bookings for the period. Typically a percentage-based amount calculated per booking. See How to Automate Your Management Commission Calculations for setup guidance.
Reimbursable expenses — expenses paid from your operating account or credit card that should be reimbursed to management from the trust account. To mark an expense as reimbursable, attach an owner, set accounting to "To Owner," and check the "Reimbursable" box. These appear as positive credits on the management statement.
Markup on expenses — markups added to expenses billed to owners. They are blended into the transaction amount on owner statements, but appear individually as credits on the management statement. Click any expense in the transaction list to add a markup.
Booking fees collected by management — fees on bookings marked "to management" (e.g. cleaning fees, damage waivers). These represent income received into the trust account that needs to move to the management company.
Deductible transactions — transactions that are income on the owner statement but should be deducted from management income (e.g. a discount offered to an owner). These appear as negative amounts on the management statement. Check the "Deductible" box on the transaction to apply this. This is uncommon.
Resolution payouts with a split to management — resolution payouts from Bookings → Resolution Payouts where any portion is allocated to management.
Steps to Create & Manage Management Statements
Step 1: Navigate to Management Statements
From the left menu, go to Statements → Management Statements.
Step 2: Choose Your View
There are two views available at the top:
By Owner — the full management statement for a given owner and date range. Shows everything allocated to management across all of that owner's assets. This is the primary view for reviewing and saving statements.
All Statements — shows all saved management statements in bulk. Use this for exporting, emailing, and other bulk actions once statements are saved.
Step 3: Select the Date Range (and Owner if applicable)
Choose the date range for the statement period. If needed, select an owner from the left panel in the By Owner view. Clearing will generate the statement showing all items allocated "to management" for that owner's assets within the recognized date range.
Step 4: Review the Statement
Confirm the net amount — this is everything allocated to management for the cycle, and represents what should move from trust to operating.
Click any booking to see the full breakdown and confirm that all management-specific charges (commission, cleaning fees, processing fees, reimbursable expenses) are correctly allocated.
Tip: We recommend having all bookings on this statement reconciled before saving. You can verify this from the Booking Reconciliation report, or by cross-referencing the owner statement for the same date range.
Step 5: Adjust Display Options
Use the summary toggles to organize how the statement is displayed:
Summary by Booking
Summary by Asset and Category
Summary by Category
Summary by Channel — useful if some channels pay owners directly and others don't. Note: this summary appears in-app only, not on the PDF.
Hide the individual transaction list — helpful for high-volume cycles where the list is long
Any of these can be set as your default view under Settings.
Step 6: Enable "Include Previous Balance in Statements"
Recommended even if you pay the full balance at the end of each cycle. It carries the running balance forward the same way owner statements do — so if you ever transfer a partial amount mid-cycle, or the amount doesn't match exactly, the difference is tracked and carried forward rather than lost.
Step 7: Cross-Check Against the Allocation Report
Go to Reporting → Allocation Reports, filter to the current cycle, and confirm the totals match the management statement net. If they don't match, it's usually because the statement net includes the funds transfer transaction itself. Filter the Allocation Report to exclude your funds transfer category, and save that filter for reuse each cycle.
Step 8: Save the Statement
Once everything looks right, click "Save Current Statement." You can edit and re-save at any time.
Step 9: Review or Download as PDF
Once saved, click the PDF button to review the statement. From the PDF view, click "Download" to save it to your computer.
Step 10: Pay Management
Once the statement is saved and confirmed, transfer the net amount from trust to your operating account. There are two ways to do this:
Directly from Clearing — click "Pay" from the statement view, or select the statement in All Statements and use the Pay option. This is especially useful if your trust and operating accounts are at different banks, as you can add your operating account as a payment recipient in Clearing and process an ACH transfer directly. The payment will appear as a transaction in your trust account automatically.
From your bank directly — if your trust and operating accounts are at the same bank, you can log in and transfer the amount between accounts.
Either way, make sure the transfer transaction is categorized correctly in Clearing:
Category: use a dedicated category that makes the purpose clear, such as "Funds Transfer," "Trust to Operating Transfer," or "Sent to PM." You can create your own — the key is consistency.
Accounting: set to "To Management"
Transaction type: set to "From Trust to Operating"
Tip: Set up a custom rule on transactions to automatically categorize, allocate, and type all trust-to-operating transfers — the same way you'd set up a rule for owner payments. This saves time each cycle and keeps your Allocation Report clean so the filter you saved in Step 7 works correctly every time.
Step 11: Bulk Actions on Statements
From the All Statements view, select one or more statements and click "Actions on Statements" to:
Send this selection — email the statement(s)
Download Zip — download the selected statements as a zip file
Delete this Selection — remove an unwanted statement
Once you've collected the funds, check the "Collected" box on the statement to mark it as paid.
Management Statement Settings
Go to Statements → Management Statements → Settings to configure your defaults. There are two tabs: Settings and Customize Statements.
Tab 1: Settings
Include previous balance in statements — carries the closing balance from the prior period forward as a "previous balance" line. Recommended.
Previous balance should not consider statements marked as Collected — excludes already-collected statements from the previous balance calculation, so the balance starts at $0 on the next statement.
Show summary by booking — shows a booking-level breakdown on the statement by default.
Show summary by asset & category — adds an asset and category breakdown to the statement by default.
Show summary by category — adds a category-level breakdown by default.
Show summary by channel (not in PDF) — shows a channel breakdown in-app only. Does not appear on the PDF.
Hide list of individual transactions — collapses the individual transaction list, showing only summary totals. Useful for high-volume cycles.
Fully lock bookings when saving a statement — automatically locks all bookings when you save. Recommended.
Fully lock bookings when paying a statement — automatically locks all bookings when the statement is marked paid.
Fully lock txns when saving a statement — automatically locks all transactions when you save. Recommended.
Fully lock txns when paying a statement — automatically locks all transactions when the statement is marked paid.
Tip: Enabling all four locking settings is recommended. This ensures nothing slips through unlocked regardless of whether you save or mark as collected.
Tab 2: Customize Statements
Email on management statements — the email body sent when you email a management statement. Supports the same dynamic variables as owner statement emails:
{{Owner_name}},{{Sender_name}},{{Statement_start_date}},{{Statement_end_date}},{{Statement_amount}},{{Sender_email}}.
Need more help?
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Clearing is a Financial Technology Company, not a bank.